When I Work
by When I Work · Time & Attendance
Scheduling, time clock and team messaging platform built for shift-based, hourly workforces.
Updated August 2026 · By the ERP Research Editorial Team · Independent and vendor-neutral.
- Works with
- QuickBooks OnlineRipplingGustoPaychexSquare PayrollOnPaySimplepay.caGoCo+2 more
- Deployment
- Cloud
- Company size
- SMB, Mid-market, Enterprise
- Pricing
- Per-user subscription, billed in blocks of five seats
- Headquarters
- Minneapolis, Minnesota, United States
Overview
When I Work is a cloud-based workforce management platform for scheduling, time tracking and team communication, aimed at businesses with hourly, shift-based staff such as restaurants, retail, healthcare, hospitality and call centers. It combines a scheduling tool, a time clock, and an in-app messaging tool (WorkChat) into one product rather than selling them as separate add-ons.
The scheduling module supports one-click auto scheduling, reusable schedule templates, multi-location views, shift trading through OpenShifts, and real-time labor forecasting that compares scheduled hours against budget. The time clock layers on GPS geofencing and photo verification to curb off-site punches and buddy punching, digital timesheets with edit logs, break tracking, and overtime alerts, and can be toggled on or off independently of scheduling. Team messaging lets managers and staff message one-on-one, by group, or company-wide without exchanging personal phone numbers.
When I Work does not process payroll itself; instead it exports approved timesheets to connected payroll and HR systems including Gusto, QuickBooks Online, Rippling, Paychex, OnPay, Square Payroll and Simplepay.ca. It is sold as a per-user subscription in three tiers -- Essentials, Pro and Premium -- billed in blocks of five seats, with API access, webhooks and SAML/SSO reserved for the top Premium tier.
Screenshots & demo
Screenshots sourced from When I Work.
Modules & capabilities
When I Work covers 30 of 54 capabilities we track in this category (+3 partial)
56%- Web & mobile app clock-in/outClock-in via iOS, Android and webCore strength
- Kiosk / shared-device clock-inNot evidenced
- Dedicated time clock hardwareNot evidenced
- Biometric verification (face/fingerprint)Not evidenced
- Photo capture at punchPhoto verification at clock-in to prevent buddy punchingCore strength
- PIN / badge / QR code punchingNot evidenced
- Offline clock-in with later syncNot evidenced
- Voice / SMS / phone-based time entryNot evidenced
“Not evidenced” means our research found no public documentation of this capability — the vendor may still offer it. Confirm on a demo.
Common use cases
- Building weekly shift schedules for a multi-location restaurant or retail chain with one-click auto-assignment
- Preventing time theft and buddy punching with GPS-geofenced, photo-verified clock-ins
- Giving hourly staff self-service shift swapping and time-off requests through OpenShifts
- Coordinating shift changes and all-staff announcements without managers or employees sharing personal phone numbers
- Comparing scheduled versus budgeted labor hours in real time to control overtime costs
- Exporting approved timesheets directly into payroll providers such as Gusto, QuickBooks Online or Rippling
- Giving enterprise customers with hundreds of employees across many locations API/webhook access and SSO for centralized identity management
Strengths & considerations
Strengths
- Every plan tier includes the full scheduling, time-clock and messaging feature set -- the tiers add depth (advanced rules, API/SSO) rather than gating core modules
- Purpose-built for shift-based hourly workforces (restaurants, retail, healthcare, hospitality) rather than salaried-workforce HR platforms
- Time tracking/attendance is an on/off toggle on any plan, so a business can start with scheduling and messaging only and add the time clock later
- Team messaging (WorkChat) is built directly into the scheduling workflow rather than sold as a separate communication tool
- Entry pricing of $2.50/user/month sold in five-seat blocks with a 14-day free trial and no long-term contract
Considerations
- Does not process payroll itself -- approved hours must be exported to a connected payroll provider such as Gusto, QuickBooks Online, Rippling, Paychex, OnPay or Square Payroll
- API access, webhooks and SAML/SSO are only available on the Premium plan ($8/user/month); Essentials and Pro do not include them
Used When I Work with your ERP? Rate it in 30 seconds — it helps every buyer after you.
Rate itERP integrations
Listed in the QuickBooks App Store for timesheet and payroll data sync.
Connector details independently verified against vendor marketplaces and documentation; last checked 2026-08-20.
Pricing
Full When I Work pricing breakdown — cost at 25/100/500 seats, competitor rates & FAQs
Three tiers: Essentials $2.50/user/month, Pro $5/user/month, Premium $8/user/month. Time tracking/attendance can be toggled on or off on any plan. Premium adds API key access, webhooks and SAML/SSO. 14-day free trial, no credit card required; no long-term contract. Get an independent shortlist with pricing guidance below.
What does When I Work cost?
When I Work publishes a list price. Enter your seat count for an annual figure at that rate.
Technical & security
- Hosting
- SaaS (multi-tenant), hosted on AWS
- Mobile app
- Yes
About the vendor
- Headquarters
- Minneapolis, Minnesota, United States
- Notable customers
- Elephants Deli, Metro Dental, San Jose State University, Kay Pharmacy, Comfort Dental, Caring Transitions
Alternatives to When I Work in Time & Attendance
When I Work — frequently asked questions
Does When I Work handle payroll processing?
No. When I Work is a scheduling and time-tracking platform, not a payroll processor. It exports approved hours to connected payroll providers such as Gusto, QuickBooks Online, Rippling, Paychex, OnPay and Square Payroll.
What does When I Work cost?
Three per-user monthly tiers billed in blocks of five seats: Essentials at $2.50/user/month, Pro at $5, and Premium at $8, which adds API/webhook access and SAML/SSO. A 14-day free trial is available with no credit card required.
Can time tracking be turned off?
Yes. Every plan lets an admin toggle time tracking and attendance on or off, so a business can run scheduling and messaging alone without a time clock.
Does the time clock prevent buddy punching?
Yes. Clock-ins use GPS geofencing to block off-site punches and require photo verification to confirm who is actually clocking in.
Does When I Work support API access and single sign-on?
API key access, webhooks and SAML/SSO are included on the Premium plan ($8/user/month); they are not available on the Essentials or Pro tiers.
Compare When I Work head-to-head
The Time & Attendance Buyer's Guide
Before you commit to When I Work, see how it sits against the 13 time & attendance systems we track — on capability, ERP integration depth and what each one actually charges for.
Time & Attendance Buyer's Guide
13 systems compared · 2026
ERP Research
- When I Work compared side-by-side with 12 alternatives
- ERP integration checklist — what to verify before you shortlist
- The pricing questions that change the quote
- A When I Work evaluation brief, included with the guide
Time & Attendance Buyer's Guide
Get a quote for When I Work
When I Work publishes a list price, but the number you pay depends on volume, modules and integration scope. Tell us your setup and we'll come back with a realistic figure and the alternatives worth quoting against it.