Top 10 When I Work Alternatives

Managing employee schedules, tracking time, and streamlining workforce management are crucial for businesses of all sizes. It is necessary for them to make a wise choice, given the dynamics of the human resource (HR) software market. When I Work is a widely used scheduling software that helps businesses organize shifts, track attendance, and improve communication. However, it may not be the perfect fit for everyone.

Businesses often look for When I Work alternatives due to specific limitations, such as a lack of advanced payroll integration, limited automation, or industry-specific requirements. Whether you need more customization, stronger compliance features, or better scalability, exploring alternative solutions can help you find a better match for your business needs.

This article highlights the top 10 When I Work alternatives, comparing key features, advantages, disadvantages, and pricing. By the end, you’ll clearly understand the best workforce management tools available, helping you to make an informed decision.

Let’s begin!

What Is When I Work?

When I Work is a scheduling and time-tracking tool that makes workforce management easier. It helps businesses create and manage employee schedules, track work hours, monitor attendance, and streamline team communication—all in one place. Key features include a simple drag-and-drop schedule builder with shift reminders, GPS-enabled clock-in/clock-out, built-in team messaging, payroll integration with third-party software, and a mobile app for on-the-go access.

While it’s a useful platform, it may not work for every business. Some companies may need more robust payroll and HR features, advanced automation for scheduling, or greater scalability for growing teams. While others might require deeper customization, such as tailored workflows and seamless integrations with existing systems.

If these limitations are holding your business back, exploring alternatives to When I Work can help you find a solution that better fits your needs and boosts operational efficiency.

What To Consider In A When I Work Alternative?

While choosing When I Work Alternative, consider the following pain points:

• Flexibility And Growth Potential: Choose a solution that supports custom scheduling and adaptable workflows to scale with your business
• Easy-To-Use Interface: The platform must be intuitive and user-friendly for both managers and employees, with a clean dashboard and mobile accessibility
• Seamless Integrations: Pick software that easily connects with payroll and HR tools to keep operations running smoothly
• Strong Compliance And Reporting: Go for a solution with built-in compliance tracking and comprehensive reporting

By keeping these factors in mind, you’ll be able to find a workforce management tool that fits your needs and improves efficiency.

Our Best When I Work Alternative Choices For Your Business

Paylocity HR & Payroll

Best for: Small and medium-sized businesses (SMBs)

Paylocity is a cloud-based HR and payroll management platform that helps businesses manage their workforce efficiently. Since its founding in 1997, it has grown to support thousands of companies across different industries, offering tools for every stage of the employee journey—from hiring to retirement.

With a strong focus on automation, compliance, and employee engagement, Paylocity simplifies HR processes, making it easier for businesses to stay organized and support their teams effectively. It is a popular HR software choice among businesses operating in healthcare, retail, education, manufacturing, and other sectors.

While When I Work specializes in scheduling and time tracking, Paylocity provides a broader set of HR tools. For instance, its built-in payroll processing ensures employees are paid accurately and on time, helping businesses cut down on manual work. With its all-rounded capabilities, Paylocity is a strong When I Work alternative.

Key Features

• Automated payroll processing
• Peer recognition tools
• Employee self-service portal
• Manage finances via the mobile app

Pros

• Offers a wide range of HR functionalities in a single platform
• Allows customization of reports as per business needs
• Helps in enhancing employee engagement

Cons

• Advanced features may require training for new users
• Lacks built-in interview scheduling tools

Pricing

The vendor provides customized pricing as per the business requirement.

Deputy Software

Best for: Businesses of all sizes

Deputy is a cloud-based workforce management platform that makes scheduling, time tracking, and labor compliance easier for businesses. Designed with managers and employees in mind, Deputy offers a user-friendly experience on both desktop and mobile.

With capabilities like AI-powered scheduling and contactless biometric clock-ins, the platform adapts to the evolving needs of modern workplaces, helping businesses run more smoothly. It currently offers services across the entertainment, hospitality, construction, healthcare, and other industries.

