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.

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
By LeadChange Research TeamUpdated 31 verified data points7 sources

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/employee/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
Does When I Work have a mobile app?
Yes. It has iOS and Android apps, and employees can clock in with GPS and geofencing.Based on Mobile apps: IOS, Android
Does When I Work have an API?
Yes. It offers a public REST API with an OpenAPI specification and streaming event webhooks.Based on API type: REST

Specifications

Fit

Product

Deployment
Cloud, mobile
Mobile apps
IOS, Android

Integrations

Open API
Yes
API type
REST
Webhooks
Yes
Native integrations
11

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

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.

Coverage of core employee scheduling software capabilities

Capabilities verified against When I Work’s own documentation; capabilities we could not verify are not listed.

9 of 9 standard features

Employee Scheduling Software

Employee Scheduling Software buyer’s guide

Price at a glance

When I Work pricing

When I Work integrations

8 integrations we documented, by how they connect. When I Work reports 11 native integrations in total.

Native integrations

  • Rippling
  • Gusto
  • Square Payroll
  • Paychex
  • QuickBooks Online
  • OnPay
  • GoCo

Connected through Zapier

  • Zapier

When I Work alternatives

Alternatives to When I Work

Where it ranks

Implementation and support

Typical implementation
Minutes (vendor claim)
Implementation fee
None

Changelog

  1. First published.

Data sources

Every value on this page links to its source below. Primary sources are the vendor's or authority's own pages.

  1. When I Work pricing page · primary source, checked Oct 6, 2026
  2. When I Work app directory: Integrations · primary source, checked Oct 5, 2026
  3. When I Work website · primary source, checked Oct 6, 2026
  4. When I Work website · primary source, checked Oct 6, 2026
  5. When I Work website: Security · primary source, checked Oct 5, 2026