When I Work Pricing 2026
Plans, hidden costs, and cheaper alternatives compared
Is When I Work worth the price?
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.
The Pro tier at $5/user/month adds valuable advanced scheduling and reporting. It's best for small to medium-sized businesses needing efficient hourly employee management without breaking the bank.
Pricing Plans
Free TrialEssentials
$2.50/user/month
- Unlimited users
- Auto Scheduling
- Multi-week scheduling
- Multi-location scheduling
- Schedule templates
- Forecast tools
- In-app team messaging
- OpenShifts and shift swapping
- Help Center and live chat
- Payroll and POS integrations
Pro
$5/user/month
- Advanced scheduling
- Scheduling rules
- Role permissions
- Labor sharing
- Custom Unit Forecasting
- Let staff report callouts within 24 hours
- Custom reporting
- Allow overlapping OpenShifts
- Toggle between time zones
Premium
$8/user/month
- API key access
- Webhooks
- SAML/SSO
Hidden Costs & Gotchas
No annual discount mentioned, potentially higher monthly cost.
Premium features like SSO are significantly more expensive.
Integrations might require separate subscriptions.
Which Plan Do You Need?
Hourly teams needing scheduling
Businesses with multiple locations
Teams requiring basic communication
How When I Work Compares to Competitors
Compared to Homebase, which offers a free tier for one location and paid plans starting around $14.95/month for unlimited employees, When I Work's per-user pricing model at $2.50-$8/user/month can be more cost-effective for larger teams. However, Deputy offers similar features with per-user pricing often starting around $3.50/user/month, making When I Work competitive but not the absolute cheapest.
When I Work Pricing FAQ
How much does When I Work cost?
When I Work starts at $2.5/user/month on the Essentials plan. It offers 3 paid tiers ranging from $2.5/user/month up to $8/user/month.
Does When I Work have a free plan?
When I Work does not offer a permanent free plan. However, a free trial is available.
Does When I Work offer a free trial?
Yes, When I Work offers a free trial. No credit card is typically required to start the trial, though this may vary.
What is the cheapest When I Work paid plan?
The cheapest paid plan for When I Work is "Essentials" at $2.5/user/month. Key features include: Unlimited users, Auto Scheduling, Multi-week scheduling.
How much does When I Work cost for a team of 10?
For a team of 10 users on the Essentials plan, When I Work costs about $25/month, or $300/year. Larger teams may qualify for volume discounts on annual billing.