When I Work vs HubSpot CRM

QuickBooks Time

Zoho CRM

Pipedrive

ActiveCampaign

7shifts

Homebase

Compare When I Work and HubSpot CRM based on features, pricing, verified reviews, integrations & more on GetApp. Find out which software is best for your business in 2026.

Connecteam

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

Wageloch

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, and send the schedule to staff with just a click. Save time. Improve accountability. 14-day free trial.

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 (9%), and hospital & health care (6%). The most frequent use case for When I Work cited by reviewers is employee scheduling (65% of reviewers).

Users and use cases

Some reviewers feel When I Work offers good value for small teams, and they appreciate the free trial and flexible pricing. However, some users say per-employee costs rise for larger teams, and they report confusing pricing and limited basic features.

Value for money

When I Work is a scheduling solution offering key features such as mobile access, employee scheduling, calendar management, employee management, schedule distribution, and timesheet management, among others.

When I Work

Web-based

iPhone

iPad

Android

Single Location or Schedules

Multi Location or Schedules

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.

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.

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 of Benefit Education Accounts

Being able to pull reports in the way that we need them and adding enough information into the scheduling request / dashboard.

Director of Operations

Staff members are able to ask for time off as well as switch shifts for clear documented communication to their managers.

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.

Assistant Director

It’s been nice seeing our team collaborate and swap shifts without needing us in the middle and it’s assisted with ensuring proper hours for payroll

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.

It is overall user error when staff members changed their email address or turn off their notifications and pretend to not know their schedule.

Quality Control Specialist

At this job, we primarily used it for scheduling and communication, so other tools were not used.

This program saves us so much time and eliminates all confusion and questions that a staff member may have about their schedule.

Box Office Manager

It works well overall but has some issues, like schedules not showing up in the app at times, and doesn't have some features that we would like, like the ability to log staff in automatically when they're on the premises.

Digital Librarian

Each time there is an update to the schedule made by another person you have to reload the website, which generally loses what you were doing, but this also leads to issues where employees who have the website up and are working on their schedules will not know that there are changes being made to the schedules.

The overall look could use a little updating to achieve a modern look, similar to the apps and tools we use today.

The app could be slightly clearer, but overall it’s a reliable and efficient tool that has made workforce management much easier for our business.

Account Manger

There’s many functions that allow me to stay organized for work, especially my shifts!

We mainly used it for scheduling and the chat feature.

Also, it’s hard to see changes to schedules even when an accident is made.

HR Coordinator

The look and feel of the user interface was a little too outdated (,my personal opinion)- and I know they can be better

Marketing Manager

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

CVT Supervisor

Our office manager/practice manager did a great job with training and getting the main templates ready before going LIVE.

This tool has saved me from miscommunication and scheduling conflicts many times.

Using it mostly as a database to integrate into our primary application.

Program Coordinator

Most beneficial thing for me was getting my hands on it and trying it out for myself and then communicating with staff on how to use it.  

There have been times when notifications didn’t come through or the app didn’t load properly, which can be frustrating when you need to check your schedule quickly.

My staff easily understands what they gave to do, and the locations for clocking in and out is very accurate

I really appreciate the flexibility in how you can view the schedule, especially after it’s been published.

Operations Manager

Ease of use, team communication and time tracking (with the exception of lunch breaks not added in).  

Managing Partner

The only cons (if I would call it that) is that I wish the email allowed for html designs and if there was an all in one calendar view to see all schedules at once.

Office manager

Not enough support available for end users on mobiles though

RVT manager

Was not a good fit for our clinic as we use multiple shift types, and it ultimately created more work for me.

Rentals Floor Staff

I did run into a scheduling issue where my shifts were not appearing but their customer support fixed the problem within minutes.

What I like most about When I Work is the accuracy and clarity of its time tracking.

Overall When I Work has been a very helpful tool for our company for all of our scheduling needs.

It makes scheduling quick and simple, and it’s easy to communicate with staff through the platform.

Part-Time Guest Services

There are a lot of great features to assist with scheduling numerous part-time workers, but as a worker, the ease of choosing shifts once posted is what I like most.

Thats the most tedious thing, my "confirm all future shifts" button dosnt work

Director of operations

Geolocation was also helpful since we had multiple locations

Receptionist

The time-tracking feature works, but it’s not always seamless, and some users report issues with syncing hours accurately.

Customer service rep

Notifications can sometimes be delayed or missed.

Mental health specialist

The ability to track schedules, absences and time off needed all in one app.

We like that employees can easily see their schedule in their own timezone, and request to swap shifts with each other.

When I Work vs HubSpot CRM Comparison (2026)

When I Work

HubSpot CRM

Overview

Video & Screenshots

Pricing

User reviews

Key features

Integrations

Alternatives