Switching from When I Work
Keep the schedule. Lose the per-user bill.
When I Work charges for every user, managers included, from $2.50 a month. With Fivexer your first 15 people are free, then it is 50 cents a person. Auto scheduling, shift swaps and clocking in are all in it.
- No card to start
- No contract
- Data kept in the EU
- When I WorkEssentials, per user, monthly
- $150 a month
- Fivexer45 people past the free 15, €0.50 each
- €22.50 a month
You keep about$1,496a year
When I Work’s own price from its pricing page, read 7 October 2026. Each bill is in the currency that company charges. The yearly figure converts at €1 = $1.1269 (ECB, 6 October 2026).
Fig. 1 The week you would build instead of your When I Work rota. Console screenshot, demonstration data.
Who you hand the rota to
Five facts, each with the page that proves it. Check them before you talk to us.
You talk to the person who built it. Viljar, founder.
What changes when you move
Shifts, swaps, leave and clocking in stay the same. Three things get better.
The bill shrinks
At 60 people, When I Work Essentials is $150 a month and Pro is $300. Fivexer is €22.50, and the first 15 people are free.
No plan to climb
On When I Work, scheduling rules, role permissions and custom reporting start on Pro at $5 a user. On Fivexer the rota, the rules and clocking in are never a paid extra.
Only trained people get the shift
Add a forklift licence or food hygiene certificate with its expiry date. When it runs out, that person cannot be put on a shift that needs it.
The move, step by step
You do not need a sales call. You can do it yourself, today.
Download your staff list from When I Work
Download your staff list from When I Work as a spreadsheet, or ask its support team to send one. You need names, sites and contract hours.
Upload it to Fivexer
We match common column names like name, site and contract hours. Anything we cannot place, you pick from a list. Nothing is saved until you check it.
Build next week’s rota and share it
Fill shifts by hand or let Fivexer draft them. Staff get a link on their phone.
Run both for a few weeks, if you like
Keep When I Work until you trust the new rota, then stop it.
58 people and 3 sites found
| Column in your file | Goes to |
|---|---|
| Name | Name |
| Location | Site |
| Contracted hours | Hours a week |
| Pay rate | Hourly rate |
- Anna S.
- Marko K.
- Elena P.
When I Work and Fivexer, side by side
What each one says on its own website. Where we are weaker, we say so.
When I Work
$150
a month for 60 users, managers counted. Pro is $300.
Fivexer
€22.50
a month for 60 people. The first 15 are free.
You keep about $1,496 a year.
Start free with your When I Work export
Sixty people, one month. Each bill is in the currency that company charges. The yearly figure converts at €1 = $1.1269 (ECB, 6 October 2026). When I Work prices read 7 October 2026.
What the gap does and does not buy
Free plan
When I Work
No free plan. A 14-day free trial, no card
Fivexer
Free for up to 15 people, with no time limit
Fivexer aheadBuilds the rota for you
When I Work
Yes, “Auto Scheduling” on every plan
Fivexer
Yes, on every plan
Warns about rest and hour limits
When I Work
“Scheduling rules” on Pro and above. Rest and hour limits are not listed
Fivexer
Yes. You set the rest breaks and hour limits, and the rota is checked before you publish
Blocks shifts when a licence runs out
When I Work
Not on its pricing page
Fivexer
Yes. Add the expiry date and an expired licence cannot be put on the shift
We state itClocking in on a phone
When I Work
GPS and photo clock-in. The page shows a Time Tracking switch on each plan and no price for it
Fivexer
Yes, from a link on the staff phone
LevelPayroll export
When I Work
Payroll integrations on every plan
Fivexer
A payroll export for your provider. We do not run payroll
Contract
When I Work
No contract. Cancel any time
Fivexer
Monthly. Stop any time and take your data with you
Level
When I Work column: its own pricing and feature pages, read 7 October 2026. Out of date? Email support@fivexer.com and we fix it within two working days.
Paid When I Work for the year?
Use Fivexer free until your paid year runs out.
Tell us the date, then sign up. We set your workspace to free until then, so you never pay for two rota apps at once. Teams of 50 or more: send us the file and we do the import for you.
When When I Work is the better choice
You run several locations and want team messaging, sales-based forecasting and a payroll partner under one roof. When I Work has in-app messaging and forecast tools on every plan, and offers six free months of Rippling payroll. It also gives you a 14-day trial of everything, with no card.
If that is you, stay. If what you pay for is a rota, shifts on phones and clocking in, look at the numbers above.
Questions people ask before switching
How do I get my staff out of When I Work?
Download your staff list from When I Work as a spreadsheet, or ask its support team for one. Upload it to Fivexer, check the columns, and your people are in.
What about my old schedules and timesheets?
Your people, sites and contract hours come over in the upload. Past schedules and timesheets stay in When I Work, so download the reports you need before you close the account.
Is Fivexer cheaper than When I Work?
Yes, at every team size. When I Work starts at $2.50 per user per month and counts every user, managers included. Fivexer is free for the first 15 people and then €0.50 each.
Will my staff need a new app?
No download is needed. Staff open a link on their phone to see shifts, swap them and clock in. They can add it to the home screen like an app.
Is it really 50 cents a person?
Yes. The first 15 people are free. Every person after that is €0.50 a month on any plan. The rota is never a paid extra.
Where is our data kept?
In Frankfurt, Germany. Our data processing agreement and the list of companies we use are public on our security page.
What if we want to leave Fivexer?
Export everything, any time, for free. There is no contract to end.
Try it with your own team this week.
Upload your When I Work export and see your people in Fivexer in minutes.
You talk to the person who built it. Viljar, founder. A person replies within 1 working day.