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

Pick Nursegrid if

• Fits if you run a care team and want scheduling and swaps at a flat per-person rate
• Works for teams with PRN and contract staff mixed in with full-timers

Look elsewhere if

• Skip it if you need a time clock, payroll or forecasting, as none is listed
• Not for you if you have more than about 250 staff, which is the size it describes
• Pricey if you have a big headcount, because every PRN and contract person is billed too
• Watch out: the trial has no stated card policy

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

Nursegrid

• The vendor describes it for teams of up to about 250 staff; larger organizations are outside what the page covers.
• Pricing is per staff member, so the monthly bill follows headcount including PRN and contract staff.
• The page lists scheduling and swaps only; it does not mention time clocks, payroll or labor-cost forecasting.

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.

Nursegrid

Schedule creation and sharing

Managers set up a worksite, departments and shift types, then build and share schedules from staff preferences and availability.

Self-scheduling

Staff can choose shifts and see gaps in the schedule, so open shifts are visible and can be picked up.

Swaps and giveaways

Staff trade shifts among themselves, and the manager approves or denies each change.

Mobile app updates

Schedule changes are sent in real time to the Nursegrid mobile app that staff use for their calendar.

All staff types

Covers full-time, part-time, PRN and contract staff within one schedule.

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.

Nursegrid

• Nursegrid Manager$5

  per staff member / month

  One flat rate for full-time, part-time, PRN and contract staff; the page gives 25 staff as $125 a month.

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.