When I Work is practical scheduling and time-tracking software designed for small to medium businesses. It offers a full suite of tools that reduce the hours managers spend on administrative work. As we all can agree, implementing scheduling and attendance tools helps save significant time and labor costs. 

In fact, according to a study by Legion, businesses can save up to 6.4 million USD through optimized scheduling. It’s important to evaluate the software’s pricing plans to ensure you get a plan that includes the features you actually need.

When I Work offers two main plans (Single Location or Schedule and Multiple Locations & Schedules), and this guide will break down each plan. We will cover what these plans include, what they don't, and how billing works. Let's get started! 

When I Work Pricing Plan: A Complete Breakdown

Plan Name 

Cost 

Best For 

Key Feature Included 

What's Not Included 

Single Location or Schedule 

$3/user/month 

Small teams or single-location businesses 

  • Employee scheduling, time tracking, and attendance 
  • Team messaging 
  • One-click auto scheduling 
  • Time off and availability management 
  • Standard labor reporting 
  • Unlimited locations 
  • Multiple shift coverage views 
  • Labor sharing between locations 
  • Custom reporting 

Multiple Locations & Schedules 

$5/user/month 

Multi-site teams, franchises, or growing businesses 

  • All features in Single Location or Schedule plus:
  • Unlimited locations, schedules, and job sites 
  • Labor sharing between locations
  • Custom reporting
  • Toggle between timezones 
  • Global privacy configuration 
  • All features unlocked 

Plan 1: Single Location or Schedule (For Single Location Businesses)

This is When I Work’s entry-level plan, priced at just $3/user/month. It’s ideal for small teams or businesses managing just one location, department, or schedule. Despite being the basic plan, it delivers powerful functionality that helps streamline day-to-day operations without unnecessary complexity.

Included Features: 

  • One-Click Auto Scheduling
  • Time Tracking And Attendance
  • Unlimited Schedule Templates
  • Team Messaging
  • Standard Labor Reporting
  • Schedule Enforcement And Geofencing
  • Labor Forecasting And Budgeting
  • Payroll And POS Integrations

What’s Not Included: This plan does not support multiple job sites or schedules. Features like labor sharing, custom reporting, custom role permissions, and time zone management are only available in the higher-tier plan.

Best For: It is perfect for local cafes, salons, single-location stores, or any business that wants to streamline schedules and communication by focusing on the essential tools most small teams use. 

Plan 2: Multiple Locations & Schedules (For Multiple Job Sites, Departments, Or Teams)

At $5/user/month, this option lets you manage unlimited job sites and schedules from one place. Instead of forcing everyone into a single calendar, it gives each location or department its own space—making oversight easier and shift conflicts less likely. If your team is growing and you’re still on the entry-level plan, this upgrade is worth it just for the time it saves your managers. 

Included Features (Everything From Single Location Or Schedule, Plus): 

  • Unlimited Schedules And Job Sites
  • Labor Sharing Between Locations
  • Toggle Between Time Zones
  • Custom Reporting
  • Multiple Shift Coverage Views
  • Custom Role Permissions
  • Multiple Shift Coverage Views
  • Global Privacy Configuration

What’s Not Included: All core features are included. This plan unlocks nearly every scheduling, time tracking, and coordination tool available in When I Work.

Best For: This tier is ideal for franchises, field teams, regional chains, and companies with distributed workforces. It enables deeper visibility, smarter shift distribution, and cleaner administrative control across large teams. 

What's Included In Both Plans (Full Feature Set)

One of the most valuable aspects of When I Work is that both plans come with the same full suite of core features. You don’t have to pay more just to unlock essential features like scheduling, time tracking, or team messaging. No matter which plan you choose, you can: 

  • Create and share employee work schedules
  • Let staff clock in and out right from their phone or tablet
  • Use built-in chat to communicate with the team and send quick shift updates in the app
  • Build shifts in seconds using the one-click auto scheduling feature
  • Save time with unlimited reusable schedule templates for recurring shifts
  • Allow employees to request time off or submit their availability
  • Track hours worked through basic labor reports to keep payroll on point
  • Forecast staffing needs based on expected demand to avoid under or overstaffing
  • Prevent early or off-site clock-ins using GPS-based geofencing
  • Efficiently connect to your payroll or POS system

Keep In Mind

When I Work offers a 14-day free trial with access to all features—no credit card required. You can fully explore the tool and its features, including time tracking, shift creation, and messaging, before committing to a paid plan. 

Once the trial ends, you can choose between the two available plans and decide whether to pay monthly or annually, depending on what fits your business best. If you’re on a monthly plan, you have the flexibility to switch between plans anytime by heading to the ‘Account & Billing’ section in your dashboard. 

The only thing to keep in mind is that payments are processed online using Visa, Mastercard, or American Express, and PayPal is not supported yet. If you have any questions or encounter any issues, contact us for additional support.