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, enterprises1
- Pricing model
- Per user1
- Free trial
- Yes1
- Integrations
- 112
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
Also listed in
How we evaluated When I Work
This review rests on the 24 facts this page shows, each checked against the source listed under “Sources”, most recently on . We did not test the product hands-on: the score uses only those verified facts, as our methodology explains; third-party ratings, where we quote them, never count in the score.
Our verdict
When I Work is a mobile-first scheduling and time-tracking tool for hourly, shift-based teams, priced publicly at $2.50 per user per month for a single location or schedule and $5 for multiple locations or schedules, 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/mo1
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 management1
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, GoCo2
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)3
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: Yes4
Weaknesses
No free plan
Only two paid plans and a 14-day trial are listed; no free tier is mentioned.
Evidence: Free plan: No1
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
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/mo1
- What plans does When I Work offer?
- Its pricing page shows two layouts: Single location or schedule ($2.50/user/mo) and Multiple locations ($5), or Essentials ($2.50), Pro ($5) and Premium ($8) with a time-tracking add-on option. Ask When I Work which plans and time-tracking terms apply.
- 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: No1
- 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, GoCo2
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
Specifications
Fit
- Industry focus
- Restaurants, Retail, Healthcare, Hospitality, Call centers, Construction, Manufacturing, Dental practices, Pharmacies, Nonprofits, Franchises, Catering and events1
Product
When I Work integrations
8 integrations we document, by how they connect. When I Work says it has 11 integrations.
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 13 products compared: 6
- QuickBooks · documented by 11 of 13
- Paychex · documented by 10 of 13
- ADP · documented by 9 of 13
- Gusto · documented by 8 of 13
- Square · documented by 7 of 13
- Clover · documented by 6 of 13
- Lightspeed · documented by 6 of 13
- Xero · documented by 5 of 13
- Zapier · documented by 5 of 13
- Paycom · documented by 4 of 13
Integrations each vendor documents (native, marketplace, Zapier, API or named by the vendor), 13 live employee scheduling software products. Not documented does not mean not possible.
Where it ranks
- #3 of 10 scoredEmployee Scheduling Software
- #4 of 9 scoredWorkforce Management Software
- #1 of 4 scoredEmployee Scheduling Software for Construction
- #3 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 5 scoredEmployee Scheduling Software for Hospitality
- #1 of 3 scoredEmployee Scheduling Software for Manufacturing
- #2 of 5 scoredEmployee Scheduling Software for Mid-Sized Companies
- #1 of 2 scoredEmployee Scheduling Software for Nonprofits
- #1 of 5 scoredEmployee Scheduling Software for Restaurants
- #1 of 7 scoredEmployee Scheduling Software for Retail
When I Work alternatives
Compare When I Work
Implementation and 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.
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.
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 Multi-location management.
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 7shifts, Deputy, and Planday. Compared side by side, by reason to switch: When I Work alternatives.
Which is better, When I Work or 7shifts?
Our When I Work vs 7shifts comparison sets out when each one fits.
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.
How this page was made
What it is built from
24 verified facts, each checked against the vendor's own pages or another primary source, most recently on Nov 8, 2026.
Method
Scored and compared with the LeadChange methodology, version 1.5. Read the methodology
Independent review
Our independent review of Nov 10, 2026 asked for changes. How we review
Hands-on testing
We have not tested When I Work hands-on: this page uses public information only.
Who made it
The LeadChange Research Team, following a written research process. No named expert has reviewed this page. About us
Independence and errors
Who pays us never changes a score or a rank. If something here is wrong, tell us and we correct it publicly. Request a correction
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When I WorkLeadChange Score 9.0
Sources
The 7 pages this page's facts come from. The date beside each is our last check of the facts taken from it (the oldest, when they differ). The numbers beside the figures above link here.
Quotes from the sources
- When I Work wheniwork.com/pricing“When I Work pricing starts at just $2.50 per user per month for single-location teams” “Whether you’re scheduling five employees or 500, When I Work keeps workforce management simple.”
- When I Work wheniwork.com/integrations“Integrate your favorite software with the schedule or time clock.” “Exclusive preferred partner offer: When I Work customers get Rippling FREE for 6 months”
- When I Work wheniwork.com“Build the schedule in minutes and share it instantly to make shift management easier”
- When I Work trust.wheniwork.com“ComplianceSOC 2 Type II” “When I Work has completed our SOC 2® examination so you can rest easy knowing WIW is committed to keeping your data safe”
- When I Work apidocs.wheniwork.com/external/index.html“The When I Work API is thorough, flexible, and restful” “Find out more about Webhooks at our Help Center or contact our Customer Care team for assistance”
- When I Work wheniwork.com/security“we utilize industry standard open-source technologies and Amazon Web Services (AWS) managed services with a hardened configuration”
- When I Work wheniwork.com/about“Google Play Store” “420 North 5th St”