Best Employee Scheduling · pricing · Updated June 2026
When I Work pricing (2026)
When I Work starts at $2.5/mo (Essentials), across 3 plans. Best for Shift-based businesses in food service, retail, healthcare, and hospitality. Every figure links to When I Work's own page and the date we captured it.
At a glance
- Entry price: $2.5/mo (Essentials)
- Free tier: No · 14-day trial
- Compliance: HIPAA — · SOC 2 — · GDPR —
- Best for: Shift-based businesses in food service, retail, healthcare, and hospitality; Teams needing per-seat pricing that scales with headcount; Businesses wanting integrated scheduling and messaging in one app; Multi-location operators on Pro or Premium tiers
When I Work plans & pricing
| Plan | Monthly | Annual | Billing | Notes | Source |
|---|---|---|---|---|---|
| Essentials | $2.5 | — | per_seat | Per user per month. Includes auto-scheduling, templates, multi-week/location scheduling, forecasting, in-app messaging, shift swapping. Annual billing available per official page but discount percentage not published. | wheniwork.com |
| Pro | $5 | — | per_seat | Per user per month. Adds advanced scheduling rules, permissions, labor sharing, custom forecasting, callout reporting, custom reports, timezone toggling. | wheniwork.com |
| Premium | $8 | — | per_seat | Per user per month. Adds API access, webhooks, SAML/SSO on top of Pro. | wheniwork.com |
Last verified 2026-06-14. Official pricing page: https://wheniwork.com/pricing fetched 2026-06-14. Three-tier structure (Essentials/Pro/Premium at $2.50/$5.00/$8.00 per user/month) confirmed. Aggregators (GetApp, SoftwareAdvice) show an older two-tier structure; official page is authoritative. Cross-checked against getapp.com.
Capabilities
Integrations: Rippling, Gusto, ADP Run, ADP Workforce Now, Square Payroll, Paychex, QuickBooks Online, OnPay, Zapier, GoCo, Clair.
Key features: Auto-scheduling with demand forecasting; Shift swapping and open shift management; Built-in team messaging (no phone number sharing); Multi-location scheduling from single dashboard; Overtime alerts and labor cost tracking; Mobile time clock for iOS and Android; Task lists and shift-specific checklists; Time-off request workflows.
Plan limits: No free forever plan — 14-day trial only; API access and webhooks restricted to Premium tier ($8/user/mo); SAML/SSO requires Premium tier.
Frequently asked questions
How much does When I Work cost?
When I Work starts at $2.5/mo (Essentials); it has 3 published plans. Verified 2026-06-14.
What are cheaper alternatives to When I Work?
Cheaper employee scheduling than When I Work (entry $2.5/mo) include Sling at $1.7/mo. Verified 2026-06-14.
Does When I Work support HIPAA?
When I Work HIPAA support: —. SOC 2: —. GDPR: —.
Does When I Work have a free plan?
When I Work free tier: No; 14-day free trial.
When I Work vs alternatives
Cheaper employee scheduling alternatives
- Sling from $1.7/mo