When I Work Review
When I Work is a mobile-first platform for hourly, shift-based teams that combines employee scheduling, GPS time tracking and team messaging, from $2.50 per user per month.
- Company size
- Small businesses, mid-market companies, enterprises
- Pricing model
- Per user
- Free trial
- Yes
- Integrations
- 11
Best for
- Hourly, shift-based teams in restaurants, retail and healthcare
- Small businesses wanting published per-user pricing
- Managers who want GPS time clock and shift swaps
Not ideal for
- Businesses that want payroll inside the scheduling tool: When I Work connects to payroll providers
- Teams of salaried office staff with no shifts to schedule
- Buyers who need ISO 27001 or HIPAA attestations: the trust center lists SOC 2 Type II
How we evaluated When I Work
This review rests on 23 facts checked against When I Work’s official pricing pages and documentation, most recently on . We did not test the product hands-on: the score and the pros and cons use only those verified facts, as our methodology explains, and third-party ratings are quoted, never scored.
Our verdict
When I Work is a mobile-first scheduling and time-tracking tool for hourly, shift-based teams, priced publicly from $2.50 per user per month with no setup fee or contract. It is focused on scheduling and time, so payroll runs through integrations, and there is no free plan.
Strengths
Published low entry price
Two plans are public at $2.50 and $5 per user per month, with no setup fee and month-to-month billing available.
Evidence: Starting price per employee: $2.50/user/mo
Scheduling and time in one
Auto scheduling, open shifts, shift swaps, GPS clock-in with geofencing and team messaging are included in every plan.
Evidence: Key features: Auto scheduling, Open shifts, Shift swapping, GPS clock-in with geofencing, Prevent early clock-ins, Team messaging and announcements, Labor forecasting, Time-off and availability management, Overtime and break tracking, Skills and certification management, Task management
Payroll and API connections
Native integrations include Rippling, Gusto, Square Payroll, Paychex, QuickBooks Online and OnPay, plus a public REST API and webhooks.
Evidence: Notable integrations: Rippling, Gusto, Square Payroll, Paychex, QuickBooks Online, OnPay, Zapier, GoCo
Fast, low-overhead setup
The vendor claims setup in minutes without an IT department, and offers a 14-day full-access trial with no credit card.
Evidence: Typical implementation: Minutes (vendor claim)
Audited security
When I Work has completed a SOC 2 Type II examination, runs on hardened Amazon Web Services infrastructure and publishes a trust center.
Evidence: SOC 2 Type II: Yes
Weaknesses
No free plan
Only two paid plans and a 14-day trial are listed; no free tier is mentioned.
Evidence: Free plan: No
Multi-location costs double
Unlimited locations, labor sharing, custom reporting and role permissions require the $5 plan, twice the entry rate.
Price at a glance
Starting price per employee
$2.50/user/mo
Pricing model
Per user
Price transparency
Published
Free trial
Yes
Free plan
No
Contract term
Monthly
When I Work cost at 10 to 100 employees
- Single location or schedule$2.50/user/mo
- Multiple locations or schedules$5/user/mo
| Employees | Single location or schedule | Multiple locations or schedules |
|---|---|---|
| 10 | $25/mo | $50/mo |
| 25 | $62.50/mo | $125/mo |
| 50 | $125/mo | $250/mo |
| 100 | $250/mo | $500/mo |
Monthly list price before discounts, add-ons and taxes, from the published price model of each plan.
Quick answers
- How much does When I Work cost?
- Plans start at $2.50 per user per month for a single location or schedule and $5 for multiple locations or schedules. Enterprise pricing requires contacting sales.Based on Starting price per employee: $2.50/user/mo
- Is When I Work free?
- No free plan is listed, but there is a 14-day full-access trial with no credit card required.Based on Free plan: No
- Does When I Work integrate with QuickBooks?
- Yes. QuickBooks Online is a listed native integration, alongside Rippling, Gusto, Square Payroll, Paychex, OnPay and GoCo, with Zapier for others.Based on Notable integrations: Rippling, Gusto, Square Payroll, Paychex, QuickBooks Online, OnPay, Zapier, GoCo
- Does When I Work require a contract?
- No. The pricing page states no contracts and no setup fees, with month-to-month or annual billing.Based on Contract term: Monthly
Coverage of core employee scheduling software capabilities
Each core capability we evaluate in Employee Scheduling Software, checked against When I Work’s own documentation. “Not verified yet” means we have not confirmed it either way, not that it is missing.
