When I Work review (2026): features, pros and cons, and what to check before you buy
Shift scheduling and time clock app for hourly teams with very low per-user prices and SSO only on the Premium tier.
Our take for buyers
When I Work is a shift scheduling and time clock app for hourly teams in retail, restaurants and service businesses. Shortlist it if you need scheduling first and time tracking second, particularly across several locations with GPS or geofenced clock-in. It is not for project or agency teams needing billable rates and invoicing. G2 rates it 4.4 from 341 reviews, with shift scheduling and time tracking scoring highest.
Reviewers rate the mobile app well, about 9.0 on G2 mobile support. Process automation and leave management score lower. Plan structure drives admin capability: Pro adds scheduling rules, role permissions and custom reporting, and Premium adds API, webhooks and SAML SSO. Time tracking is secondary to scheduling and is a separate toggle, so confirm it is included in what you are quoted.
Pros
- Shift scheduling and time tracking score highest.
- Mobile app well rated.
Cons
- Process automation and leave management score lower.
- Best for
- Hourly, shift-based teams (retail, restaurants, service) that need scheduling plus a time clock.
- Starting price
- $2.50 per user per month (Essentials)
- G2 rating
- 4.4 (341 reviews)
What is When I Work?
Shift scheduling and time clock app for hourly teams with very low per-user prices and SSO only on the Premium tier. Restaurants, shops and service businesses with hourly rosters can build schedules and run the time clock in one app, starting at $2.50 per user. Geofenced clock-in suits multi-site owners. Agencies needing billable rates should look elsewhere, and SSO is reserved for Premium. When I Work is based in Minneapolis, US.
Category: Time Tracking Software
When I Work key features
| Criterion | What we found |
|---|---|
| Timers and timesheets | Time clock with breaks and time off tracking. |
| Payroll and accounting integrations | Payroll and POS integrations on all plans (names not confirmed by the vendor) |
| Attendance and compliance | Attendance, breaks, GPS/geofencing clock-in. |
| Mobile app and offline use | G2 summary rates mobile support about 9.0; offline use not confirmed by the vendor. |
| Pricing model | Per user per month, tiered. |
| Target company size | Small hourly businesses; Enterprise tier exists. |
When I Work plans and pricing
| Plan | Price | Unit | Notes |
|---|---|---|---|
| Essentials | $2.50 | per user per month | Auto scheduling, multi-location, messaging, payroll and POS integrations |
| Pro | $5 | per user per month | Scheduling rules, role permissions, custom reporting |
| Premium | $8 | per user per month | API, webhooks, SAML SSO |
| Enterprise | Contact sales |
Time Tracking & Attendance is a separate toggle per plan; its price is not listed on the pricing page. FAQ text on single vs multi-location pricing conflicts with the plan table. Billing period of listed prices not stated. Checked 2026-10-24.
Who should shortlist When I Work
A strong fit for
- Hourly, shift-based teams (retail, restaurants, service) that need scheduling plus a time clock.
- Small multi-location businesses wanting GPS or geofenced clock-in.
A weak fit for
- Project or agency teams needing billable rates and invoicing.
- Companies needing SSO on a low tier (Premium only)
When I Work alternatives
QuickBooks TimeExisting QuickBooks Online users syncing hours to payroll and accounting.
HubstaffRemote and distributed teams that pay contractors across countries (Gusto, Deel, Wise, PayPal listed)
ClockifyBudget-conscious teams that want unlimited free tracking.
actiTIMESmall teams (1-3 users free) and SMBs wanting simple timesheets and approvals.
DeskTimeSmall and hybrid teams wanting automatic time and app tracking cheaply.
EverhourSmall agencies and project teams that track time inside Asana, Trello, Jira or similar tools.
Security, admin and compliance
SAML SSO is available on Premium at $8 per user per month and up. SCIM and audit logs are not published. Data is hosted on AWS, but the region is not stated. According to its security page, When I Work does not offer a DPA as a document, though it mentions data processing policies, and a trust center exists at trust.wheniwork.com. It claims a PCI-compliant payment network. The vendor says no contracts, cancel anytime.
- SAML SSO
- Premium and up (SAML)
- Data residency
- AWS; region not stated.
- Public DPA
- Not offered as a document per security page (data processing policies mentioned)
- Certifications
- PCI-compliant payment network (vendor claim)
Contract and buying terms
- Contract
- No contracts, cancel anytime; 14-day trial no card.
- Support
- Help center, ticket form, talk to support.
- Starting price
- $2.50 per user per month (Essentials)
- Pricing model
- Per user.
- Free plan or trial
- Free trial.
What to test in a When I Work demo or trial
Run the 14-day trial, which needs no card, with a real schedule across your locations. Test auto scheduling, scheduling rules and messaging, then clock in with GPS or geofencing on staff phones. Since leave management and process automation score lower, build your actual time-off flow and approvals. Check the payroll and POS integrations you need, as names are not listed on the pricing page. Ask whether Time Tracking & Attendance is switched on and priced, and compare Pro permissions with your needs.
Questions to ask When I Work before you sign
These are the points When I Work's public pages leave open. Get the answers in writing before procurement signs off.
- Is SCIM provisioning included, or a paid add-on?
- Which plan includes audit logs, and how long are they kept?
- What will the price be at renewal, and is the increase capped?
Things to know before a demo
- Time tracking and attendance is a separate toggle with unpublished price.
- SAML SSO is Premium ($8) only.
- Primarily a scheduling product; time tracking is secondary.
- Public DPA not offered as a document per security page; trust center exists at trust.wheniwork.com.
When I Work FAQ
What is When I Work used for?
Restaurants, shops and service businesses with hourly rosters can build schedules and run the time clock in one app, starting at $2.50 per user. Geofenced clock-in suits multi-site owners. Agencies needing billable rates should look elsewhere, and SSO is reserved for Premium. It suits hourly, shift-based teams (retail, restaurants, service) that need scheduling plus a time clock.
Does When I Work support SAML SSO?
Yes, on the Premium plan at $8 per user per month and above. Lower tiers do not include it.
Does When I Work offer a DPA?
According to its security page, it does not offer a DPA as a document, though it mentions data processing policies. A trust center is available at trust.wheniwork.com.
Who is When I Work best for?
Hourly, shift-based teams in retail, restaurants and services, and small multi-location businesses wanting GPS or geofenced clock-in. It is not built for project teams needing billable rates and invoicing.
Vendor profile
- Headquarters
- Minneapolis, US.
Sources
Every fact on this page comes from When I Work's own pricing, product or documentation pages, G2 and company records, checked on October 24, 2026. Unknown values are left out instead of estimated.