Workforce scheduling software has become a must-have tool for small businesses, especially those managing hourly teams in retail, food, and healthcare industries. Many businesses now use scheduling tools to reduce absenteeism, save time, and improve team accountability. Two of the most popular options are When I Work and Homebase.
When I Work is known for its fast, shift-based coordination, which is perfect for restaurants, retail stores, and service teams that need to stay flexible and responsive on the go. On the other hand, Homebase is ideal for small businesses that want an all-in-one solution with built-in tools to handle payroll, support, and operations without needing extra systems or budgets.
Both platforms come with mobile apps, catering to the growing need for mobile accessibility—something that 84% of small businesses consider essential for managing their teams efficiently.
In this guide, you’ll get a side-by-side breakdown of When I Work vs Homebase, including their key features, pricing, pros and cons, to choose the better fit for your team’s needs.
Features
When I Work
Homebase
Scheduling
Shift-based task assignments with SMS alerts for last-minute changes
Flexible shift swaps, time-off requests, real-time late & overtime alerts
Time Clock
GPS geofencing, photo clock-ins, integrates with Gusto/QuickBooks
Shift-based chats, secure 1:1 and group messages, file sharing
Group messages, shoutouts, post-shift feedback, and culture-focused features
On-Demand Pay
Clair integration with real-time shift data, debit card & mobile wallet tools
Simple app-based advance access, no fees for standard delivery
Pricing
Starts at $2.50/user/month and offers a 14-day trail
Offers a free Basic plan and 14-days free trial, paid plans start at $30/month/location
What Is When I Work?
When I Work is an employee scheduling and time tracking software designed to streamline workforce management for businesses, particularly those with shift-based operations. More than 200,000 companies trust this system to create and share work schedules, track employee attendance, and facilitate team communication.
One such business is Blue Plate Catering, where switching from Excel to When I Work saved over $10,000 in annual overtime labor costs. Before using the software, they spent up to 15 hours a week managing schedules and tracking time by hand. With When I Work, that process now takes just 20 minutes. This makes it perfect for shift-based industries like hospitality, food service, retail, and healthcare.
Standout Features Of When I Work
On-Demand Pay With Clair: Through integration with Clair, it offers employees the option to access earned wages before the regular payday without altering the existing payroll process
Shift-Based Task Assignment: You can assign specific tasks directly to employees’ scheduled shifts. This means when someone clocks in, they immediately see what tasks they need to complete during that shift—no separate to-do lists, or extra apps needed
SMS/Text Messaging Option: The system lets managers send group or individual text messages to employees through its TeamTxt service —even if they’re not using the app
Pros And Cons Of When I Work
Pros
It allows employees to drop shifts, while giving managers the control to approve, deny, or modify the request
Sends real-time alerts to employees on their mobile devices whenever schedules change
The system lets managers set weekly shift limits to help prevent overstaffing
Cons
Some users find it inconvenient that its customer service lacks phone support
No option to receive notifications when open shifts become available
What Is Homebase?
Homebase is an all-in-one team management platform designed to streamline operations for small businesses, particularly those with hourly employees. Over 100,000 companies use this tool for employee scheduling, time tracking, payroll processing, and team communication.
When the pandemic disrupted small businesses across the country, Homebase stepped in with free tools and dedicated support to help owners manage shifting schedules, track hours remotely, and stay connected with their teams.
This commitment to keeping small businesses running earned Homebase the Best in Business Gold Medal award from Inc. Magazine’s Best in 2020. Homebase is a perfect choice for industries like restaurants, retail, and local services, where managing hourly teams efficiently is crucial, especially in uncertain times.
Standout Features Of Homebase
Built-In Payroll System: It includes built-in payroll processing, allowing businesses to manage employee payments directly within the platform. This feature streamlines the payroll process by integrating time tracking with wage calculations
Free Plan: The system provides a free plan that includes basic scheduling, time tracking, and employee management tools for businesses with a single location and up to 10 employees
Live Phone Support: Homebase provides live phone support, but it requires the Essentials plan or higher. Their support team is available Monday through Friday, from 8:00 AM to 7:00 PM Central Standard Time (CST)
Pros And Cons Of Homebase
Pros
Employees can request time off through the app, and it appears automatically during scheduling
It includes an income tracker that estimates pay based on logged hours
The system allows managers to leave shift related notes for staff
Cons
Some users report that its notification system lacks consistency in timing
No option for employees to claim extra shifts without manager approval
When I Work Vs Homebase: Key Feature Comparison
Scheduling
When I Work stands out for shift-based task management. It lets you assign specific tasks directly to an employee’s shift. So, when someone clocks in, they instantly see what they need to do—no extra apps or manual to-do lists needed. This feature is great for shift-based teams like restaurants or retail stores where tasks change daily.
Homebase doesn’t support shift-linked tasks, but it offers strong flexibility in shift coverage. For example, it allows team members to request time off, submit their availability, and even trade or pick up open shifts directly through the app. This makes schedule adjustments smooth, especially for businesses with hourly staff.
Unlike Homebase, When I Work offers built-in text messaging, so managers can reach employees outside the app if needed—helpful during last-minute changes. Homebase mainly relies on in-app and email notifications, which still work well, but don’t reach those who aren't checking their phones regularly.
