When I Work Pricing
Choose the best plan for your team
Compare Plans By Features
| Scheduling | Essentials | Pro | Premium |
|---|---|---|---|
| Build employee schedules based on your needs. | |||
| Get started in minutes with shift templates. | |||
| Copy shifts and schedules to save time. | |||
| Color code positions and shifts for easy viewing. | |||
| Calculate staff coverage based on sales and labor budget. | |||
| Generate multiple schedules across different locations. | |||
| Create custom templates to save time. | |||
| Schedules shifts multiple weeks out. | |||
| Switch between different time zones with one toggle. |
Get 6 free months of Rippling payroll, HR, and more
When I Work works seamlessly with Rippling, our preferred partner, so you can run payroll, manage benefits, and stay compliant without duplicating work. Run payroll in 90 seconds, automate HR tasks, and eliminate manual data entry. Become a When I Work customer and get your first six months of Rippling completely free.
See how much your time is worth.
Total hours managers spend building the schedule + additional time spent managing the schedule after publishing.
Enter the average rate your
managers earn.
Enter the total number of users that will be using When I Work including managers.
Savings calculated based on an average time savings of 20% during your first month with When I Work and an average time savings of 50% for all following months. We have subtracted the monthly cost of When I Work from our savings calculation.
Have questions? We’ve got answers.
Got questions about When I Work pricing or plans?
Here’s everything you need to know before you start your free trial.
What’s included in the free trial?
You’ll get complete access to everything. Simplified scheduling, time tracking, and messaging, all free for 14 days. That means your hotel staff can test shift swaps, your retail managers can explore forecasting tools, and your healthcare teams can see how secure communication works across multiple departments. No credit card required, just your team, your schedule, and two weeks to see the difference.
How much does When I Work cost?
When I Work pricing starts at just $2.50 per user per month for single-location teams, and $5 per user per month for multi-location businesses. Every plan includes employee scheduling, time and attendance software, and team messaging. Whether you run a restaurant, retail store, or dental practice, you’ll have the same powerful workforce management tools to keep your operation running smoothly.
Can I change plans or cancel anytime?
Yes. When I Work is completely flexible. You can switch between plans, add or reduce seats, or cancel at any time, with no contracts or hidden fees. Many small businesses start with the single-location plan and grow into more advanced setups as they open new sites or franchise locations. When I Work makes it easy to add new sites, create custom configurations, and adapt your scheduling tools as your business evolves.
Does the free trial include time and attendance software?
Absolutely. You can use the time clock and scheduling features right away. Your restaurant, home care team, or manufacturing crew can clock in using GPS or geofencing, and you’ll see attendance data sync automatically with your schedules and labor reports. Try it during the free trial to see how much easier compliance and payroll become.
How does When I Work pricing compare to other workforce management software?
When I Work keeps workforce management simple and affordable, with clear time and attendance software pricing that includes scheduling and communication tools at no extra cost. You get all the essentials in one plan with When I Work, and no premium upsells for basic tools like other providers. That’s why industries like education rely on us to cut admin time and labor costs without expensive add-ons.
Can I use When I Work across multiple locations or departments?
Yes. The multi-location employee scheduling plan lets you manage unlimited job sites and departments from one central platform. It’s ideal for franchises, retail chains, healthcare organizations, and construction companies with dispersed teams. Each location can manage its own shifts while sharing labor, reporting, and payroll data company-wide.
What payment methods do you accept?
We accept Visa, Mastercard, and American Express, with flexible monthly or annual billing options. You can start small, test your setup during the trial, and only pay for the users you need.
Do you offer workforce management software pricing for enterprise teams?
Yes. Larger organizations, such as healthcare networks, universities, or construction companies, often have unique needs. Our team can help tailor a plan that fits your structure, data requirements, and compliance needs. Contact us to discuss enterprise workforce management pricing built for scale.
Over 200,000 happy workplaces worldwide.
Join more than a million users across 50+ countries who trust When I Work to simplify staff scheduling, time tracking, and communication.
Whether you’re scheduling five employees or 500, When I Work keeps workforce management simple. Build smarter schedules, reduce labor costs, and keep every shift covered.
Find the plan that fits your business, try it free, and see how much time you can save each week.
“I've been searching the internet for years for a good scheduling program and I've found nothing even close to what you have with When I Work.”
Kay Pharmacy
“I have been able to take my employee scheduling from 8 hours a week to merely 15 minutes a week thanks to how easy it is to use When I Work.”
Caring Transitions
“When I Work was a no brainer for my business. Setup literally took minutes and the interface was extremely intuitive.”
Comfort Dental
