Employee scheduling software · ranked #6 of 11
When I Work: review, pricing and alternatives
Sixth because published per-user tiers from $2.50 and a simple app suit small hourly teams, though SSO and API access wait until the top plan.
When I Work at a glance
- Rank
- #6 of 11 in Employee scheduling software
- Best for
- Small US hourly teams
- Pricing
- Per user / month
- Free option
- Free trial
- Headquarters
- Minneapolis, United States
- Key features
- Auto scheduling, Shift swaps, Multi-location scheduling, In-app messaging, Time clock
- Last checked
- 2026-11-11
Where When I Work wins
- When I Work is a plain tool for a manager who wants the weekly rota out of a spreadsheet by Friday.
- Employees see shifts, swap with each other and message through the app, and the price per user is low and public.
- The tier ladder is fair: scheduling rules and labor sharing come with Pro, API and single sign-on with Premium.
- Its sixth place reflects limited depth for compliance-heavy businesses and a conflicting pricing FAQ on the page.
Where it falls short
- Single sign-on and API keys appear only on the Premium tier.
- The pricing page's FAQ says $2.50 is for single locations while the tier table shows multi-location in Essentials, so confirm terms with sales.
- Time tracking appears as a toggle whose cost is not spelled out.
- Companies whose staff work under strict European working-time rules should look at Shiftbase or Papershift.
Our verdict on When I Work
When I Work is a plain tool for a manager who wants the weekly rota out of a spreadsheet by Friday. Employees see shifts, swap with each other and message through the app, and the price per user is low and public. The tier ladder is fair: scheduling rules and labor sharing come with Pro, API and single sign-on with Premium.
Its sixth place reflects limited depth for compliance-heavy businesses and a conflicting pricing FAQ on the page.
Where When I Work falls short
Single sign-on and API keys appear only on the Premium tier. The pricing page's FAQ says $2.50 is for single locations while the tier table shows multi-location in Essentials, so confirm terms with sales. Time tracking appears as a toggle whose cost is not spelled out.
Who should look elsewhere
Companies whose staff work under strict European working-time rules should look at Shiftbase or Papershift. Large chains needing forecasting at store level are better served by Quinyx.
When I Work pricing
Essentials $2.50, Pro $5 and Premium $8 per user per month, with monthly or annual billing, a 14-day trial and custom Enterprise quotes.
Pricing as published by the vendor on the date above; check the vendor's pricing page before you buy.
When I Work fact sheet
| Rank | #6 of 11 in Employee scheduling software |
|---|---|
| Category | Employee scheduling software |
| Best for | Small US hourly teams |
| Pricing model | Per user / month |
| Free option | Free trial |
| Headquarters | Minneapolis, United States |
| Company | When I Work, Inc. |
| Address | 420 North 5th St. Suite 500, 55401, Minneapolis, United States |
| Vendor size | Independent or mid-sized vendor |
| Website | wheniwork.com |
| Last checked | 2026-11-11 |
Key features
- Auto scheduling
- Shift swaps
- Multi-location scheduling
- In-app messaging
- Time clock
- Forecasting
- Payroll and POS integrations
- Role permissions
Alternatives to When I Work
QuinyxAI-assisted workforce management for large frontline operations. Quote only.
PapershiftShift planning, time tracking and absence for German-speaking firms. Base fee + per employee / month.
PlandayEmployee scheduling and time tracking, owned by Xero. Per user / month.Also ranked in
- #6 of 11 in Employee scheduling software
Sources checked
- Pricing: Essentials $2.50, Pro $5, Premium $8 per user per month; API and SAML/SSO on Premium; 14-day trial Source
- Privacy notice: When I Work, Inc., 420 North 5th St. Suite 500, Minneapolis, MN 55401 Source
When I Work: common questions
What is When I Work?
When I Work is per-user scheduling and time clock for small hourly teams. Sixth because published per-user tiers from $2.50 and a simple app suit small hourly teams, though SSO and API access wait until the top plan.
How much does When I Work cost?
Essentials $2.50, Pro $5 and Premium $8 per user per month, with monthly or annual billing, a 14-day trial and custom Enterprise quotes.
Does When I Work have a free plan?
Free trial. Essentials $2.50, Pro $5 and Premium $8 per user per month, with monthly or annual billing, a 14-day trial and custom Enterprise quotes.
What is When I Work best for?
When I Work is best for small US hourly teams. Sixth because published per-user tiers from $2.50 and a simple app suit small hourly teams, though SSO and API access wait until the top plan.
Where is When I Work based?
When I Work is published by When I Work, Inc., headquartered in Minneapolis, United States.
Who should not use When I Work?
Companies whose staff work under strict European working-time rules should look at Shiftbase or Papershift. Large chains needing forecasting at store level are better served by Quinyx.
What are the best alternatives to When I Work?
In our Employee scheduling software ranking the closest alternatives are Quinyx, Papershift, Planday. See the full ranking for the other options.