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When I Work is a popular scheduling app that has taken the business world by storm. It is a cloud-based app that allows businesses to schedule their employees and manage their shifts with ease. With its user-friendly interface and slew of features, it’s no wonder why it’s become a favorite among businesses of all sizes. But the question remains, is the When I Work app free? In this article, we’ll explore the features and pricing of When I Work to give you a clear understanding of what the app has to offer and whether or not it’s truly free.

Quick Answer:
When I Work is a popular scheduling and time tracking app that offers both free and paid plans. The free plan allows for up to 25 users, 1 location, and basic features such as shift scheduling, time clocking, and team communication. However, the paid plans offer more advanced features such as multiple locations, customized shift rules, and integration with payroll services. The pricing for the paid plans starts at $2 per user per month, with discounts available for annual subscriptions. Overall, While I Work is a feature-rich app that offers a truly free plan for small businesses, with affordable pricing for larger teams and more advanced features.

What is When I Work App?

Overview of the App

When I Work is a workforce management app designed to streamline scheduling, time-off tracking, task management, and team communication for businesses. It offers a user-friendly interface and is accessible through its website and mobile app, making it convenient for both employers and employees to stay updated and manage their work-related tasks.

Target Users

Small business owners

When I Work is an app that caters to small business owners who want to manage their employee schedules, time off requests, and communicate with their team effectively. With the app, small business owners can create and share employee schedules, track attendance, and manage time-off requests. They can also communicate with their team members through the app, which makes it easier to keep everyone informed and on the same page.

Human resource managers

When I Work is also useful for human resource managers who are responsible for managing employee schedules and time off requests. The app makes it easy for HR managers to approve or deny time-off requests, track employee attendance, and manage employee schedules. With the app, HR managers can also communicate with employees and team leaders, which helps to keep everyone informed and ensures that everyone is on the same page.

Team leaders

Team leaders are another target user for When I Work. The app makes it easy for team leaders to manage their team’s schedules, communicate with their team members, and track attendance. With the app, team leaders can also approve or deny time-off requests, which helps to ensure that everyone is aware of who is available to work and who is not. When I Work is an excellent tool for team leaders who want to keep their team organized and on track.

Is the When I Work App Free?

Key takeaway: When I Work is a user-friendly workforce management app that offers free basic plans for small teams. The app provides features such as employee scheduling, time-off tracking, messaging, and basic reporting. When I Work also offers a Premium Plan with advanced features and customization options for larger teams. When evaluating whether the app is worth the price, businesses should consider factors such as their business size and needs, feature requirements, and budget constraints.

Understanding the Pricing Structure

When I Work offers two different pricing plans: a Basic Plan and a Premium Plan. The Basic Plan is free for up to 25 users and includes core features, while the Premium Plan requires a paid subscription and is ideal for larger teams with advanced features and customization options.

Here’s a closer look at each plan:

Basic Plan

The When I Work Basic Plan is entirely free for up to 25 users. This plan includes core features such as:

  • Employee scheduling
  • Time-off tracking
  • Messaging
  • Basic reporting

While the Basic Plan offers limited customization options, it provides a solid foundation for small businesses or teams with low staff turnover.

Premium Plan

The When I Work Premium Plan requires a paid subscription and is designed for larger teams with more advanced needs. The Premium Plan includes all the features of the Basic Plan, plus:

  • Customizable templates
  • Advanced reporting
  • Multi-location management
  • Payroll integration
  • Mobile app access

Additionally, the Premium Plan offers more extensive customization options, enabling businesses to tailor the app to their specific requirements.

In conclusion, When I Work offers a free Basic Plan for small teams with limited customization needs. However, larger teams with more advanced requirements may find the Premium Plan’s additional features and customization options valuable.

Comparison with Similar Apps

Alternatives to When I Work App


Trello is a project management tool that allows users to organize tasks and information in boards, lists, and cards. It is known for its simplicity and flexibility, making it a popular choice for individuals and teams alike. Trello offers a free version with basic features, as well as premium plans with additional functionality, such as customization options and automation tools.


Asana is a task management app that helps teams to stay organized and collaborate effectively. It offers a range of features, including project planning, task assignment, and progress tracking. Asana’s free version includes basic functionality, while its paid plans offer additional features such as custom fields, time tracking, and project calendars.


Hubspot is an all-in-one marketing and sales platform that includes tools for email tracking, lead capture, and customer relationship management. It also offers project management features, such as task assignment and progress tracking. Hubspot’s free version includes basic functionality, while its paid plans offer additional features such as A/B testing, landing pages, and lead scoring.

Pros and Cons of When I Work App


  • User-friendly interface: The When I Work app has a clean and intuitive design, making it easy for users to navigate and find the information they need.
  • Seamless team collaboration: With features like shared calendars, shift scheduling, and time-off requests, the app enables efficient communication and coordination among team members.
  • Comprehensive time-off tracking: When I Work offers robust time-off management tools, allowing employers to monitor and approve employee requests, as well as track accrued time off.


  • Limited customization on the free plan: The free version of When I Work has limited customization options, which may not meet the specific needs of larger organizations or more complex businesses.
  • Some users report technical issues: A few users have experienced technical problems while using the app, such as difficulties with syncing data across devices or occasional crashes.

Is the When I Work App Worth the Price?

Factors to Consider

When evaluating whether the When I Work app is worth the price, several factors must be considered. These include:

  • Business size and needs: The app’s pricing may vary depending on the size of the business and its specific needs. Therefore, it is essential to determine whether the app aligns with the company’s objectives and requirements.
  • Feature requirements: When I Work offers various features, including scheduling, time tracking, and communication tools. Businesses must assess whether they require these features and whether they are worth the additional cost.
  • Budget constraints: The app’s pricing should also be evaluated in light of the company’s budget constraints. It is crucial to determine whether the app’s cost is justifiable and fits within the company’s financial limitations.


When determining whether the When I Work app is worth the price, the following recommendations can be considered:

  • Trial the free plan: Before committing to a paid plan, businesses should consider trying the app’s free plan to evaluate its features and functionality.
  • Assess the team’s requirements: Companies should assess their team’s specific requirements and determine whether the app’s features align with their needs.
  • Compare with alternative apps: Businesses should compare the When I Work app with alternative scheduling and workforce management apps to determine whether it offers the best value for money.
  • Consider long-term cost-effectiveness: When deciding whether to invest in the app, businesses should consider its long-term cost-effectiveness and whether it will provide a positive return on investment over time.


1. Is the When I Work app free to use?

Yes, the When I Work app is free to use for both employees and employers. It offers a range of features that help streamline scheduling, time tracking, and communication, all without any cost.

2. Are there any hidden fees or charges associated with the app?

No, there are no hidden fees or charges associated with the When I Work app. It is completely free to use, and you don’t need to pay anything to access its features. However, some premium features are available for a fee, but these are not required to use the app’s core functionality.

3. Can I use the app without providing my payment information?

Yes, you can use the When I Work app without providing your payment information. The app is completely free to use, and you don’t need to enter any payment details to access its features.

4. What features are available on the free version of the app?

The free version of the When I Work app offers a range of features, including employee scheduling, time tracking, communication tools, and more. You can view the full list of features on the app’s website.

5. Is there a limit to the number of employees I can add to the app?

No, there is no limit to the number of employees you can add to the When I Work app. You can add as many employees as you need to the app, and they will all have access to its features for free.

6. Can I upgrade to a premium plan if I need more features?

Yes, you can upgrade to a premium plan if you need more features. The premium plans offer additional features, such as shift bidding, employee engagement tools, and more. You can view the pricing and features of each plan on the app’s website.

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