When I Work Pricing (2026)

Pure per-seat pricing with the value metric being user count — you pay per employee scheduled, not per location or feature set. Two price points ($2.50 and $5.00/user/mo) keep it simple, and both support flexible billing cadences.

From $2/mo 2 plans per-seat Free trial
Single location or schedule
$2/mo per seat
Multiple locations or schedules
$5/mo per seat
Verified Jul 26, 2026 Official pricing page

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Single location or schedule

$2/mo per seat
  • Employee Scheduling
  • Time Tracking & Attendance
  • Team Messaging
  • Create schedules in minutes with Auto Scheduling
  • Manage time-off requests and staff availability with ease
  • Track attendance using the built-in time clock
  • Message your team instantly without using personal numbers
  • View standard labor reports and forecasts
  • Integrate with payroll and point-of-sale (POS) systems

Multiple locations or schedules

$5/mo per seat
  • Employee Scheduling
  • Time Tracking & Attendance
  • Team Messaging
  • Unlimited job sites, schedules, and locations
  • Labor sharing between departments and locations
  • Custom reporting and role permissions
  • Multiple time zone management and shift coverage views
  • Advanced privacy and data controls

AI Pricing Analysis

Pricing Model

Pure per-seat pricing with the value metric being user count — you pay per employee scheduled, not per location or feature set. Two price points ($2.50 and $5.00/user/mo) keep it simple, and both support flexible billing cadences.

Tier Strategy

The $2.50 tier is built for single-location businesses like a standalone restaurant or retail shop, while $5.00 targets operators running multiple sites or juggling separate schedules — think a franchise owner or a business with distinct departments. The upgrade trigger is almost automatic: the moment you open a second location or need to manage schedules independently, you're bumped up.

Competitive Positioning

At $2.50–$5.00/user/mo, When I Work is firmly in the budget-to-mid tier for workforce scheduling tools — undercutting platforms like Deputy or 7shifts at higher seat counts while targeting SMBs that don't need the full HR suite of something like Workforce.com. They're going after cost-conscious operators who want scheduling without enterprise complexity.

Growth Lever

Seat count is the primary expansion driver — every new hire added to the schedule is revenue. The jump from single to multi-location is the key monetization moment, effectively doubling ARPU per user without adding any new features to justify it beyond organizational structure.

When I Work Pricing FAQ

How much does When I Work cost?
Paid plans start at $2/mo, going up to $5/mo for larger teams.
Is there a free plan?
No free plan. But there is a free trial, so you can test it out before paying.
Can I try it before paying?
Yes — there's a free trial that lasts 14 days. You don't need a credit card to start.
How does the pricing work?
Pure per-seat pricing with the value metric being user count — you pay per employee scheduled, not per location or feature set. Two price points ($2.50 and $5.00/user/mo) keep it simple, and both support flexible billing cadences.
Which plan makes sense for me?
The $2.50 tier is built for single-location businesses like a standalone restaurant or retail shop, while $5.00 targets operators running multiple sites or juggling separate schedules — think a franchise owner or a business with distinct departments. The upgrade trigger is almost automatic: the moment you open a second location or need to manage schedules independently, you're bumped up.

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Comparing When I Work to something specific? Try When I Work vs 15Five, When I Work vs 360Learning, or When I Work vs 7shifts.

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