When I Work
When I Work: A low-cost scheduling platform with unlimited users and broad shift-management tools. Ranked #5 of 42 in Employee Scheduling Software by our editors (8.9/10); pricing: 14-day trial; best for low-cost scheduling with unlimited users.
At a glance
- Editor score8.9 / 10
- Pricing14-day trial
- Best forLow-cost scheduling with unlimited users
- Free planNo
- Paid from$2.50/user/mo
- Auto-schedulingYes
- Founded2010 · Minneapolis, Minnesota, United States
- Facts checked21 Sep 2026
Where it wins
- Essentials includes unlimited users at $2.50 per user per month
- Automatic scheduling uses availability and qualifications
- Supports time tracking, geofencing, swaps, and open shifts
Where it doesn't
- There is no free plan
- API key access, webhooks, and SAML/SSO require Premium
- Advanced scheduling and custom reporting require Pro
Our verdict on When I Work
When I Work is workforce management software for hourly and shift-based teams, including restaurants, retail operations, healthcare organizations, hospitality companies, call centers, and other businesses with shift workers. It combines schedule building and publishing with automatic schedule generation based on availability and qualifications. Managers can also handle time-off requests, open shifts, shift swaps, attendance, team messaging, forecasting, and payroll integrations across multiple locations.
The published plans show a clear per-user structure. Essentials costs $2.50 per user per month when billed monthly and includes unlimited users, Auto Scheduling, multi-week and multi-location scheduling, schedule templates, and forecast tools. Pro costs $5 per user per month and adds advanced scheduling, scheduling rules, role permissions, labor sharing, and custom reporting. Premium costs $8 per user per month and adds API key access, webhooks, and SAML/SSO. A 14-day full-access trial is available, while the product does not have a free plan.
Platform coverage is broad, with web, Windows, macOS, iOS, Android, and API access. Listed integrations include Rippling, Gusto, Paychex, QuickBooks Online, Square, Zapier, GoCo, People HR, Resale AI, and SimplePay. Core workforce workflows extend from planning to attendance, with GPS clock-ins and geofencing supporting time tracking. Essentials suits teams seeking affordable scheduling with unlimited users; Pro is a better fit for organizations that need more control over scheduling rules and reporting, while Premium is aimed at teams requiring API, webhook, or SAML/SSO capabilities.
Your product? Our editors can test When I Work in depth and publish a review, labelled as paid · from $149/mo →
When I Work pricing
All 3 When I Work plans and prices →
When I Work fact sheet
| Free plan | No |
|---|---|
| Paid from | $2.50/user/mo |
| Employee limit | Not verified |
| Auto-scheduling | Yes |
| Availability collection | Yes |
| Time-off management | Yes |
| Open-shift management | Yes |
| Shift swaps | Yes |
| Mobile apps | Yes |
| Free trial | 14 days · no card needed |
| Deployment | Cloud, Mobile |
| Platforms | Web, iOS, Android |
| Compliance & security | PCI DSS, SSO/SAML |
| Support | Email, Live chat, Tickets, Docs |
| Built for | Small business, Mid-market, Enterprise (editorial estimate) |
| Integrations | 10 integrations: Rippling, Gusto, Simplepay.ca, Zapier, GoCo, People … See all → |
| Pricing | 14-day trial (source) |
| Website | wheniwork.com |
| Facts checked | 21 Sep 2026 |
When I Work integrations
When I Work lists 10 integrations on its own site.
- Rippling
- Gusto
- Simplepay.ca
- Zapier
- GoCo
- People
- ResaleAI
- QuickBooks Online
- Square
- Paychex
See all When I Work integrations →
Alternatives to When I Work
- DeputyA comprehensive scheduler for shift-based teams that need automation, compliance, and integrations.9.4
- HomebaseA capable scheduling and workforce platform with a useful free plan for small businesses.9.2
- 7shiftsA restaurant-focused scheduler with free entry and deeper labor tools on paid plans.9.2
See all When I Work alternatives →
When I Work vs the competition
- When I Work vs Deputy
- When I Work vs Homebase
- When I Work vs Humanity Schedule
- When I Work vs Humanforce
- When I Work vs Workforce.com
- When I Work vs Legion Workforce Management
Compare When I Work with any tool side by side →
Also Ranked In
When I Work is ranked in 10 of our directories; the 6 strongest besides Employee Scheduling Software.
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Reviewed by iTechGuides Editors · Editorial team · Updated Oct 2026
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