When I Work costs $2.50 per user per month for a single location and $5 per user per month for multiple locations, and the time clock (time and attendance with GPS clock-in) now comes in every plan instead of as a separate add-on. That means a 10-person team at one location pays $25 a month and a 25-person team pays $62.50, on monthly billing. Below: both plans as published on wheniwork.com/pricing (checked October 15, 2026), the bill worked out at 10, 25 and 50 people, what the multiple-locations plan adds, the costs that are easy to miss, and how Homebase, Deputy and ClockOut compare at the same team sizes.
When I Work pricing in 2026, plan by plan
When I Work sells one product (scheduling, time clock and team messaging) at two per-user prices. The price depends on how many locations or schedules you run, not on which features you want. A third option, Enterprise, has no public price.
| Single location or schedule | Multiple locations or schedules | |
|---|---|---|
| Price, monthly billing | $2.50 per user per month | $5 per user per month |
| Price, annual billing | Discounted, not published | Discounted, not published |
| Free plan | None | None |
| Free trial | 14 days, everything included, no card | 14 days, everything included, no card |
| Scheduling with auto scheduling | ✓ | ✓ |
| Time clock with GPS clock-in | ✓ | ✓ |
| Geofencing | FAQ says staff can clock in with GPS or geofencing; no plan limit shown | Same |
| Open shifts and shift swaps | ✓ | ✓ |
| Team messaging | ✓ | ✓ |
| Payroll and POS integrations | ✓ | ✓ |
| Locations, schedules and job sites | One location or schedule | Unlimited job sites, schedules and locations |
| Labor sharing between departments and locations | Not listed | ✓ |
| Custom reporting and role permissions | Not listed | ✓ |
| Multiple time zones | Not listed | ✓ |
Source: wheniwork.com/pricing, checked October 15, 2026, in a browser. “Not listed” means the plan card does not mention it, so ask When I Work before you count on it. The page also lists these in every plan: shift templates and scheduling rules, labor forecasting and budgeting, overtime and break tracking, paid break tracking, tips tracking, absence tracking, time off and availability, skills and certification management, task and document sharing, shift confirmation alerts, blocking early clock-ins, workplace announcements and live support.
What changed: the time clock is in every plan
Older When I Work pricing sold time tracking and attendance as an add-on you switched on next to a scheduling plan, so many reviews quoted a higher combined price per person. The current pricing page says it plainly in its FAQ: “Every plan includes employee scheduling, time and attendance software, and team messaging.” If you budgeted from a review written before this change, your When I Work number is probably too high.
Who counts as a user
When I Work’s billing help page says a user is anyone with a login: admins, managers, supervisors and employees. So a 25-person team means 25 paid users, the owner included. The same page says seats are billed in bundles of five or 10, depending on your plan, and that pending users who asked to join without an invite do not take a seat.
What When I Work costs at 10, 25 and 50 people
The math is one line: number of users times the per-user price. Here it is at three common team sizes, monthly billing, with everyone who logs in counted.
| Single location ($2.50) | Multiple locations ($5) | |
|---|---|---|
| 10 people | 10 × $2.50 = $25 | 10 × $5 = $50 |
| 25 people | 25 × $2.50 = $62.50 | 25 × $5 = $125 |
| 50 people | 50 × $2.50 = $125 | 50 × $5 = $250 |
| 25 people, per year on monthly billing | 12 × $62.50 = $750 | 12 × $125 = $1,500 |
| Annual billing | Ask sales (not published) | Ask sales (not published) |
Monthly list prices from wheniwork.com/pricing, checked October 15, 2026. Sales tax is not included. When I Work does not publish a minimum number of users.
Single location vs multiple locations
The $5 plan costs twice as much per user. The bill is the plan you pick times the seats you buy, so every seat moves to $5, not only the people at the second site. Here is what the extra $2.50 per person buys, according to the two plan cards.
- More than one schedule. The cheaper plan is named “Single location or schedule”. In When I Work, a schedule is a group of employees, and the help center glossary says you might set up several for different physical locations or for different teams or departments. Going by the plan name, two schedules, even under one roof, point you to the $5 plan, so confirm with When I Work. Inside one schedule you can still use positions (cashier, cook, server) to sort shifts.
