When I Work Pricing 2026: $2.50 a User a Month

Key takeaway: $2.50 a user a month is When I Work's starting price. Its pricing page, read on 25 October 2026, lists two plans: $2.50 per user per month for a single location or schedule and $5 per user per month for multiple locations or schedules. Both include scheduling, time and attendance and team messaging, with a 14-day free trial and no setup fees. A 30-person single-site team pays $75 a month.

When I Work is a scheduling, time clock and team messaging app for hourly teams in shops, restaurants, clinics and multi-site operators. It sits on the same shortlist as Homebase, Connecteam, Deputy and 7shifts. Its price unit is the user, so cost rises in a straight line with headcount, while Homebase and 7shifts charge per location.

When I Work's help center says the bill depends on three things: "the plan selected, the number of seats purchased, and whether you choose to be billed monthly or annually." Every price below was read in a rendered browser on 25 October 2026 and the arithmetic comes from a script committed with this article. All prices are in US dollars.

How much does When I Work cost per month?

When I Work sells two plans, both priced per user per month.

Every plan includes employee scheduling, time tracking and attendance, and team messaging. The single-location card lists Auto Scheduling, time-off and availability requests, the built-in time clock, labor reports and forecasts, and payroll and point-of-sale integrations. The multi-location plan adds unlimited job sites, schedules and locations, labor sharing between departments and locations, custom reporting and role permissions, multiple time zone management and advanced privacy and data controls.

Monthly cost at list price:

Over a year of monthly billing, 30 users cost $900 on the single-location plan and $1,800 on the multi-location plan. The multi-location plan is exactly twice the single-location price per user.

Who counts as a user on When I Work?

Everyone with a login. The help center defines a user as "anyone with a login to your workplace account. This includes admins, managers, supervisors, and employees." Managers who build the schedule are billed like the staff who work it.

Seats are sold in blocks. "Depending on your plan, you will be billed in bundles of five or 10 seats," the billing FAQ says, with the example that a team of 23 users on five-seat bundles is billed for 25 seats. On the single-location plan that is $62.50 a month instead of $57.50, or $75 if your plan bills in bundles of 10.

Seats do not follow your roster automatically. The FAQ says the seat count "is not automatically adjusted when adding or archiving profiles on the Users page," so an admin has to add or remove seats on the Account & Billing page. Seat changes "take effect immediately."

Does When I Work offer a discount for annual billing?

Yes, but the pricing page does not print an annual price. The FAQ says When I Work "is billed on a month-to-month or annual basis," and the help center says annual accounts "pay for a 12-month subscription in advance for a discounted rate." The plan-switching guide tells account owners to click "Annually (5% discount)" to compare monthly and annual pricing; no annual dollar figure is published.

Annual billing comes with less flexibility than monthly:

For seasonal businesses the hibernation rule matters. A monthly account can be hibernated to "suspend payment processing," for at least 30 days and up to 13 months, after which it is deactivated. The help center recommends monthly billing "if your team will not use your account all year."

What fees and terms should you know before buying?

• No setup fees: the pricing page says "No setup fees, no feature restrictions, and no surprises."
• No refunds: "When I Work does not offer refunds as stated in Section 7C of our Terms of Service." Monthly accounts can downgrade any time, but "credits for downgrading are not offered."
• Payment: Visa, Mastercard and American Express, per the pricing FAQ. The help center adds ACH for accounts with a US bank account on the current billing engine.
• Enterprise: the pricing page asks "Looking for single sign on or API access?" and invites larger organizations to "discuss enterprise workforce management pricing built for scale." No enterprise price is published.
• Payroll partner offer: When I Work customers get their "first six months of Rippling completely free." For Rippling's own list prices, see our Rippling pricing breakdown.

Is When I Work free?

No. There is no free plan on the pricing page. The free option is a 14-day trial of every feature, with "No credit card required." After the trial you choose the single-location or multi-location plan.

How does When I Work compare to Homebase, Connecteam, Deputy and 7shifts?

The five tools meter price differently. Prices below are monthly-billing list prices read on each vendor's own pricing page on 25 October 2026.

