When I Work Pricing 2026
Complete pricing guide with plans, hidden costs, and cost analysis
When I Work plans start at $2.50/mo.
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Is When I Work a fit?
Derived from this product's own pricing and contract record — not a review.
Best for
- Single location businesses
- Businesses with multiple locations
Not a fit if
- Your budget cannot absorb renewal increases — 5% to 10%.
All When I Work Plans & Pricing
Some prices not re-verified — only plans marked “checked” were confirmed on the vendor’s pricing page
| Plan | Monthly | Annual | Best For |
|---|---|---|---|
| Essentials (Single Location) not re-verified | $2.5 /month | Not published | Single location businesses |
| Not re-verified · catalog record from July 2026
Get this price at When I Work →
| |||
| What's included at Essentials (Single Location) Best for: Single location businesses
| |||
| Single location or schedule checked Oct 31, 2026 | $2.5 /user/month | Not published | Not specified |
| Verified on When I Work's pricing page · checked Oct 31, 2026 $2.5/user/mo: “$2.50 per user per month”
Get this price at When I Work →
| |||
| Multiple locations or schedules checked Oct 31, 2026 | $5 /user/month | $5 /user/monthbilled annuallynot re-verified | Businesses with multiple locations |
| Verified on When I Work's pricing page · checked Oct 31, 2026 $5/user/mo: “$5 /user/month”
Get this price at When I Work →
| |||
| What's included at Multiple locations or schedules Best for: Businesses with multiple locations
| |||
View all features by plan (compare side-by-side)
Essentials (Single Location)
- Up to 3 administrators
- Unlimited users
- Team messaging
- Time off management
- Availability management
- Standard scheduling
Single location or schedule
Multiple locations or schedules
- All Essentials features
- Advanced scheduling tools
- Custom role permissions
- Labor sharing
- Custom shift reports
- Advanced scheduling rules
- Unlimited locations
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What does When I Work actually cost you?
Drag the slider. Pick a tier. Your projected spend updates as you go.
List price by tier (annualized, per seat)
Per-seat list price across When I Work's plans, annualized. Custom-priced tiers show a hatched bar.
Buyers actually pay a median of $500/yr for When I Work contracts (Vendr deal flow, n=159). That's a contract total — the more seats, the more leverage to negotiate down.
When I Work plans start at $2.50/mo. Plans: Essentials (Single Location) at $2.50/user/month, Single location or schedule at $2.50/user/month, and Multiple locations or schedules at $5/user/month. The median contract is $500/year based on 159 community cost mentions.
Use the interactive pricing calculator to estimate your exact cost based on team size and requirements.
- Free tier: No free tier available
When I Work offers 3 pricing tiers: Essentials (Single Location), Single location or schedule, Multiple locations or schedules. Paid plans include Essentials (Single Location) at $2.50/user/month, Single location or schedule at $2.50/user/month, Multiple locations or schedules at $5/user/month.
Compared to other employee scheduling software, When I Work is positioned at the budget-friendly price point.
- Median contract: $500/yr from 159 purchases Precise
- 4 documented hidden costs beyond list price
How much does When I Work cost?
When I Work Pricing Overview
When I Work plans start at $2.50/mo. The Essentials (Single Location) plan costs $2.50/user/month, best for single location businesses. The Single location or schedule plan costs $2.50/user/month. The Multiple locations or schedules plan costs $5/user/month, best for businesses with multiple locations.
When I Work with a none, users can cancel at any time minimum commitment, requiring at any time notice to cancel, and annual price increases of 5% to 10%.
The median When I Work customer pays $500/year based on 159 community cost mentions.
There are at least 4 documented hidden costs beyond When I Work's list price, including implementation, training, and add-on fees.
This pricing was last verified in July 14, 2026 from 1 independent source.
When I Work pricing starts at $2.50/user/month for the Essentials (Single Location) plan. For businesses managing multiple locations, the Multiple Locations plan costs $5.00/user/month. Pricing is billed per active user on a monthly basis.
How When I Work Pricing Compares
Compare When I Work pricing against top alternatives in Employee Scheduling.
Compare When I Work vs Alternatives
Before committing to When I Work, compare pricing with these 3 alternatives in the same category.
What Companies Actually Pay for When I Work
The median When I Work buyer pays $500/year based on 159 community cost mentions.
How When I Work Pricing Compares
| Software | Starting Price | Top Price |
|---|---|---|
| When I Work | $2.50/user/month | $5/user/month |
| 7shifts | Free | $149.99/month |
| Connecteam | Free | $119/month |
| Deputy | $5.5/user/month | $10/user/month |
| Homebase | Free | $120/month |
| Shiftie | $1.9/user/month | $3.48/user/month |
Detailed pricing comparisons:
When I Work Contract Terms
When I Work contracts do not auto-renew. Changes require at any time. These terms are sourced from verified buyer experiences.
How to Negotiate When I Work Pricing
When I Work contracts are negotiable. These 8 tactics are sourced from real buyer experiences and procurement specialists.
