When I Work vs Paylocity

Connecteam

Wageloch

7shifts

An all-in-one employee app that's both powerful, affordable and easy to use, especially for the mobile workforce.

Wageloch is a cloud-based human resource and workforce management platform that automates rostering, staffing, time and attendance tasks, onboarding, and other processes.

7shifts is a comprehensive team management platform designed specifically for the restaurant industry. The solution offers a suite of features to streamline operations and enhance efficiency across various restaurant types, from independent establishments to enterprise-level groups and franchises. The platform's scheduling capabilities allow managers to create schedules that align with the team's availability and the restaurant's staffing needs.

Use When I Work to schedule, track time and attendance, and communicate with employees, all in one place. Create schedules quickly and easily. Team members can receive staff schedules via notification, email, or text. It offers a time & attendance module to let employees use a mobile time clock through a custom device or a terminal.

Access Controls/Permissions

Accounting Integration

Activity Dashboard

Activity/News Feed

Activity Tracking

Alerts/Notifications

Appointment Scheduling

Approval Process Control

Attendance Management

Attendance Tracking

Automated Scheduling

Automatic Time Capture

Availability Management

Billable & Non-Billable Hours

Budgeting/Forecasting

Calendar Management

Calendar Sync

Class Scheduling

Client Database

Clock In/Out

Collaboration Tools

Committee Management

Communication Management

Compliance Management

Cost Management

Customizable Reports

Dashboard

Data Import/Export

Drag & Drop

Email Reminders

Employee Database

Employee Management

Employee Onboarding

Employee Portal

Employee Profiles

Employee Scheduling

Employee Time Tracking

Event Management

Event Scheduling

Facility Management

Facility Scheduling

Faculty/Staff Management

File Sharing

Forecasting

For Retail

For Salons and Spas

For Small Businesses

Geofencing

Group Scheduling

HR Management

iCalendar Support

Labor Cost Calculator

Labor Cost Reporting

Labor Forecasting

Labor Management

Leave Tracking

Messaging

Mobile Access

Mobile Alerts

Mobile App

Multi-Channel Communication

Multi-Location

Multiple Billing Rates

No-Show Tracking

Offline Access

Offline Time Tracking

On Call Scheduling

Online Booking

Online Time Clock

Online Time Tracking

Overtime Calculation

Payroll Management

Performance Metrics

Physician Management

Real-Time Analytics

Real-Time Chat

Real-Time Data

Real-Time Monitoring

Real-Time Notifications

Real-Time Reporting

Real-time Scheduling

Real-Time Updates

Reminders

Reporting/Analytics

Reporting & Statistics

Resource Allocation

Resource Management

Resource Scheduling

Schedule Distribution

Scheduling

Search/Filter

Secure Data Storage

Self Service Portal

Shift Management

Shift Scheduling

Shift Swapping

Sick Leave Tracking

Single Sign On

SMS Messaging

Reviews for When I Work come from a wide variety of industries, including food & beverages (9% of reviewers), retail (8%), and hospital & health care (6%). The most frequent use case for When I Work cited by reviewers is employee scheduling (66% of reviewers).

Users and use cases

Reviewers indicate that When I Work offers a cost-effective free plan and flexible payment options, and they appreciate the tiered pricing. Some users report escalating costs for larger teams, frustration with locked features, and issues with pricing transparency.

Value for money

When I Work is a scheduling tool with key features that include mobile access, employee scheduling, calendar management, employee management, schedule distribution, timesheet management, and more.

When I Work

Web-based

iPhone

iPad

Android

Homebase

QuickBooks Time

Gusto

ADP Workforce Now

Sling

WhenToWork

Planday

MakeShift

Paylocity

Buddy Punch

ZoomShift

Humanity Schedule

Single Location or Schedules

Multi Location or Schedules

Email overload and communication issues

Founder

Notifications can only be sent to the email address of the account holder, which means that I can't do something as simple as delegate time off requests to someone else.  

44% of reviewers feel negative about Email Notifications. Users report being overwhelmed by excessive emails, including reminders and tips, which clutter their inboxes. Reviewers say it’s difficult to manage communication when notifications can only be sent to account holders, and some find it hard to reach employees who don’t regularly check email. They mention that support is only available via email and responses can be slow, making it challenging to resolve urgent issues. Some users feel the system lacks flexibility in how notifications are delivered.

Unreliable and overwhelming notifications

COOK

I think the worst thing for me is that the notifications always seem to be off; they don't ever want to work for me or a few other people for that matter. And that can be very very dangerous in a job that you no call no show on.

Owner

Notifications rarely work correctly and no proper fix has been provided .

65% of reviewers feel negative about Notifications. Users say notifications are often delayed, missed, or inconsistent, making it difficult to stay updated on schedule changes or messages. Reviewers indicate that some alerts do not arrive in real time, while others are excessive and hard to manage, leading to important information being overlooked. They find it frustrating when notification settings lack customization or when reminders are overwhelming, which can impact communication and shift coverage.

Limited and frustrating availability tools

Pharmacist

Syncing is buggy, sometimes the availability updated in the app is not reflected in the website

40% of reviewers feel negative about Request and Availability Management. Users report that managing availability and time-off requests is cumbersome, with limitations on setting preferences, editing requests, or requiring management approval. Reviewers say syncing issues and confusing workflows make it hard to keep information up to date, and some find the lack of configurable rules or read-only access problematic. They mention that inconsistent updates and difficulties with logging in or resetting passwords add to their frustration when managing requests.

Frequent glitches and reliability problems

Chef

I personally think there were a lot of bugs with the app and the website which cause more than a few misunderstandings and payroll and it work situations.

