ShiftCal vs When I Work
When I Work sells scheduling from $2.50/user with time tracking as a paid add-on; ShiftCal includes the AI assistant, time clock and legal time records in one €2.99 price, plus a free tier. Here is the full comparison.
Short answer: for most shift teams — and especially teams outside the US — ShiftCal is the more complete package: an AI assistant on every plan (free tier included), a built-in time clock (GPS, selfie and kiosk PIN/QR) at no extra cost, 8 languages, per-country compliance warnings and a free-forever plan for up to 5 employees. When I Work is a US-focused scheduler with a $2.50/user entry price, time tracking sold as a paid add-on, and payroll integrations centred on US providers.
The pricing structures differ in an important way. When I Work’s advertised prices ($2.50, $5 and $8 per user/month) cover scheduling; Time Tracking & Attendance appears as an optional add-on toggle on each plan, so budget for the combined price if you need a time clock. ShiftCal’s Pro plan is a single €2.99 per active employee per month with the time clock, payroll export and legal time records included, and there is a free plan for up to 5 employees.
When I Work has no comparable free tier — its entry point is a 14-day free trial — but it offers things ShiftCal does not, such as built-in team messaging and labor sharing across locations. Both products offer auto-scheduling, open shifts, shift swaps and mobile apps for iOS and Android.
| Feature | ShiftCal | When I Work |
|---|---|---|
| AI assistant | Builds and edits schedules by chat; answers questions about coverage, hours and time off | No chat-based AI assistant advertised; auto scheduling tools instead |
| Auto-scheduling | Yes — skill-aware, with labour cost and fairness optimisation | Yes — auto scheduling on all plans; advanced rules and forecasting on Pro and Premium |
| Time clock | Included: GPS, selfie verification and kiosk mode with PIN or QR | Time Tracking & Attendance offered as an optional paid add-on toggle on every plan |
| Breaks | Paid and unpaid in-shift breaks with per-country statutory warnings | Break tracking as part of the Time Tracking & Attendance add-on |
| Payroll | Payroll-ready exports and signed monthly PDF time records | Integrations with Gusto, Paychex, QuickBooks Online, Square Payroll, Rippling, OnPay |
| Free tier | Free forever for up to 5 employees and 1 location, no card required | No free plan; 14-day free trial with no credit card required |
| Per-user price | €2.99/employee/mo (launch pricing); save 19% billed annually | $2.50 (Essentials), $5 (Pro) or $8 (Premium) per user/mo; time tracking add-on extra |
| Open shifts & swaps | Yes — open shifts, swap requests and take requests with manager approval | Yes — OpenShifts and shift swapping on all plans |
| Platforms | Web, iOS and Android | Web, iOS and Android |
| Languages | 8 languages with automatic detection | English-first product and website |
| Geographic focus | International: per-country compliance warnings, EUR and USD pricing | Primarily US market, with US-centric payroll partners |
| API & SSO | Enterprise plan: SSO, API and dedicated onboarding | Premium plan ($8/user/mo): API key access, webhooks, SAML/SSO |
Choose ShiftCal if…
- You want an AI assistant that builds and edits the schedule from a chat conversation instead of clicking through grids.
- You need a time clock (GPS, selfie or kiosk PIN/QR) without paying for a separate add-on — it is included in every ShiftCal plan.
- Your team works outside the US: 8 languages, per-country compliance and break warnings, and pricing in EUR or USD.
- You want signed monthly PDF time records and payroll-ready exports for legal record-keeping requirements.
- You have 5 or fewer employees and want a genuinely free plan rather than a trial that expires.
- You care about fair schedules: ShiftCal’s auto-scheduler balances hours, skills and labour cost across the team.
Choose When I Work if…
- You specifically need built-in team messaging — When I Work includes in-app chat, which ShiftCal does not offer today.
- You run US payroll and need its direct integrations with Gusto, Paychex, QuickBooks Online, Square Payroll, Rippling or OnPay.
- You need labor sharing across locations and custom unit forecasting, available on its $5/user Pro plan.
- You only need scheduling with no time clock, and the $2.50/user Essentials base price fits: adding Time Tracking & Attendance costs extra.
- You need API access, webhooks and SAML/SSO at a published self-serve price (Premium, $8/user/month).
Pricing compared
When I Work prices per user per month: Essentials at $2.50, Pro at $5 and Premium at $8, each with a 14-day free trial and no credit card required. Time Tracking & Attendance is presented as an optional add-on toggle on each plan, so the effective price with a time clock is higher than the base rate. There is no free plan. ShiftCal is free for up to 5 employees and 1 location, and Pro costs €2.99 per active employee per month (launch pricing, 19% off billed annually) with the time clock, AI assistant, payroll export and legal time records all included; a 14-day Pro trial requires no card.
Prices change and promotions come and go — always confirm current pricing on wheniwork.com and shiftcal.app/pricing before deciding. Both products let you cancel at any time without long-term contracts.
Frequently asked questions
Is ShiftCal cheaper than When I Work?
It depends on what you need. For scheduling only, When I Work Essentials ($2.50/user/mo) is below ShiftCal Pro (€2.99/employee/mo). If you also need a time clock, ShiftCal includes it while When I Work sells Time Tracking & Attendance as an add-on on top of the base price, which typically makes ShiftCal the cheaper complete package. Teams of 5 or fewer can use ShiftCal completely free.
Does When I Work have a free plan?
No. As of July 2026, When I Work offers a 14-day free trial with no credit card, but no permanent free tier. ShiftCal has a free-forever plan for up to 5 employees and 1 location.
Does When I Work have an AI scheduling assistant?
When I Work offers auto scheduling and forecasting tools, but does not advertise a chat-based AI assistant. ShiftCal includes an AI assistant that can create and edit schedules, answer questions about hours and coverage, and manage time off through conversation.
Which is better for teams outside the United States?
ShiftCal is built for international teams: 8 languages, per-country compliance and break warnings, signed monthly PDF time records, and EUR/USD pricing. When I Work is an English-first product whose payroll integrations (Gusto, Paychex, Square Payroll and others) are US-centric.
What does When I Work do that ShiftCal does not?
When I Work includes built-in team messaging, labor sharing across locations and direct US payroll integrations (Gusto, Paychex, QuickBooks Online and others). ShiftCal does not currently offer in-app chat; it focuses on AI scheduling, an included time clock and compliance-ready records.
Competitor facts last verified on 2026-07-21. All trademarks belong to their respective owners. Competitor details come from their public websites and may change — always check their current pricing.