When I Work review
A low-cost scheduling platform with unlimited users and broad shift-management tools.
Reviewed by iTechGuides Editors · Editorial team · Updated Oct 2026
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.
When I Work pros and cons
- 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
When I Work fact sheet, pricing and score →
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