- Job sites. The $5 card lists “Unlimited job sites, schedules, and locations”. The $2.50 card does not say how many job sites it allows. Cleaning, home care and field crews that send people to client addresses should ask.
- Labor sharing. Open shifts can be shared between departments and locations so qualified people at another site can pick them up.
- Custom reporting and role permissions. These are listed on the $5 card, not the $2.50 one. A single-location team that needs to limit what managers can change should check which plan it needs.
- Time zones and privacy controls. Multiple time zone management, shift coverage views and advanced privacy and data controls.
| One location ($2.50) | Two or more locations ($5) | Difference | |
|---|---|---|---|
| 10 people | $25 | $50 | +$25 a month |
| 25 people | $62.50 | $125 | +$62.50 a month |
| 50 people | $125 | $250 | +$125 a month |
The number of locations does not change the bill once you are on the $5 plan. Three sites with 25 people total costs $125 a month, the same as two sites.
Add-ons and costs that are easy to miss
When I Work does not sell paid feature add-ons on its pricing page, and it says there are no setup fees and no contracts. The costs to plan for are about seats and billing terms. Most of these come from its account and billing FAQ.
- Seats do not shrink on their own. Archiving someone on the Users page does not change the number of seats you pay for. An admin has to remove seats by hand. With seasonal or high-turnover staff, unused seats are the most common way to overpay.
- Annual plans lock your seat count. Annual accounts can add seats at any time but can only remove them in the 30 days before renewal, and they can only downgrade at renewal. Annual plans also renew by hand and cannot be paused.
- No refunds. If you cancel, access ends right away and unused time is not refunded. Upgrades are prorated; downgrades on monthly billing get no credit.
- The annual price is a quote. The help page says an annual plan is paid 12 months in advance at a discounted rate, but neither page publishes that rate.
- Payroll is a separate bill. When I Work connects to payroll and POS systems but does not run payroll itself. The pricing page promotes six free months of Rippling, a partner; after that you pay Rippling’s own price, which is not on When I Work’s page.
- Single sign-on and API access. The pricing page sends teams that want these to sales, so plan on an Enterprise quote if you need either.
- Sales tax. List prices exclude tax. US businesses that are tax exempt can send their exemption form to When I Work support.
What When I Work does well
When I Work is a widely used scheduling app for hourly teams (it says over 200,000 workplaces use it), and the pricing is a big part of why. To be fair about it:
- Low, simple per-user price. $2.50 a person with the time clock included is a low price for a single site. There is no base fee, so a team of 10 really does pay $25.
- No feature tiers. Both plans include scheduling with auto scheduling, the time clock, messaging, open shifts and swaps, forecasting, tips tracking, skills and certifications, tasks and announcements. You choose by locations, not by features.
- Live payroll and POS integrations. These are in every plan. Tools that only hand you an export file (ClockOut is one) add a manual upload step each pay period.
- Built for seasonal teams. Monthly accounts can be hibernated for 30 days or more to stop billing in the off season, and seats can be added or removed any time.
- Easy to try. A 14-day trial with every feature and no card, and month-to-month billing with no contract.
When When I Work is the better buy
- One location, 10 to 50 people, one schedule. This is where When I Work is at its cheapest: $25 to $125 a month with the time clock and messaging included.
- You want your POS or payroll connected, not exported. Restaurants and retailers that forecast from POS sales or want hours to flow into payroll without a file upload get that on the cheapest plan.
- You close for part of the year. Hibernating a monthly account beats paying for empty seats.
- You need skills and certification tracking on a budget. It is in both When I Work plans. On ClockOut it is a Pro feature.
When I Work is a weaker fit if you run several departments that each want their own schedule at one site (that alone doubles the price), if your headcount swings and nobody will trim seats every month, or if you want a free plan. For the tools teams switch to, see the best When I Work alternatives, and for the trade against an all-in-one app, see Connecteam vs When I Work.
