Employee Scheduling · pricing · Updated November 2026
When I Work pricing (2026)
When I Work starts at $2.50/user/mo (Essentials) as checked on 2026-11-01, read from When I Work's own pricing page; 2 plans. Best for Shift-based businesses in food service, retail, healthcare, and hospitality. Every figure below links to its source and the date we captured it.
At a glance
- Entry price: $2.50/user/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 the Multiple locations or schedules plan
As of · every figure below links to its source STALE · 2026-09-02
When I Work plans & pricing
| Plan | Monthly | Annual | Billing | Notes | Source |
|---|---|---|---|---|---|
| Essentials STALE · 2026-09-02 | $2.5 | — | Per user / 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 |
| Multiple locations or schedulesformerly Pro | $5 | — | Per user / seat | Per user per month. Adds advanced scheduling rules, permissions, labor sharing, custom forecasting, callout reporting, custom reports, timezone toggling. | wheniwork.com |
Last verified 2026-11-01. STALE marks a plan we have not re-checked at its source in over 30 days. 1 of 2 plans above is marked. Official pricing page: https://wheniwork.com/pricing fetched 2026-06-14. Three-tier structure at $2.50/$5.00/$8.00 per user/month confirmed at that fetch; on 2026-09-27 the page listed two plans, Single location or schedule at $2.50 and Multiple locations or schedules at $5 per user per month. Aggregators (GetApp, SoftwareAdvice) show an older two-tier structure; official page is authoritative. Cross-checked against getapp.com.
Plans no longer listed
Plans we recorded earlier that the page they were read from no longer lists. None of these is a current price, and a plan missing from a pricing page may still be sold to existing customers or through sales.
| Plan | Last recorded | Named successor | Source |
|---|---|---|---|
| PremiumNot listed on wheniwork.com as of 2026-09-27; last seen 2026-09-02. The page lists: "When I Work offers two plans so you can choose what's best for your workplace. The plan for single locations is $2.50 per user, per month, and the plan for multiple locations is $5.00 per user, per month." | was $8/user/mo — Not listed on wheniwork.com as of 2026-09-27; last seen 2026-09-02 | — | wheniwork.com |
Price changes
Price on record
$2.50/user/moFirst on record 2026-06-27
A new dated entry is stamped here each time the price moves — the record builds itself.
Tracked since June 2026. No change record has cleared two sources yet, so nothing is published on the wire.
Corrections to this record
Changes we made to our own record of When I Work, newest first: a figure read again on the vendor's page, a plan it no longer lists, a note. None of them is a price change by When I Work. Every correction on the site is in the corrections log.
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Pro → Multiple locations or schedules. Listed on wheniwork.com as of 2026-09-27 as "Multiple locations or schedules" at the figures the record holds; the page does not print "Pro". The page reads: "Multiple locations or schedules $5 /user/month"
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Premium (not listed on wheniwork.com as of 2026-09-27; last seen 2026-09-02). Not listed on wheniwork.com as of 2026-09-27; last seen 2026-09-02. The page lists: "When I Work offers two plans so you can choose what's best for your workplace. The plan for single locations is $2.50 per user, per month, and the plan for multiple locations is $5.00 per user, per month."
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.
Frequently asked questions
How much does When I Work cost?
When I Work starts at $2.50/user/mo (Essentials); it has 2 published plans. Verified 2026-11-01.
What are cheaper alternatives to When I Work?
Cheaper employee scheduling than When I Work (entry $2.50/user/mo) include Sling at $2/user/mo. Verified 2026-11-01.
Does When I Work support HIPAA?
When I Work's public pages do not say whether it supports HIPAA.
Does When I Work have a free plan?
No — When I Work publishes no free tier; it offers a 14-day free trial.
When I Work vs alternatives
Compare all employee scheduling · SOC 2 claims in employee scheduling · GDPR claims in employee scheduling · Open data · MCP
Cheaper employee scheduling alternatives
- Sling from $2/user/mo
More employee scheduling tools
Related categories
This standing as a plaque
When I Work currently holds a platinum deskmark here — Rank 1 of 8 · Employee Scheduling. Anyone may show it. There is nothing to apply for, nothing to pay, and displaying it changes no score: the standing comes from the published algorithm, which never reads commission data. We never ask anyone to show it, and its link carries rel="nofollow".
The image is drawn from our live data, so it follows the standing rather than freezing it: if When I Work moves up or down a tier, the plaque on your own site says so at our next publish. Nothing is tracked beyond the ordinary web-server log that records any image request.