While When I Work covers the basics of scheduling and time tracking, Deputy takes it a step further with smarter automation and tracking tools. Its biometric facial recognition for clock-ins ensures accurate time tracking and helps prevent time theft—something When I Work lacks. Hence, placing it as one of the leading When I Work alternatives.  

Key Features

• Scheduling automation
• Advanced clock-in tools
• Goal tracking 
• Compliance management 

Pros

• Helps businesses to adhere with labor regulations
• Enhances time tracking accuracy
• Provides a comprehensive mobile experience for on-the-go access

Cons

• Limited flexibility of workflows
• Users have reported occasional delays in customer support

Pricing

It offers the following pricing packages along with a 31-day free trial:

• Scheduling: $4.50 per user per month
• Time & Attendance: $4.50 per user per month
• Premium: $6 per user per month
• Enterprise: Custom pricing

Disclaimer: The pricing is subject to change.

UKG PRO

Best for: Mid to large-sized businesses

UKG Pro, previously known as UltiPro, is a cloud-based human capital management (HCM) tool designed to simplify HR, payroll, and talent management. Built to handle the needs of complex organizations, it makes processes more efficient and supports smarter decision-making. Also, it easily connects to external systems, making it a great fit for businesses that rely on multiple tools to manage their workforce. It is a well-known choice for businesses in the public sector, technology, manufacturing, and other sectors.

Compared to When I Work, UKG Pro goes beyond basic HR functions, offering advanced HR management abilities with scalability for large enterprises. Moreover, it helps businesses comply with international labor laws, manage HR documents efficiently, and provide deep insights into workforce trends.

Key Features

• Talent acquisition tools
• Performance management
• Employee planning
• Document management

Pros

• Provides advanced analytics for data-driven strategic decision-making
• Empowers the employees to access their information simply
• Offers high scalability to growing businesses

Cons

• It may require expert guidance to implement
• Fewer customization options for reporting 

Pricing

The platform offers a requirement-based pricing structure to suit diverse business needs.

Connecteam

Best for: Remote teams

Connecteam is an extensive employee management platform that simplifies communication, scheduling, time tracking, and task management. It is designed to help businesses improve efficiency and engage their teams, especially those with remote or mobile workforces.

The flexibility of Connecteam makes it a great choice for companies looking to bring multiple workforce management functions together in one convenient platform. Many businesses in logistics, retail, hospitality, and other sectors utilize it for their workforce administration.

Connecteam, in comparison to When I Work, offers built-in chat and updates, keeping teams connected in real time and eliminating the need for separate messaging apps.  The customizable training modules make it easy to onboard and educate employees directly through the app.

Key Features

• Built-in team chat tools
• Employee training management
• E-forms and notes
• Advanced time tracking

Pros

• Simple to use interface
• Enhances internal team collaboration
• Helps in maintaining accountability of employee tasks

Cons

• Fewer external integration options
• Users have highlighted notification spamming

Pricing

The vendor provides five pricing packages each for Ops, Comms, and HR hubs:

• Free: $0 (free for life)
• Basic: $35/month (for first 30 users) + $0.6/month for each additional user
• Advanced: $59/month (for first 30 users) + $1.8/month for each additional user
• Expert: $119 per month (for first 30 users) + $3.6/month for each additional user
• Enterprise: Custom Pricing

Disclaimer: The pricing is subject to change.

Homebase

Best for: Small and medium-sized businesses (SMBs)

Homebase is a cloud-based platform that makes scheduling, time tracking, and team communication easier for businesses with hourly workers. Homebase offers features like automated scheduling, labor cost forecasting, and built-in messaging, giving businesses the tools to efficiently manage shift-based teams.

Since its launch in 2015, it has helped companies streamline employee management with a straightforward solution available on both desktop and mobile. It primarily caters to the needs of organizations competing in fitness, restaurants, retail, and other industries.