9 verified of 11 core capabilities
Employee Scheduling Software
- Shift scheduling
- Availability and time off
- Open shifts and swaps
- Overtime and labor cost view
- Fair workweek support · not verified yet
- Minor work-hour limits · not verified yet
- Mobile app for staff
- Time and payroll integration
- Templates and auto-scheduling
- Team messaging
- Schedule history
Specifications
Fit
- Industry focus
- Restaurants, Retail, Healthcare, Hospitality, Call centers, Construction, Manufacturing, Dental practices, Pharmacies, Non-profits, Franchises, Catering and events
Product
- Modules
- Employee scheduling, Time tracking and attendance, Team messaging, Labor forecasting, Multi-location management
- Deployment
- Cloud, mobile
- Mobile apps
- iOS, Android
Integrations
- Open API
- Yes
- API type
- REST
- Webhooks
- Yes
When I Work integrations
8 integrations we documented, by how they connect. When I Work reports 11 native integrations in total.
Native integrations
Connected through Zapier
When I Work integration coverage
The 10 apps that employee scheduling software products document most often, and whether When I Work documents each.
4 of the 10 most-connected apps documented by When I Work; median of the 12 products compared: 5.5
- QuickBooks · documented by 11 of 12
- Paychex · documented by 8 of 12
- Gusto · documented by 7 of 12
- Square · documented by 7 of 12
- Lightspeed · documented by 6 of 12
- Clover · documented by 5 of 12
- Xero · documented by 5 of 12
- Zapier · documented by 5 of 12
- ADP · documented by 4 of 12
- ADP Workforce Now · documented by 4 of 12
Integrations each vendor documents (native, marketplace, Zapier or API), 12 live employee scheduling software products. Not documented does not mean not possible.
Where it ranks
- #2 of 10 scoredEmployee Scheduling Software
- #3 of 8 scoredWorkforce Management Software
- #1 of 4 scoredEmployee Scheduling Software for Construction
- #2 of 7 scoredEmployee Scheduling Software for Enterprises
- #1 of 1 scoredEmployee Scheduling Software for Franchises
- #1 of 5 scoredEmployee Scheduling Software for Healthcare
- #1 of 4 scoredEmployee Scheduling Software for Hospitality
- #1 of 2 scoredEmployee Scheduling Software for Manufacturing
- #1 of 5 scoredEmployee Scheduling Software for Mid-Sized Companies
- #1 of 5 scoredEmployee Scheduling Software for Restaurants
- #1 of 7 scoredEmployee Scheduling Software for Retail
- #1 of 10 scoredEmployee Scheduling Software for Small Business
When I Work alternatives
Compare When I Work
Implementation and support
- Typical implementation
- Minutes (vendor claim)
- Implementation fee
- None
- Support channels
- Help center, Ticket submission, Live customer support
When I Work: frequently asked questions
Does When I Work have a mobile app?
Yes. It has iOS and Android apps, and employees can clock in with GPS and geofencing.
Does When I Work have an API?
Yes. It offers a public REST API with an OpenAPI specification and streaming event webhooks.
Is When I Work legit?
Yes. When I Work, Inc. is based in Minneapolis, has completed a SOC 2 Type II examination and publishes a public API.
What is When I Work used for?
When I Work is an employee scheduling software product built for small businesses, mid-market companies, and enterprises. Its modules include Employee scheduling, Time tracking and attendance, Team messaging, Labor forecasting, and 1 more.
What are the best alternatives to When I Work?
In our employee scheduling software ranking, the highest-scored products other than When I Work are Deputy, Sling, and Homebase. Compared side by side, by reason to switch: When I Work alternatives.
Which is better, When I Work or 7shifts?
It depends on the team. Choose When I Work if: you want to know the price: $2.50 per user a month for a single location. Choose 7shifts if: your business is a restaurant and you want tips handled in the app. The full comparison: When I Work vs 7shifts.
What are the pros and cons of When I Work?
Strengths documented on the vendor’s own pages: published low entry price, scheduling and time in one, and payroll and API connections. It is less suited to businesses that want payroll inside the scheduling tool: When I Work connects to payroll providers and teams of salaried office staff with no shifts to schedule.
How long does it take to implement When I Work?
When I Work states a typical implementation of minutes (vendor claim). Implementation fee: none.
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