When I Work review (2026): features, pros and cons, pricing
Shift scheduling and time clock app for hourly teams with very low per-user prices and SSO only on the Premium tier.
Verdict at a glance
When I Work is a shift scheduling and time clock app for hourly teams, with SSO only on the Premium tier. It stands out for very low per-user prices, breaks, time off and GPS clock-in.
Pros
- Shift scheduling and time tracking score highest.
- Mobile app well rated.
Cons
- Process automation and leave management score lower.
What is When I Work?
Shift scheduling and time clock app for hourly teams with very low per-user prices and SSO only on the Premium tier. It is built for hourly, shift-based teams (retail, restaurants, service) that need scheduling plus a time clock and small multi-location businesses wanting GPS or geofenced clock-in. When I Work is based in Minneapolis, US.
Category: Time Tracking Software
When I Work key features
| Feature | What we found |
|---|---|
| Timers and timesheets | Time clock with breaks and time off tracking. |
| Payroll and accounting integrations | Payroll and POS integrations on all plans (names not confirmed by the vendor) |
| Attendance and compliance | Attendance, breaks, GPS/geofencing clock-in. |
| Mobile app and offline use | G2 summary rates mobile support about 9.0; offline use not confirmed by the vendor. |
When I Work pricing
When I Work charges per user per month on four tiers: Essentials at $2.50, Pro at $5, Premium at $8, and Enterprise by quote. Essentials has auto scheduling, multi-location, messaging, payroll and POS integrations; Pro adds scheduling rules, role permissions and custom reporting; Premium adds API, webhooks and SAML SSO. Time Tracking & Attendance is a separate toggle with an unpublished price. The page does not state the billing period of the listed prices, and its FAQ on single versus multi-location pricing conflicts with the table, so confirm both in a quote.
| Plan | Price | Unit | Notes |
|---|---|---|---|
| Essentials | $2.50 | per user per month | Auto scheduling, multi-location, messaging, payroll and POS integrations |
| Pro | $5 | per user per month | Scheduling rules, role permissions, custom reporting |
| Premium | $8 | per user per month | API, webhooks, SAML SSO |
| Enterprise | Contact sales |
Time Tracking & Attendance is a separate toggle per plan; its price is not listed on the pricing page. FAQ text on single vs multi-location pricing conflicts with the plan table. Billing period of listed prices not stated. Checked 2026-10-24.
Who When I Work is best for
Best for
- Hourly, shift-based teams (retail, restaurants, service) that need scheduling plus a time clock.
- Small multi-location businesses wanting GPS or geofenced clock-in.
Not ideal for
- Project or agency teams needing billable rates and invoicing.
- Companies needing SSO on a low tier (Premium only)
When I Work alternatives
QuickBooks TimeExisting QuickBooks Online users syncing hours to payroll and accounting.
HubstaffRemote and distributed teams that pay contractors across countries (Gusto, Deel, Wise, PayPal listed)
ClockifyBudget-conscious teams that want unlimited free tracking.
actiTIMESmall teams (1-3 users free) and SMBs wanting simple timesheets and approvals.
DeskTimeSmall and hybrid teams wanting automatic time and app tracking cheaply.
EverhourSmall agencies and project teams that track time inside Asana, Trello, Jira or similar tools.
What When I Work really costs
- Per seat per month
- $2.50 (Essentials)
- Billing
- Monthly and annual.
- 20 users per year
- Essentials: 20 x $2.50 x 12 = $600 per year if the price is monthly; with SSO on Premium 20 x $8 x 12 = $1,920. Time tracking add-on price not published, so totals may be understated.
Add-ons and extras to budget for
- Time Tracking & Attendance toggle, price not published.
Questions to ask about price
- Is there a minimum number of seats or a minimum annual spend?
- What is the discount for annual billing, and can we start monthly?
- How much can the price rise at renewal, and is the increase capped in the contract?
- Are there one-time costs for implementation, onboarding or data migration?
Is When I Work worth the price?
When I Work is good value for hourly, shift-based teams in retail, restaurants and services, and for small multi-location businesses wanting GPS or geofenced clock-in. At 20 users, Essentials works out to $600 a year if the prices are monthly, and Premium with SSO to $1,920, before the time tracking toggle. It is awkward for project or agency teams needing billable rates and invoicing, and for anyone needing SSO below Premium.
Worth it if
- Hourly, shift-based teams (retail, restaurants, service) that need scheduling plus a time clock.
- Small multi-location businesses wanting GPS or geofenced clock-in.
Look elsewhere if
- Project or agency teams needing billable rates and invoicing.
- Companies needing SSO on a low tier (Premium only)
Pricing details most reviews leave out
- Time tracking and attendance is a separate toggle with unpublished price.
- SAML SSO is Premium ($8) only.
- Primarily a scheduling product; time tracking is secondary.
- Public DPA not offered as a document per security page; trust center exists at trust.wheniwork.com.
Our verdict on When I Work
When I Work is shift scheduling and a time clock for hourly teams, and its per-user prices are very low: Essentials is $2.50 per user per month, Pro $5 and Premium $8. Enterprise is by quote. There is no free plan, but there is a 14-day trial with no card, and the vendor says no contracts, cancel anytime. For a small hourly team, the base cost is hard to beat.
Watch the pieces outside the headline price. Time Tracking & Attendance is a separate toggle per plan and its price is not listed on the pricing page, so totals can be understated. The billing period of the listed prices is not stated, and the FAQ on single versus multi-location pricing conflicts with the plan table. SAML SSO is only on Premium at $8. G2 rates it 4.4 from 341 reviews.
When I Work FAQ
What is When I Work used for?
When I Work is a shift scheduling and time clock app for hourly teams, with SSO only on the Premium tier. It stands out for very low per-user prices, breaks, time off and GPS clock-in. It suits hourly, shift-based teams (retail, restaurants, service) that need scheduling plus a time clock.
How much does When I Work cost for 20 users?
If the listed prices are monthly, 20 users on Essentials cost $600 a year and on Premium with SAML SSO $1,920 a year. The time tracking toggle has no published price, so totals may be higher.
Does When I Work have a free plan?
No. There is no free plan, but the vendor offers a 14-day trial with no card and says there are no contracts.
Is time tracking included in When I Work pricing?
The pricing page treats Time Tracking & Attendance as a separate toggle per plan, and its price is not listed. Ask for it in your quote.
About When I Work
- Headquarters
- Minneapolis, US.
Listed in: Time Tracking Software
Sources
Every fact on this page comes from When I Work's own pricing, product or documentation pages, G2 and company records, checked on October 24, 2026. Unknown values are left out instead of estimated.