Nowsta vs When I Work (2026): which should you pick?

Pick Nowsta if

• Fits if you staff events or hourly shifts and want workers to pick up shifts on their phones
• Works for an agency that wants scheduling and payroll links together

Look elsewhere if

• Skip it if you want a price list, as none is published
• Watch out: the site does not say which of sourcing, payroll and vendor management come with which package
• Too light for a manager who wants a manager app, as the listing found is the workers' app
• Not for you if you want to try it first, as the route in is a demo

Pick When I Work if

• Fits if building the schedule eats your Sunday evenings
• Works for call centers and retail stores sharing part-timers across locations

Look elsewhere if

• Pricey if you need the time clock, since it adds $1.50 to $2 a user on every plan
• Skip it if you want a free plan to stay on, as there's only a 14-day trial
• Not for you if you need an API, webhooks or single sign-on without paying for Premium at $8 a user
• Watch out: the page doesn't say whether prices are monthly or yearly, and its FAQ says the clock is included when the plans charge extra
• Watch out: payroll runs through partners, and scheduling rules, role permissions and custom reports need Pro at $5 a user

Nowsta

• No prices are published; the site sends visitors to schedule a demo and the pricing address redirects to the home page.
• The site does not say which features (sourcing, payroll, vendor management) come with which package.
• The app listing found is named Nowsta Workers, aimed at the workers rather than managers.

When I Work

• The time clock, breaks and attendance are an add-on that raises each plan by $1.50 to $2 per user a month, though the page's FAQ says every plan includes them.
• The pricing page offers monthly or annual billing but does not say which basis the listed prices use.
• API keys, webhooks and SAML single sign-on need the Premium plan.
• Payroll runs through partners; Rippling, the preferred partner, offers When I Work customers six months free.

Nowsta

Shift scheduling

A drag-and-drop builder with reusable templates, AI-powered recommendations to fill open shifts, demand forecasting, and shift swaps and claims.

Time and attendance

Time tracking with geofencing, alerts for clock-in and clock-out, and timesheet approvals.

Payroll integration

Connects to existing payroll and accounting systems to calculate wages, with built-in compliance tools.

Sourcing and onboarding

Supports recruiting and onboarding for hourly, full-time, part-time and contingent workers, including talent ratings.

Worker mobile app

Workers get an all-in-one mobile app with real-time updates and self-service; the app is listed on the App Store and Google Play.

Vendor management

The site lists Vendor Management beside Workforce Management as a separate product area for managing outside staffing vendors.

When I Work

Auto-scheduling

Managers enter the coverage they need and the app assigns shifts from employee availability and qualifications in one click.

Templates and multi-week schedules

Saved templates such as a weekend rush or holiday plan are reused to build schedules weeks ahead, across several locations.

Shift trades and OpenShifts

Employees swap or pick up open shifts from the app, and managers approve or decline each request before the schedule updates.

Time clock on any device

With the time tracking add-on, staff clock in from phones, tablets or terminals, with GPS or geofencing, break tracking and overtime tracking tied to the schedule.

Team messaging

Managers and staff message individuals or the whole team in the app without sharing phone numbers.

Payroll exports

Approved hours go to payroll services including Rippling, Gusto, Square Payroll, Paychex, QuickBooks Online and OnPay.

Nowsta

Pricing could not be confirmed. See nowsta.com.

When I Work

• Essentials$2.50

  per user / month ($4 with time tracking and attendance)

  Unlimited users. Auto-scheduling, multi-week and multi-location schedules, templates, forecasting, messaging, OpenShifts and swaps.

• Pro$5

  per user / month ($7 with time tracking and attendance)

  Adds scheduling rules, role permissions, labor sharing, custom forecasting units, custom reports and callout reporting.

• Premium$8

  per user / month ($10 with time tracking and attendance)

  Adds API keys, webhooks and SAML single sign-on.