When I Work
Employee scheduling and time tracking app for small businesses with shift-based workforces, known for its simple mobile-first experience.
When I Work is an employee scheduling and time tracking platform focused on simplicity for small businesses with shift workers. Features include shift scheduling with drag-and-drop, shift swapping and availability management, time clock with GPS, team messaging, and labour cost forecasting. Pricing starts at $2.50/user/month for scheduling and $4/user/month with time and attendance. Popular with restaurants, retail, and small service businesses. The mobile app is consistently rated among the best in the category. Competes with Deputy, 7shifts, and Homebase.
Last updated: 2026-03-18
When I Work is the scheduling and time tracking platform built for simplicity, founded in 2010 in Minneapolis. With the best-regarded mobile app in the WFM category and straightforward per-user pricing, it targets SMBs that need to create schedules, manage shift swaps, and track hours without the complexity of a full workforce management suite.
Our Honest Take
When I Work's strength is doing the basics exceptionally well. Schedule creation is fast and intuitive — managers can build and publish weekly schedules in minutes, and staff can view shifts, request swaps, and pick up open shifts from the mobile app. The mobile experience is consistently rated as the best in the WFM category, which is critical for industries like retail and hospitality where most employee interaction happens on a phone.
Pricing is competitive and simple: $2.50 to $4 per user per month with no base fee, plus a free trial. For a 30-person team, that's $75 to $120 per month — significantly cheaper than Deputy ($4.50-$6/user) and far below enterprise WFM platforms. The lack of a base fee means very small teams (under 10 employees) can use it for under $40/month.
The trade-off is capability depth. When I Work is primarily a scheduling and time tracking tool — it doesn't offer demand-based auto-scheduling, labour cost forecasting, or the kind of workforce analytics that Deputy provides. Team messaging exists but is basic compared to dedicated communication tools. Companies that need to optimise labour costs against sales data, forecast staffing needs, or manage complex compliance rules will hit the ceiling relatively quickly.
When I Work is ideal for SMBs that want the simplest possible scheduling experience at the lowest price. If your needs grow beyond scheduling and basic time tracking, Deputy is the natural upgrade path. For restaurants specifically, 7shifts offers deeper industry-specific features.
Who This Is Best For
- Small businesses (5-100 employees) with shift-based staff that need simple, affordable scheduling and time tracking
- Teams where mobile access is critical — When I Work's app is consistently rated the best in the category for both managers and employees
- Budget-conscious SMBs that want the lowest per-user cost for reliable scheduling without paying for features they won't use
- Businesses with simple scheduling needs — standard shift rotations, swap management, and open shift posting without complex rules or forecasting
Who Should Look Elsewhere
- Companies that need labour cost forecasting and demand-based scheduling — Deputy offers auto-scheduling tied to demand data and cost projections that When I Work lacks
- Restaurants wanting POS integration — 7shifts connects to Toast, Square, and Clover for labour-to-sales analytics and tip pooling
- Mid-market companies (200+ employees) with complex compliance needs — the platform's simplicity becomes a limitation when managing multi-site, multi-rule scheduling environments
Overview
When I Work is an employee scheduling and time tracking platform focused on simplicity for small businesses with shift-based workforces. Founded in 2010 in Minneapolis, the platform has built its reputation on having the best mobile experience in the workforce management category — both managers and employees consistently rate the app as intuitive and fast for creating schedules, swapping shifts, and clocking in.
The product is deliberately simple. Shift scheduling uses a drag-and-drop interface with templates, availability management, and shift swapping built in. Time tracking adds GPS-verified clock-ins, overtime alerts, and labour cost reporting. Team messaging keeps communication in one place. There is no attempt to be a comprehensive workforce management suite — When I Work focuses on doing scheduling and basic time tracking well at the lowest price point in the category.
Pricing starts at $2.50/user/month for scheduling only (Standard plan) and $4/user/month for scheduling plus time tracking (Advanced plan). There is no base fee on any plan, which makes When I Work the cheapest option for small teams. A 14-day free trial is available. The platform integrates with major payroll providers including ADP, Gusto, QuickBooks, and Square POS.
Who Should Use When I Work?
- Small businesses (5-50 employees) that need basic shift scheduling and time tracking without complexity or high costs
- Teams where the mobile experience matters most — restaurants, retail, and service businesses where staff live in the app for schedule checks and shift swaps
- Budget-conscious businesses that want the lowest per-user cost in the WFM category without a base fee
- Managers new to workforce software who want something they can set up and start using in under an hour
The Bottom Line
When I Work is the simplest and cheapest WFM tool worth considering. At $2.50-$4/user/month with no base fee, it costs roughly half what Deputy charges and a third of what Buddy Punch costs for small teams. The trade-off is feature depth: When I Work lacks demand-based auto-scheduling (Deputy), anti-fraud clock-in verification (Buddy Punch), and industry-specific features like tip management (7shifts). It also doesn't offer geofencing or kiosk mode. For small businesses that need basic scheduling and time tracking done well at the lowest possible cost, it's the right choice. For businesses that need operational scheduling intelligence or clock-in fraud prevention, Deputy or Buddy Punch are better investments. See our best time tracking software guide for a full category breakdown.
When I Work Pricing
Standard
$2.50/user/month for scheduling only.
Advanced
$4/user/month. Adds time clock with GPS and labour reporting.
Contact vendor for current pricing.
UnverifiedWhen I Work Features
Analytics
Integrations
Mobile
Workforce Management
When I Work Pros & Cons
Pros
- + Extremely simple and intuitive — minimal training needed
- + One of the most affordable scheduling tools at $2.50/user/month
- + Mobile app is highly rated and reliable for shift workers
- + Built-in team messaging reduces need for separate communication tools
- + Shift swapping is easy and approval workflows are straightforward
Cons
- - Limited advanced features compared to Deputy or 7shifts
- - No free plan — competitors like 7shifts offer free tiers
- - Reporting and analytics are basic
- - No industry-specific features (unlike 7shifts for restaurants)
- - Integrations ecosystem is smaller than larger competitors
How we evaluate tools
Our ratings combine verified user reviews from G2 and Capterra with hands-on feature analysis. Pricing is checked against official sources. We may earn a commission through affiliate links, but this never influences our rankings or recommendations. Read our full methodology.
Frequently Asked Questions
How much does When I Work cost?
When I Work charges $2.50 to $4 per user per month with no base fee. A free trial is available. This makes it one of the most affordable WFM tools — a 30-person team pays roughly $75-$120/month depending on the plan.
How does When I Work compare to Deputy?
When I Work is simpler and cheaper, with a better mobile app for basic scheduling and shift management. Deputy is more comprehensive, with demand-based auto-scheduling, labour cost forecasting, and deeper workforce analytics. When I Work is the better starting point for small teams with simple needs; Deputy is the upgrade when you need full WFM capability.
Can When I Work handle time tracking?
Yes. When I Work includes time tracking with clock-in/clock-out functionality and timesheet management. However, it's not as granular as dedicated time tracking tools like Buddy Punch, which offer more detailed punch controls, GPS tracking, and overtime management. For most SMBs, When I Work's time tracking is adequate alongside its scheduling features.
When I Work Integrations
When I Work connects with 8 tools and platforms.
Communication
Productivity
Payroll
Point of Sale
Company Info
- Company
- When I Work
- Founded
- 2010
- Headquarters
- Minneapolis, Minnesota, USA
- Deployment
- Cloud
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