While Homebase and When I Work handle scheduling and time tracking, Homebase stands out with extra features designed for small businesses. It includes built-in tools like applicant tracking, onboarding, and labor cost management. Due to these added features, Homebase positions itself as one of the best When I Work alternatives.

Key Features

• Labor cost projections
• Applicant tracking system
• Payroll processing integrations
• Team collaboration tools

Pros

• Aids businesses to make hiring procedures efficient
• Helps in tracking workforce attendance
• Eliminates the need to install a separate team messaging system

Cons

• Advanced features require plan upgrades
• Lacks advanced analytics and reporting

Pricing

The vendor offers the following pricing plans with add-ons at additional prices:

• Basic: $0/location/month (for 1 location and up to 20 employees)
• Essentials: $24.95/location/month
• Plus: $59.95/location/month
• All-in-One: $99.95/location/month

Disclaimer: The pricing is subject to change.

Hubstaff

Best for: Businesses of all sizes

Hubstaff is a powerful time-tracking and productivity tool designed to help businesses manage their teams more effectively. It offers diverse features like activity tracking, GPS location monitoring, and seamless project management integrations.

Also, it gives businesses valuable insights into employee performance and project progress, making it easier to make informed decisions and improve overall efficiency. It is a well-recognized tool among various businesses in services, marketing agencies, IT services, and other sectors.

While When I Work covers scheduling and basic time tracking, Hubstaff takes it further with advanced monitoring tools. It tracks activity levels based on mouse and keyboard usage, offers GPS location tracking for field employees, and provides detailed reports on time spent. Hence, we have made it part of our recommended When I Work alternatives.

Key Features

• Comprehensive employee monitoring
• GPS-enabled location tracking
• Payroll calculations
• Expense monitoring

Pros

• Helps in detecting fraudulent employee practices with regard to work hours
• Easy to set and use for new users
• Allows customization of workflows as per workplace requirements

Cons

• Require a strong internet connection to operate
• May lead to privacy concerns for the employees due to extensive monitoring 

Pricing

It provides four pricing plans with an option to have add-ons: 

• Starter: $7 per seat per month (2 seat minimum)
• Grow: $9 per seat per month (2 seat minimum)
• Team: $12 per seat per month (2 seat minimum)
• Enterprise: $25 per seat per month (billed annually)

Disclaimer: The pricing is subject to change.

Timely

Best for: Businesses of all sizes

Timely is an AI-powered time-tracking tool that focuses on automation and user privacy. It runs in the background to automatically record activities, making time logging effortless and precise. Unlike traditional tracking tools, Timely is built to help professionals better understand how they spend their time—without intrusive monitoring—fostering a trust-based and transparent work environment. It mainly offers its unique abilities to companies in consulting, legal, Creative, and other industries.

Unlike When I Work, which relies on manual time tracking, Timely automates the process with its memory app, cutting down on administrative work. It also prioritizes user privacy, keeping data confidential and fully under the user’s control—addressing concerns about employee monitoring, which makes it one of the high utilities When I Work alternatives.

Key Features

• Time tracking automation
• Privacy management
• Advanced reporting
• Third-party integrations

Pros

• Boosts efficiency of HR teams by automating employee tracking
• Creates accurate timesheets with the help of AI as per user habits
• Offers an advanced functionality mobile app for flexible access

Cons

• Lacks manual adjustments of punch-ins
• Limited employee monitoring options

Pricing

It offers the following pricing structures:

• Starter: $11/user/month (max 5 users)
• Premium: $20/user/month (max 50 users)
• Unlimited: $28/user/month (unlimited users)

Disclaimer: The pricing is subject to change.

QuickBooks Time Software

Best for: Businesses of all sizes

QuickBooks Time, previously known as TSheets, is a powerful time-tracking tool that helps businesses simplify payroll and invoicing. Now part of Intuit, it seamlessly integrates with QuickBooks, making managing employee hours and financial data easier in one place.

