Updated 7 October 2026 · checked against When I Work’s own site
When I Work pricing, in plain words
When I Work charges per user, every month: Essentials is $2.50, Pro is $5 and Premium is $8, and every user counts, managers included. Each plan has a Time Tracking & Attendance switch, and the page does not show what it costs. There is no free plan, but there is a 14-day trial with no card.
A team of 60 pays
$150
a month on Essentials, before VAT
When I Work’s plans
Essentials
$2.50 a user a month
- Unlimited users
- Auto scheduling
- OpenShifts and shift swapping
- Forecast tools
- In-app team messaging
- Payroll and POS integrations
Pro
$5 a user a month
- Everything in Essentials
- Scheduling rules
- Role permissions
- Labor sharing
- Custom reporting
Premium
$8 a user a month
- Everything in Pro
- API key access
- Webhooks
- Single sign-on (SAML)
From When I Work’s pricing page on 7 October 2026.
What you would pay each month
The same team, three sizes, next to Fivexer.
| Plan | 20 people | 60 people | 150 people |
|---|---|---|---|
| Essentials | $50 | $150 | $375 |
| Pro | $100 | $300 | $750 |
| Premium | $160 | $480 | $1,200 |
| Fivexer, everything included | €2.50 | €22.50 | €67.50 |
How we worked it out: People × the per-user price on When I Work’s pricing page, in US dollars. Monthly prices, before tax and before the Time Tracking & Attendance switch, because its price is not shown. Fivexer: the first 15 people free, then €0.50 each. Currencies are shown as each company charges and are not converted.
Things that change the bill
- The Time Tracking & Attendance switch on each plan has no price on the page. Its FAQ says every plan includes time and attendance, so ask what you would be billed.
- The feature list puts multi-location scheduling under Essentials, but the FAQ says $5 for multi-location businesses. Ask which plan you need.
- Every user is counted, managers too.
- Monthly or annual billing is offered. The page does not say how much annual saves.
- Larger organisations get a quote, not a price.
Is When I Work worth it?
When I Work is worth it if…
You run several locations and want team messaging, forecasting and payroll links from one supplier, with six free months of Rippling payroll and HR and a 14-day trial of everything.
Look at Fivexer if…
You mostly need a rota on phones, clocking in and leave, and you want the rota checked against your own rules. Fivexer does those for €0.50 a person, and the first 15 people are free.
The short answers
How much does When I Work cost?
When I Work charges per user, every month: Essentials is $2.50, Pro is $5 and Premium is $8, and every user counts, managers included. Each plan has a Time Tracking & Attendance switch, and the page does not show what it costs. There is no free plan, but there is a 14-day trial with no card.
When is When I Work worth it?
You run several locations and want team messaging, forecasting and payroll links from one supplier, with six free months of Rippling payroll and HR and a 14-day trial of everything.
Already on When I Work?
Bring your staff list over in one upload. The first 15 people are free for good.
When I Work is a trademark of its owner. Fivexer is a competitor and wrote this page from public sources. Found a mistake? Email support@fivexer.com.