When I Work vs Homebase, Deputy and ClockOut at 10, 25 and 50 people
Each tool counts differently. When I Work and Deputy charge per user. Homebase charges per location with unlimited employees. ClockOut charges a base fee for the first 5 people, then per person. Here is what each costs on the cheapest plan that has a weekly schedule and a phone time clock that records location, at one location, on monthly billing.
| When I Work | Homebase | Deputy | ClockOut | |
|---|---|---|---|---|
| Plan used | Single location, $2.50 per user | Essentials, $30 per location | Lite, $5.50 per user | Starter, $19 a month for up to 5 people, then $3 per extra person |
| 10 people | $25 | $30 | $55 | $34 |
| 25 people | $62.50 | $30 | $137.50 | $79 |
| 50 people | $125 | $30 | $275 | $154 |
| 25 people, annual billing (per month) | Not published | $24 | $125 | $63.20 |
| Free plan | None | Basic: 1 location, up to 10 employees | None | Up to 2 people |
| Free trial | 14 days, no card | 14 days of All-in-One, no card | Not stated on the pricing page | 14-day Starter trial, no card |
| Open shifts and swaps on this plan | ✓ | ✓ | ✓ | ✓ |
| Phone clock-in with location on this plan | ✓ | ✓ | ✓ | ✓ |
| Payroll | Payroll and POS integrations | Integrations; Homebase Payroll add-on $49 a month + $6 per employee paid | Integrations; Deputy Payroll $49 a month + $8 per user (annual Core and Pro, US) | Generic CSV on every plan; payroll-ready files in ADP, Gusto and QuickBooks formats on Pro |
| Minimum | None stated | None (flat fee) | $30 a month on monthly plans | $19 base fee |
Prices from each vendor’s pricing page, checked October 15, 2026: When I Work, Homebase, Deputy, ClockOut. Headcount includes the owner and managers. List prices, before sales tax and payroll processing. Promotions are left out.
Three locations
| When I Work | Homebase | Deputy | ClockOut | |
|---|---|---|---|---|
| Plan needed | Multiple locations, $5 per user | Essentials × 3 locations | Lite (not priced by location) | Pro (multiple locations are Pro only) |
| 10 people | $50 | $90 | $55 | $69 |
| 25 people | $125 | $90 | $137.50 | $159 |
| 50 people | $250 | $90 | $275 | $309 |
Read plainly: at one location When I Work is the cheapest of the four at 10 people, and Homebase Essentials is cheapest at 25 and 50 because its $30 covers unlimited employees. Deputy Lite costs a little more than twice When I Work at every size. ClockOut Starter costs more than When I Work at every size in the table: $9 more at 10 people, $16.50 more at 25 and $29 more at 50. At three locations ClockOut needs Pro, and Pro costs more than When I Work at all three sizes and more than any of the four at 25 and 50 people. For every scheduling tool’s cost at these sizes, see what employee scheduling software costs.
What ClockOut does differently
If price per person is all that matters, When I Work wins against ClockOut. The reasons a team still picks ClockOut are about how it bills and what is on each plan:
- The bill follows the team. ClockOut charges for active people only, owner and admins included, with no seat bundles. When you add or deactivate someone, the subscription updates on its own, so nobody has to remember to trim seats.
- Starter covers the punch controls. $19 a month for up to 5 people, then $3 per extra person. It includes geofenced clock-in, a shared tablet kiosk with PIN or QR badge, clock-in tied to the scheduled shift, an exception inbox for late and missed punches, open shifts and swaps, team chat and announcements. Every plan stamps GPS location on each clock-in and clock-out.
- Pro is built around payroll day. $39 a month for up to 5 people, then $6 per extra person. It adds multiple locations, payroll runs you approve and lock, payroll-ready exports in ADP, Gusto and QuickBooks formats, device and IP locks, and skills and certifications. Annual billing takes 20% off either plan.
What ClockOut does not do: it has no live payroll or POS connection (you download a file and upload it to your provider), it does not run payroll, and skills tracking is not on Starter. The full side-by-side is in ClockOut vs When I Work, and current ClockOut prices are on the pricing page.