Both tools help prevent confusion and missed shifts by sending automatic shift reminders, but Homebase goes a step further with real-time alerts if someone is late or approaching overtime. It even lets you adjust the schedule on the fly, which helps busy managers react quickly.
Winner: It's a tie! When I Work is better for shift-based task assignments while Homebase suits businesses needing more flexibility with coverage and schedule changes.
Time Clock
When I Work turns any device—like a mobile phone, iPad, or computer—into a fully functional time clock. Employees can clock in and out using the app, and managers get real-time updates. What makes it stand out is its GPS-powered geofencing, which stops employees from clocking in unless they’re physically at the job site.
It also supports photo clock-ins to avoid ‘buddy punching’ (when someone clocks in for someone else), helping you reduce time theft. You can track breaks, approve timesheets, and manage payroll with integrations like Gusto and QuickBooks—all from the same place.
Homebase offers many of the same core features. Employees can clock in/out from phones, tablets, computers, or even a POS (Point of Sale) system. It also supports GPS clock-ins and photo verification to ensure the right person is on-site. Homebase’s strength lies in its all-in-one payroll system—it not only calculates hours and wages, including breaks and overtime, but also lets you file payroll taxes directly in the app. You can set auto clock-outs, prevent early clock-ins, and track labor vs. sales targets if your POS system is connected.
Winner: Homebase wins this round for going further with built-in payroll processing and POS integration.
Team Communication
When I Work focuses on shift-based communication as it lets managers send 1:1 message, create group chats, or broadcast updates to the whole team. The software also keeps everything secure—employees don’t need to share phone numbers or emails. You get instant notifications, can share files, and keep messages tied closely to the work schedule. This makes it great for businesses that run on clear shifts and real-time coordination.
Homebase, on the other hand, offers similar core features like direct messaging, group chats, and alerts, but adds more flexibility and a casual tone. You can create custom groups like 'today’s team’ or ‘all keyholders,’ and new employees are automatically added to the right groups from day one. Homebase also includes extras like announcements, document sharing, and read receipts.
What stands out is how it encourages team bonding—with shoutouts for good work, post-shift feedback, and team introductions—all within the app. This makes it more suitable for teams that value culture and casual collaboration alongside work communication.
Winner: Given that both offer unique advantages that may appeal differently depending on business needs, this category results in a tie.
On-Demand Pay
With When I Work, the feature is powered through a partnership with Clair, a financial technology company. Employees can access their earned wages through a tool called the Clair Payday Wallet right from the When I Work app. The system connects directly to employees’ time and attendance data—so as soon as someone clocks out, they become eligible for an advance. There’s no cost to employers, no change to payroll, and no setup required on the manager’s end. The standard transfer (1–3 business days) is free, and for instant transfers, there's a $4.50 fee. The money is advanced by Clair and repaid automatically when payroll hits.
In contrast, Homebase offers a similar benefit called Homebase Cash Out, and it’s just as simple. Employees can cash out up to 50% of their earned wages, maxing out at $400 per pay period. The request is handled entirely within the Homebase mobile app, and there’s no setup, cost, or change in payroll for the employer. Homebase sends the money to the employee’s bank account, and it's paid back automatically after payday. There’s no fee for standard delivery (within 3 days) and a $4.99 fee for instant access.
The key difference comes down to integration and features. When I Work's integration with Clair means advances are based on real-time shift data, and employees can track hours, view worked shifts, and understand exactly how their advance is calculated. It even supports other financial tools like a Clair Debit Mastercard®, free ATM withdrawals, and mobile wallet integrations (Apple Pay, Google Pay, etc.).
Homebase, on the other hand, keeps things very employee-friendly and hands-off for managers. There are no extra financial tools, but the focus is on simplicity, quick access, and promoting financial wellness.
Winner: When I Work takes the lead here by giving employees more visibility and control over their earnings, plus access to extra financial tools.
Pricing
When I Work uses a straightforward per-user pricing model, with a 14-day free trial, making it a flexible choice for businesses of all sizes. It also partners with Gusto to offer integrated payroll services. When I Work customers receive 6 months free access to Gusto, which offers comparable pricing and seamless integration with the platform. The plans include:
Single Location or Schedule: $2.50/user/month
Multiple Locations & Schedules: $4/user/month
Homebase follows a location-based pricing model, which allows unlimited employees to be managed under a flat monthly rate per location. It also provides a 14-day free trial of its All-in-One plan with no credit card required. While payroll is not included in the core plans, it can be added to any plan as an optional service for an additional monthly fee: $39 base + $6 per employee. The plans it offers are:
Basic: $0/location/month (1 location, up to 10 employees)
Winner: It's a tie. When I Work is best for small, distributed teams with per-user pricing, while Homebase offers more value for larger, location-based teams with unlimited users.
Final Verdict: Which One Wins?
With a score of 2:1 in favor of Homebase and two categories ending in a tie, Homebase takes a slight lead overall.
That said, both tools are strong in different areas. Homebase is ideal for small businesses needing built-in payroll, flexible scheduling, and stronger team engagement. When I Work is a better fit for shift-based teams that prioritize task assignments, real-time pay access, and structured scheduling.
If you're still unsure, both offer 14-day free trials—try them out and see which one fits your team best. Or explore alternatives like Deputy software and 7shifts for more options.
