Planday vs When I Work: Pricing and Ratings Compared (2026)
Entry prices and free plans as read on each vendor's pricing page, and user ratings as published on review sites, for Planday and When I Work side by side. This page compares data; it is not a hands-on review.
On the data: On the data below, When I Work leads on lower entry price. We do not name an overall winner for this pair.
Short on time? Here's the quick answer
Based on published vendor pricing and features and on public review data, here's who should pick what:
Planday
The people-first platform for creating rotas, managing teams, and building brilliant businesses.
Best for you if:
- • You want significantly reduces administrative time for scheduling and payroll
When I Work
Smarter employee scheduling, time tracking, and team messaging for hourly teams.
Best for you if:
- • You want significantly reduces time spent on scheduling (up to 15 hours/week reported)
| At a Glance | Planday | When I Work |
|---|---|---|
Starts at | From $2.99/user/mo, billed monthly Starter plan | From $2.50/user/mo, billed monthly Essentials plan |
Category | HR & Recruiting Time Tracking | HR & Recruiting Time Tracking |
Rating | 4.4/5 G2 4.5 · SourceForge 4.3 · Capterra 4.3 213 reviews | 4.3/5 Capterra 4.5 · G2 4.4 · TrustRadius 3.7 1,736 reviews |
Free plan | No | No |
Watch out for | Minimum 5 users for 'Starter' tier | n/a |
Choose Planday or When I Work?
Choose Planday if
- You want significantly reduces administrative time for scheduling and payroll
- You want provides clear overview of labor costs and staffing across multiple locations
Choose When I Work if
- You want significantly reduces time spent on scheduling (up to 15 hours/week reported)
- You want combines multiple HR functions (scheduling, time tracking, messaging) into one platform
- Budget matters ($2.50/user/mo, billed monthly vs $2.99/user/mo, billed monthly)
In-Depth Analysis
Planday
The people-first platform for creating rotas, managing teams, and building brilliant businesses.
Planday's pricing structure, while not explicitly stating per-user costs for Starter and Plus, appears to be competitive given the feature set.
Watch out
Minimum 5 users for 'Starter' tier
Strengths
- Pro: Significantly reduces administrative time for scheduling and payroll.
- Pro: Provides clear overview of labor costs and staffing across multiple locations.
- Pro: Ensures compliance with working time rules and regulations.
- Pro: Improves team communication and engagement through a centralized platform.
- Pro: Offers flexibility to adjust staffing based on business needs (e.g., low-season/peak time).
Weaknesses
- Con: Minimum of 5 users required for Starter plan.
- Con: Dedicated phone support only available in the Pro plan (callback service).
Key features
When I Work
Smarter employee scheduling, time tracking, and team messaging for hourly teams.
When I Work's pricing is fair, especially for the Essentials tier at $2.50/user/month, offering a robust set of features for basic scheduling needs.
Strengths
- Pro: Significantly reduces time spent on scheduling (up to 15 hours/week reported)
- Pro: Combines multiple HR functions (scheduling, time tracking, messaging) into one platform
- Pro: Helps control labor costs and prevent overtime with real-time data and alerts
- Pro: Empowers employees with self-service options like shift swaps and time-off requests
- Pro: Easy to set up and use for both managers and employees
Weaknesses
- Con: Specific cons are not explicitly mentioned in the provided text, but potential cons could include reliance on internet connection for mobile features or learning curve for advanced features.
Key features
Plans and prices: Planday vs When I Work
| Tool | Plans and prices | Source |
|---|---|---|
| Planday |
| planday.com/pricing read Oct 3, 2026 |
| When I Work |
| wheniwork.com/pricing read Oct 14, 2026 |
Prices as read on each vendor's own pricing page on the date shown. Plans are listed per tool and are not matched against the other tool's plans: a plan name or price in one column says nothing about the same row in the other. Details on Planday pricing and When I Work pricing.
Key Takeaways
Planday
- Choose if you want the people-first platform for creating rotas, managing teams, and building brilliant businesses
When I Work
- Lower entry price: $2.50/user/mo, billed monthly vs $2.99/user/mo, billed monthly
What the data shows
On the data below, When I Work leads on lower entry price. We do not name an overall winner for this pair.
- User ratings are within 0.2 points (4.4/5 from 213 reviews for Planday, 4.3/5 from 1,736 reviews for When I Work).
- When I Work has the lower entry price: $2.50/user/mo, billed monthly (Essentials) against $2.99/user/mo, billed monthly (Starter) for Planday.
Criteria: user rating (only above 20 reviews on both sides, gap of 0.2 or more), entry price (only on the same billing basis), free plan. How we rate
Frequently Asked Questions
How do Planday and When I Work compare in 2026?
On the data below, When I Work leads on lower entry price. We do not name an overall winner for this pair. User ratings are within 0.2 points (4.4/5 from 213 reviews for Planday, 4.3/5 from 1,736 reviews for When I Work). When I Work has the lower entry price: $2.50/user/mo, billed monthly (Essentials) against $2.99/user/mo, billed monthly (Starter) for Planday.
What are Planday and When I Work used for?
Planday: The people-first platform for creating rotas, managing teams, and building brilliant businesses. When I Work: Smarter employee scheduling, time tracking, and team messaging for hourly teams.
What does Planday cost vs When I Work?
Planday's cheapest paid plan is Starter at $2.99/user/mo, billed monthly. When I Work's cheapest paid plan is Essentials at $2.50/user/mo, billed monthly. Prices read on the vendors' pricing pages, latest check Oct 14, 2026.
What's the main difference between Planday and When I Work?
Planday's main strength: significantly reduces administrative time for scheduling and payroll. When I Work's main strength: significantly reduces time spent on scheduling (up to 15 hours/week reported).