Case Study: San Jose State University cut scheduling time 90%, from 20 hours to 2 hours a week, with When I Work
Key results
The challenge
San Jose State University's University Housing Services manages up to 280 student employees who staff six 24-hour front desks across campus. The Community Desk Specialist spent much of their time keeping up with shift swaps, payroll, overtime tracking, and student scheduling limitations.
The solution
The university adopted When I Work for scheduling and attendance on a single platform, using Auto Scheduling and per-building shift templates to automatically resolve conflicts, apply student scheduling limits, and account for overtime.
The results, in context
When I Work cut the scheduling process from 20 hours to 2 hours per week, a 90% reduction in time spent, with just one specialist and two student assistants now managing the entire schedule. The published story reports 18 hours saved per week across six schedules and up to 280 student employees.