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

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

Pick Zip Schedules if

• Fits if you run a restaurant with 20 or fewer staff and want a low flat price
• Works for owners with several locations and one per-location bill

Look elsewhere if

• Skip it if you want a trial first, as none is mentioned
• Not for you if you need integrations, since none are listed
• Watch out: the site footer reads 2023 and its 404 page carries the Altametrics name
• Watch out: over 50 employees per location is custom

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.

Zip Schedules

• Price depends on headcount per location: $19 up to 20 employees, $39 for 21 to 50, and custom above 50.
• The pricing page does not mention a free trial.
• The site's footer reads 2023, and its 404 page carries the name Altametrics, so check that the product is actively maintained.
• No integrations are listed on the pages we read.

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.

Zip Schedules

Schedule building

Managers check staff availability and build schedules from templates, with alerts for schedule changes and reminders.

Employee requests

Shift swaps, time-off requests and availability changes are handled in one request queue.

Labor budgeting

Forecasting tools and budget alerts help schedule the right number of staff, and overtime is flagged automatically.

Labor law settings

The vendor says it tracks timesheet data, certifications and schedule-change records and offers settings for minimum wage rules.

Free mobile app

Managers and employees use iPhone and Android apps to view schedules, send broadcast messages and approve requests.

Multiple locations

Every plan lists multi-location support, with the price counted per location.

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.

Zip Schedules

• 1-20 employees$19

  per location / month for 1-20 employees

  Scheduling, communication tools, templates, shift swap, time-off and availability requests, multi-location support, labor budgeting and the iPhone and Android apps.

• 21-50 employees$39

  per location / month for 21-50 employees

  The same feature list as the smaller tier, for locations with 21 to 50 employees.

• EnterpriseCustom

  For locations with more than 50 employees; the page offers a demo instead of a price.