Stating that a competitor will accept a certain price if the current vendor does not can be effective.
https://vertexaisearch.cloud.google.com/grounding-api-redirect/AUZIYQGLKLtKEPA1XWndZ1zYId6FPCRtGGCW_7Okf4yjZsUWDEbYgwveUJf9urHEQoC5HByNujmvm4AOzQkk6vuOTlAdpwtzym3EVd6xcNlfPzXUqP_tSzV4waXwoHt28wf3201lE_RVypmJ5dJOaqz5ZyYIiaA1Ux21vC2L3BoJdvdXMWFahI34MuPf8p8o_0FZLGENRBJPVVyQJhei0wO0NQc21r85XNg=Knowing when to disengage from a negotiation if terms are not favorable is a powerful tactic.
https://vertexaisearch.cloud.google.com/grounding-api-redirect/AUZIYQFLnnrqHzTxRNVB0IGnKKPf7Q2u2jDiVQFsh2QTiUOjG-R2sXW9B_fqOW4PklJ7yNcrDjVbP9ycT3C0lJCSN8sZfatgk8dfGkBkQ3fWNrbYKhIiq3iPYXezYM0fPR2HMRe209e3LbiSjSTv5hUy7aNAfKDr6BXG_4r3rXsScnj0aqOdAxlKnIEcAlVkhubld307Q5m9ng==Building value throughout the sales cycle can put buyers in a stronger position during negotiations.
https://vertexaisearch.cloud.google.com/grounding-api-redirect/AUZIYQFLnnrqHzTxRNVB0IGnKKPf7Q2u2jDiVQFsh2QTiUOjG-R2sXW9B_fqOW4PklJ7yNcrDjVbP9ycT3C0lJCSN8sZfatgk8dfGkBkQ3fWNrbYKhIiq3iPYXezYM0fPR2HMRe209e3LbiSjSTv5hUy7aNAfKDr6BXG_4r3rXsScnj0aqOdAxlKnIEcAlVkhubld307Q5m9ng==Buyers can use a seller's desire to close a deal to secure final concessions.
https://vertexaisearch.cloud.google.com/grounding-api-redirect/AUZIYQGLKLtKEPA1XWndZ1zYId6FPCRtGGCW_7Okf4yjZsUWDEbYgwveUJf9urHEQoC5HByNujmvm4AOzQkk6vuOTlAdpwtzym3EVd6xcNlfPzXUqP_tSzV4waXwoHt28wf3201lE_RVypmJ5dJOaqz5ZyYIiaA1Ux21vC2L3BoJdvdXMWFahI34MuPf8p8o_0FZLGENRBJPVVyQJhei0wO0NQc21r85XNg=A direct request for a better price is a common tactic.
https://vertexaisearch.cloud.google.com/grounding-api-redirect/AUZIYQGLKLtKEPA1XWndZ1zYId6FPCRtGGCW_7Okf4yjZsUWDEbYgwveUJf9urHEQoC5HByNujmvm4AOzQkk6vuOTlAdpwtzym3EVd6xcNlfPzXUqP_tSzV4waXwoHt28wf3201lE_RVypmJ5dJOaqz5ZyYIiaA1Ux21vC2L3BoJdvdXMWFahI34MuPf8p8o_0FZLGENRBJPVVyQJhei0wO0NQc21r85XNg=This tactic aims to split the difference, even if the proposed middle ground is not fair.
https://vertexaisearch.cloud.google.com/grounding-api-redirect/AUZIYQGLKLtKEPA1XWndZ1zYId6FPCRtGGCW_7Okf4yjZsUWDEbYgwveUJf9urHEQoC5HByNujmvm4AOzQkk6vuOTlAdpwtzym3EVd6xcNlfPzXUqP_tSzV4waXwoHt28wf3201lE_RVypmJ5dJOaqz5ZyYIiaA1Ux21vC2L3BoJdvdXMWFahI34MuPf8p8o_0FZLGENRBJPVVyQJhei0wO0NQc21r85XNg=Sharing a low budget early can set the stage for negotiations to begin at a lower price point.
https://vertexaisearch.cloud.google.com/grounding-api-redirect/AUZIYQGLKLtKEPA1XWndZ1zYId6FPCRtGGCW_7Okf4yjZsUWDEbYgwveUJf9urHEQoC5HByNujmvm4AOzQkk6vuOTlAdpwtzym3EVd6xcNlfPzXUqP_tSzV4waXwoHt28wf3201lE_RVypmJ5dJOaqz5ZyYIiaA1Ux21vC2L3BoJdvdXMWFahI34MuPf8p8o_0FZLGENRBJPVVyQJhei0wO0NQc21r85XNg=Requiring sellers to negotiate within very tight deadlines can pressure them.
https://vertexaisearch.cloud.google.com/grounding-api-redirect/AUZIYQGLKLtKEPA1XWndZ1zYId6FPCRtGGCW_7Okf4yjZsUWDEbYgwveUJf9urHEQoC5HByNujmvm4AOzQkk6vuOTlAdpwtzym3EVd6xcNlfPzXUqP_tSzV4waXwoHt28wf3201lE_RVypmJ5dJOaqz5ZyYIiaA1Ux21vC2L3BoJdvdXMWFahI34MuPf8p8o_0FZLGENRBJPVVyQJhei0wO0NQc21r85XNg=When I Work Pricing FAQ
01 How much does When I Work cost?
Pricing varies by plan. Check the official pricing page for current rates.
02 Does When I Work have a free tier?
Check the pricing section above for free tier availability.
03 What are the main features of When I Work?
Key features include the items listed in the pricing tiers above.
04 Is When I Work worth the price?
Value depends on your specific needs and use case. Compare features across plans.
05 Can employees request time off and trade shifts through When I Work?
Yes, When I Work allows employees to request time off, set their availability, and trade shifts through the mobile app. The platform includes a chat system that connects all employees, allowing them to plan shifts, exchange them, and coordinate schedules without sharing personal phone numbers.
06 Does When I Work integrate with payroll systems?
When I Work integrates with payroll systems like Square. The integration allows work hours and scheduling data to automatically transfer to your payroll system. Even without direct integration, the platform provides payroll reports that make it easy to transfer information manually.
07 How does When I Work handle schedule notifications?
When I Work sends instant notifications to employees' mobile phones whenever schedule changes are made. Employees receive alerts about their working hours, shift changes, and other schedule updates in real-time through the iOS and Android apps.
Is this pricing incorrect? — we'll verify and update it.