Monthly list cost for one location on each vendor's cheapest paid plan that fits the team:

Per-user pricing wins for small sites. When I Work costs less than Homebase Essentials below 12 users, less than Connecteam Operations Basic below 14 users and less than 7shifts Essentials below 18 users, and $3 a user less than Deputy Lite's $5.50 on monthly billing at every size. Above those headcounts, flat per-location or per-hub pricing gets cheaper. With annual billing, Homebase Essentials drops to $24 and the break-even falls to 9.6 users.

Across sites the gap widens. Three locations with 20 people each (60 users) cost $300 a month on When I Work's multi-location plan, against $90 on Homebase Essentials, $210 on Homebase Plus and $330 on Deputy Lite. The plans are not identical bundles, so compare features as well as price. Our time tracking software comparison covers the category in more depth.

How does Noon fit next to When I Work?

When I Work manages the people you already have: schedules, clock-ins and shift swaps. It does not find new hires. When a shift team needs more people than job-board applicants supply, that is a sourcing job, and it matters most in high-volume recruiting and retail hiring.

Noon is an AI sourcer built for that side. It searches the whole web for candidates, not just LinkedIn, evaluates them against your role's criteria, finds contact details, runs personalized email and SMS outreach and books interviews, with 20+ ATS integrations. Noon sells one plan with unlimited sourcing, unlimited email enrichment, unlimited contacts, unlimited agents and unlimited seats, so cost does not climb with headcount the way per-user tools do. Noon does not publish a dollar price; pricing is quote-based. For the rest of the stack, see our guide to recruiting software for small businesses and the recruiting software pricing index.

Sources and methodology

• When I Work pricing page, read rendered in Chrome via Playwright on 25 October 2026, including the plan cards, the "What's included in every plan" list and the FAQ. The page has no monthly or annual toggle.
• When I Work help center: account and billing FAQ, switching to a different plan (updated 18 December 2025), hibernating your account and managing user seats, read rendered on 25 October 2026.
• Homebase, Connecteam, Deputy and 7shifts pricing pages, read rendered on 25 October 2026; Homebase, Deputy and 7shifts once per billing toggle.
• Vendr's When I Work page was checked on 25 October 2026 and lists no buyer-reported contract values, so no third-party estimate is used.
• Demand check: DataForSEO Google Ads volume, US, 25 October 2026: 260 searches a month each for "when i work pricing," "when i work price" and "wheniwork pricing," and 70 for "when i work cost."
• Cost tables, seat-bundle examples, break-even headcounts and the multi-site example come from seo/research/stats/when-i-work-pricing-2026/compute.py. Exact quotes and fetch times are in the committed sources.json.

Limitations

• These are point-in-time list prices in US dollars on 25 October 2026, before tax.
• When I Work does not publish its annual price in dollars. The help center labels the annual option a 5% discount, but the tables use the per-user prices on the pricing page.
• The help center does not say which plan bills in bundles of five seats and which in bundles of 10, so the tables assume your user count fills whole bundles.
• The comparison uses each vendor's cheapest plan that fits the team size. The plans include different features, and Connecteam and Deputy sell further add-ons not counted here.
• Sling's pricing page was read, but its billing toggle did not change the displayed prices, so it is left out of the comparison.

FAQ

Does When I Work charge per employee?

Yes. Both plans are priced per user per month, and every login counts, including admins, managers and supervisors. Seats are billed in bundles of five or 10 depending on the plan.

How much is When I Work for 20 employees?

At list price, $50 a month on the single-location plan or $100 a month on the multi-location plan, as long as 20 people are all the logins you need.

Does When I Work have a free plan?

No. It offers a 14-day free trial of every feature with no credit card required, then a paid plan from $2.50 per user per month.

Can I cancel When I Work at any time?

Yes. The pricing FAQ says you can switch plans, add or reduce seats, or cancel "with no contracts or hidden fees." When I Work does not offer refunds, and annual accounts can only remove seats or downgrade near renewal.

Is When I Work cheaper than Homebase?

For one location with fewer than 12 users on monthly billing, yes. From 12 users up, Homebase Essentials at a flat $30 a location a month costs the same or less.

About the author

Rey Sivji is Head of Growth at Noon AI and checked these prices on 25 October 2026. Spotted a price change or a figure we should add? Email rey@noon.ai.