HR & Payroll
When I Work
Easy employee scheduling and time tracking for hourly teams.
4.5· 1,245 reviews· via CapterraFounded 2010 · Minneapolis, MN
What is When I Work?
When I Work is employee scheduling and time-tracking software for businesses with hourly workers. It lets managers build shift schedules and staff clock in and out, with messaging and availability tools via web and mobile apps.
Best known for: Easy employee scheduling and time tracking for hourly teams
Key features
- Employee shift scheduling
- Time tracking and clock-in
- Team messaging
- Shift swaps and availability
- Labor cost forecasting
- Mobile apps for staff
Who When I Work is best for
- Shift-based teams in retail, hospitality, and healthcare
- Managers who want fast scheduling and shift swapping
- SMBs that need mobile-first time tracking
Ideal team: SMB shift-based teams that want simple, mobile employee scheduling and time tracking with payroll integrations.
When I Work pricing
Essentials
$2.5/per user / mo
- Unlimited scheduling
- Shift swapping
- In-app messaging
Popular
Pro
$5/per user / mo
- Advanced scheduling rules
- Role permissions
- Custom reporting
Premium
$8/per user / mo
- API access
- Webhooks
- SSO / SAML
Costs to watch before you commit
- Time & Attendance adds roughly $1.50–2/user/mo on every tier.
- SSO/SAML is gated to the top Premium tier.
- The free plan was removed, so even the smallest teams pay from user one.
- The lowest advertised rate requires annual prepay.
Top When I Work alternatives
Popular HR & Payroll tools teams evaluate alongside When I Work.
RipplingOne system to run HR, IT, and Finance on a single employee record.
DeelHire, pay, and manage a global team compliantly from one platform.
OnPaySimple, flat-rate full-service payroll and HR for small businesses.
Patriot PayrollAffordable, easy online payroll for US small businesses.
GustoAll-in-one payroll, benefits, and HR built for small businesses.