President

There have been too many issues in the few months that we have been using it to recommend the software, including functionality not working that has still not been corrected.

72% of reviewers feel negative about Bugs and Issues. Users report experiencing frequent glitches, slow loading times, and occasional crashes that disrupt their workflow. Reviewers say these issues sometimes lead to incorrect time logging, lost requests, or problems accessing the app, especially after updates. They find it frustrating when bugs affect critical functions like payroll or scheduling, and mention that technical support is often slow to resolve these problems. Some users feel ongoing reliability concerns undermine their confidence in the software.

High and confusing pricing structure

The main reason i'm dissapointed with the software is that if you pay for the next month on the 3rd of the month and cancel on the 4th, you lose access immediately AND they provide no refunds.

42% of reviewers feel negative about Pricing. Users say the cost is high compared to similar products, especially for larger teams or when advanced features require additional fees. Reviewers report frustration with per-user pricing, lack of transparency about costs, and limited features in the free version. They find it difficult to manage budgets due to variable fees and say customer service is unhelpful with billing issues. Some users mention problems with refunds, overcharges, and being locked into annual contracts without clear information.

Visual schedule organization

Marketing Manager

The colour-coding lets everyone see their own shifts at a glance, and managers can easily spot any gaps in the coverage.

88% of reviewers feel positive about Color-Coded Scheduling. Users think color coding helps them quickly identify shifts, roles, and locations at a glance, making the schedule easier to understand. Reviewers appreciate being able to customize colors for different events, jobs, or teams, which helps with organization and reduces scheduling errors. They say the visual clarity is especially useful for managing multiple positions or venues, and that it makes the schedule more user-friendly and visually appealing for both managers and employees.

Simple and clear navigation

I like when i work over other things because its organized and easy to navigate

Independent Contractor

It is very user-friendly, easy to navigate, and saves time for an employee to punch in and out.

87% of reviewers feel positive about Navigation. Users find the software easy to navigate, with a clean interface and straightforward menus that make it simple to locate features and complete tasks. Reviewers indicate that both new and experienced users can quickly learn how to move through the app, saving time and reducing frustration. They appreciate the organized layout, calendar views, and logical structure, which help them stay organized and manage schedules efficiently without unnecessary complexity.

Mobile scheduling convenience

91% of reviewers feel positive about Phone Access to Schedule. Users say being able to view, update, and manage schedules from their phones is essential for staying informed and organized. Reviewers indicate that real-time mobile access allows both managers and employees to check shifts, receive instant updates, and communicate easily, even when away from the workplace. They find mobile clock-in/out and shift swaps particularly valuable, and appreciate that the app works well across different devices, making it easy for everyone to stay connected and reduce scheduling confusion.

Intuitive and accessible design

94% of reviewers feel positive about Ease of Use. Users think the interface is modern, intuitive, and easy to learn, which helps them quickly adapt to the software. Reviewers appreciate the clear dashboard, drag-and-drop features, and logical layout, making it simple to organize schedules and access information. They say the system is reliable and offers helpful tutorials and support, reducing the learning curve for new users. Some users report that the software’s flexibility and customization options allow them to tailor it to their business needs, further enhancing their overall experience.

Owner CEO

It helps to track attendance and can be linked/synced to the business payroll (I used When I work and send the attendance ( work hours info) straight to QuickBooks for payroll—readily available customer support.

Chiropractor

When I Work has very accurate geofencing that allowed our team to track employee arrivals, departures, and location.

Pilates transformation expert

Biggest pro is that the app is usable via mobile devices so that employees can swap shifts at any time of day.

Patient Care Coordinator

I can only see my accumulated hours after I’ve fully clocked out, which makes it difficult to monitor my time throughout the week and avoid going into overtime.

Education Program Coordinator

Staff can quickly see schedules, which allows me to plan ahead knowing which staff are working which days.

Marketing Specialist

I had a good experience using When I Work due to the fact that it made scheduling easy and also employees ability to request time off and how easy it made it to create schedules for many different employees at one time.

Manager

What I liked most about using When I Work was the ability to communicate with all other team members about schedule related issues i.e: the ability to release and exchange shifts.

Accountant

Great in terms of getting update on my schedule and also have access to add or reduce my clock in and clock out time.

Clinical Operations Manager

Being able to add comments, lunches, and other notes directly onto shifts is another great feature too.

Administrative Assistant

In my role as Executive Assistant, it has saved me a lot of time to focus more on other tasks because the repetitive tasks are already taken care of by When I Work.

Compliance

In practice, instead of managing shifts through Excel or emails, everything is centralized: schedules, availability, and communication.

Night Nanny Provider

Sometimes, it isn't the best about sending notifications for changes in a shift or a switch in times needed.

Intake Coordinator

Some more advanced options may be missing as needed. And sometimes schedule adjustments can take a little time if everyone doesn't update properly.

HR manager

What stands out most about When I Work is how simple it makes something that’s usually messy: managing schedules and communication for hourly teams.

Easy scheduling options and time off requests and ability to make a work day as a specific task.

I like that employees can drop or split shifts, and the chat feature is very helpful for communication.

General Manager

I like the ease of scheduling (including copying schedules from one week to the next), as well as being able to view employee's time submitted and notices when there is overtime.

Admin

Notifications sometimes lag, reporting is limited, and the mobile app can be a bit slow occasionally.

When I Work vs Paylocity Comparison (2026)

When I Work

Paylocity

Overview

Video & Screenshots

Pricing

User reviews

Key features

Integrations

Alternatives