This integration reduces admin work and improves accuracy in payroll and billing, helping businesses stay organized and efficient. It is famous among many businesses competing in retail, professional services, construction, landscaping, and other sectors.

QuickBooks Time goes further than When I Work, with advanced features like GPS tracking for mobile employees and seamless integration with QuickBooks accounting software.  Which is why we have made it part of our When I Work alternatives list.

Key Features

• GPS-enabled workforce tracking
• Customizable notifications
• Job costing tools
• Advanced analytics

Pros

• Helps in creating flexible workflows
• Improves efficiency by monitoring project expenses
• Enhances employee working hours transparency

Cons

• It may require training for new users
• Users have reported occasional data sync issues with other apps

Pricing

The vendor provides the following plans:

• Time premium: $20/month plus $8/user/month
• Time Elite: $40/month plus $10/user/month
• Time Premium + Payroll Premium: $85/month plus $9/user/month
• Payroll Elite: $130/month plus $11/user/month

Disclaimer: The pricing is subject to change.

Buddy Punch Time Clock

Best for: SMBs

Buddy Punch is an easy-to-use time-tracking software that helps businesses manage employee attendance more efficiently. It offers various functionalities, including facial recognition, GPS tracking, customizable reports, and others.

Its straightforward design makes it easy for teams to get started, making it a great choice for organizations looking for a hassle-free time-monitoring solution. It mainly supports businesses in healthcare, retail, education, and other industries.

Buddy Punch is known to add extra accountability with features like facial recognition and GPS tracking to prevent time theft. Designed for simplicity and effectiveness, it is considered a great When I Work alternative.

Key Features

• Payroll integrations
• Comprehensive clock–in options
• Attendance reporting
• Mobile app

Pros

• User-friendly interface
• Users have appreciated its customer service
• Provides comprehensive insights into employee attendance

Cons

• Lacks advanced HR functionalities
• Limited schedule management tools

Pricing

The vendor offers the following three pricing plans each with $19 per month base fee:

• Starter: $5.49 per user per month
• Pro: $6.99 per user per month
• Enterprise: $11.99 per user per month

Disclaimer: The pricing is subject to change.

Dayforce HCM

Best for: Large enterprises

Dayforce HCM, created by Ceridian, is a cloud-based platform that brings together HR, payroll, benefits, talent, and workforce management in one seamless system. Its unified design provides real-time insights and analytics, helping businesses make smarter decisions and run more efficiently. It is one of the top choices for enterprise-grade organizations operating in retail, financial services, manufacturing, and other industries.

Dayforce HCM integrates various HR functions, eliminating the need for multiple systems, ensuring consistent data, and reducing administrative workload. While When I Work may require other HR tools to cover advanced HR features, Day HCM is one of the best When I Work alternatives for businesses looking to govern HR tasks with a single solution.

Key Features

• Payroll processing
• Benefits management
• Real-time analytics
• Compliance administration

Pros

• Combines multiple HR-related tools into a single platform
• Provides robust scalability for growing businesses
• Offers advanced analytical insights about key HR metrics

Cons

• It may require time for implementation
• Users have reported occasional system slowdowns

Pricing

The software provides tailored pricing options as per business needs.

Selecting The Right When I Work Alternative

Finding the ideal HR management solution starts with understanding your business needs—whether it’s seamless payroll integration, advanced time tracking, or mobile-friendly tools for remote teams. It’s also important to consider ease of use, scalability, and compliance features to ensure the software aligns with your workflow.

To make the best choice, take advantage of free trials, ensure compatibility with your existing tools, and read user reviews for real-world insights. The right solution can simplify operations, improve efficiency, and support long-term growth.

Contact us now to explore and compare top workforce management tools today to find the perfect fit for your business!