RosterzenScheduling rules
When I Work Essentials includes auto-scheduling. Pro adds more scheduling rules. Compare the plan you would actually need, not only the lowest advertised price.
6 When I Work Alternatives in 2026
Compare the options by how much scheduling they automate, what happens to price as headcount grows, and whether you need simple shift management or a broader workforce platform.
When I Work alternatives at a glance
| Product | Best for | Starting price | Why consider it |
|---|---|---|---|
| When I Work | hourly team scheduling | From $2.50/user/month | Auto-scheduling, open shifts, team messaging and multi-location scheduling. |
RosterzenRosterzen | automatic roster creation | $39/month · up to 25 workers | Builds the roster for you and shows any gaps |
Deputy | scheduling + time tracking | Core $6.50/user/month | Broader workforce tools around scheduling |
Quinyx | large multi-site teams | Contact sales | Enterprise scheduling and workforce tools across many sites |
Rotageek | larger workforce planning teams | Contact sales | Scheduling tied closely to demand forecasting |
7shifts | restaurants | Per-location pricing | Restaurant-specific scheduling and operations |
Connecteam | deskless teams | $29/month · first 30 users (annual) | Scheduling plus broader deskless operations tools |
What to compare before switching from When I Work
Price as headcount grows
When I Work charges per user. Rosterzen Starter is $39/month for up to 25 active workers, so the pricing model changes the maths as your team grows.
What the software should do
Some teams mainly want a fast calendar for shifts and swaps. Others want the software to take coverage and worker rules and produce the roster automatically.
Rosterzen
automatic roster creation$39/month · up to 25 workersAny industry
Rosterzen takes availability, qualifications, locations, hours, rest rules and coverage requirements and turns them into a workable roster automatically.
Instead of filling a schedule shift by shift, you define what needs to be covered and who can work. Rosterzen builds the roster and keeps any unfilled shifts visible so you can deal with the remaining gaps directly.
Starter is $39/month for up to 25 active workers, Pro is $99/month for up to 100, and Business is $199/month for up to 500.
Good if you need
- Automatic roster creation
- Availability, qualifications and working rules
- Time & attendance
- EU data residency or self-hosting for enterprise
Worth knowing
A strong fit when roster creation is the job you most want to automate. Enterprise deals can include EU data residency or self-hosting.
Deputy
scheduling + time trackingCore $6.50/user/month
Deputy combines scheduling, time tracking, labour-law controls and broader workforce tools for hourly teams.
Lite covers basic scheduling and time tracking. Core adds advanced scheduling, auto-scheduling, demand forecasting and labour planning.
Core starts at $6.50 per user/month, so a 25-user team is $162.50/month before optional add-ons.
Good if you need
- Auto-scheduling
- Time & attendance
- Compliance tools
- Multiple locations
Worth knowing
Auto-scheduling is on Core rather than Lite, and pricing is per user. It is a broader platform than a scheduling-only purchase.
Quinyx
large multi-site teamsContact sales
Quinyx combines scheduling, time and attendance, absence management, compliance and payroll integrations in an enterprise workforce platform.
It is designed for organisations operating across many sites, regions and labour rules, with scheduling connected to real-time attendance and analytics.
Quinyx does not publish a simple self-serve price, so evaluation is typically sales-led.
Good if you need
- Automated scheduling
- Time & attendance
- Compliance rules
- Multi-site operations
Worth knowing
Best suited to larger deployments where scheduling is one part of a wider workforce programme. Pricing is sales-led.
Rotageek
larger workforce planning teamsContact sales
Rotageek combines auto-scheduling with demand forecasting and labour planning for larger organisations.
Its scheduling tools use preferences, skills and labour rules, while forecasting and labour modelling help teams align staffing with expected demand.
Rotageek does not publish a simple self-serve plan price, so evaluation is sales-led.
Good if you need
- Auto-scheduling
- Demand forecasting
- Skills and preferences
- Time & attendance
Worth knowing
A better fit for larger workforce-planning programmes than teams looking for a small self-serve scheduling purchase.
7shifts
restaurantsPer-location pricingRestaurants
7shifts is built specifically for restaurants, with scheduling, time clocking and restaurant-focused workforce tools.
Its workflows are designed around restaurant teams and locations, which makes it a natural option for operators that want scheduling inside a restaurant-specific product.
7shifts bills its main subscription per location rather than per employee.
Good if you need
- Restaurant scheduling
- Time clock
- Multi-location restaurants
- Restaurant workflows
Worth knowing
The restaurant focus is the advantage if that is your industry; teams outside restaurants will usually want a more general scheduling product.
Connecteam
deskless teams$29/month · first 30 users (annual)
Connecteam combines job scheduling and time clocking with forms, tasks and other tools for deskless teams.
Scheduling is part of the Operations Hub rather than a standalone product, which is useful if the same frontline team also needs forms, tasks and mobile operations tools.
The Basic Operations plan starts at $29/month for the first 30 users when billed annually.
Good if you need
- Job scheduling
- Time clock
- Forms and tasks
- Deskless workforce app
Worth knowing
Useful when you want several frontline tools in one app. If automatic roster creation is the main requirement, compare the scheduling workflow closely.
Frequently asked questions
Why look for a When I Work alternative?
The main reasons to compare alternatives are scheduling-rule depth, how the per-user price changes with headcount, and whether you want simple shift management or more automatic roster creation.
How does Rosterzen pricing compare with When I Work?
Rosterzen Starter is $39/month for up to 25 active workers. When I Work Essentials starts at $2.50 per user/month, so 25 users is $62.50/month. Pro is $5 per user/month, or $125 for 25 users.
What does Rosterzen do differently?
Rosterzen is built to create the roster from your coverage needs and worker rules, then show any shifts it could not fill.
Create your first roster
Use your own team and shifts. No account required.