When I Work Pricing Calculator 2026
Estimate your total cost including hidden fees
The When I Work calculator estimates the cost of your selected plan. Change the team size where pricing is per person, choose an available billing period, and add reported extras that apply to your contract.
Enter your requirements below to see the recurring cost and first-year total. Unverified extras are excluded.
- Plans: 3 tiers; $2.50–$5/user/month
Reported extras may depend on your usage and contract. Confirm the final quote with When I Work.
When I Work pricing ranges from $2.50 to $5 per user/month as of November 2026. When I Work offers 3 pricing tiers. Confirm any implementation, training and support charges with the vendor; unverified extras are excluded. Pricing verified from 1 sources by CostBench.
Your Estimate
Cost Breakdown
Includes one-time costs (implementation, training)
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When I Work Pricing by Team Size
Here's what When I Work costs for different team sizes, based on the Essentials (Single Location) plan:
| Team Size | Monthly Cost | Annual Cost |
|---|---|---|
| 5 users | $12.5/mo | $150/yr |
| 10 users | $25/mo | $300/yr |
| 25 users | $62.5/mo | $750/yr |
| 50 users | $125/mo | $1,500/yr |
| 100 users | $250/mo | $3,000/yr |
| 250 users | $625/mo | $7,500/yr |
| 500 users | $1,250/mo | $15,000/yr |
Prices based on When I Work Essentials (Single Location) plan at $2.5/user/month. Verified July 2026.
Compare at This Team Size
Frequently Asked Questions
01 How accurate is this When I Work pricing calculator?
This calculator uses official When I Work pricing data verified as of 2026-07-14. Unverified extras are not added to the estimate. Actual costs may vary based on negotiated discounts, specific feature requirements, and implementation complexity.
02 What hidden costs should I include in my When I Work budget?
Hidden costs vary by vendor and contract. We don't have When I Work-specific cost breakdowns yet — see our When I Work Hidden Costs page for the latest data we've sourced.
03 Should I choose monthly or annual billing for When I Work?
Compare the published annual total with twelve monthly payments when both are available. An annual commitment may reduce flexibility; confirm cancellation terms and whether the quoted plan fits your needs.
04 How do I know which When I Work tier I need?
Start with your must-have features. When I Work offers 3 tiers ranging from $2.50 to $5/user/month. Entry tiers work for basic needs, while enterprise tiers add advanced security, customization, and support.
05 Can I negotiate When I Work pricing below calculator estimates?
Negotiated pricing depends on the vendor, plan and contract. We do not assume a discount in this estimate. See our negotiation guide for tactics.