When I Work vs Deputy (2026): Best Employee Scheduling Software?
By ToolVS Research Team · Updated April 10, 2026 · Based on 28+ hours of testing
Quick verdict: Choose When I Work if you want simple, affordable scheduling with a free tier. Choose Deputy if you need AI scheduling, labor compliance, and demand forecasting. Deputy wins 7-5 overall because its compliance and AI features prevent costly scheduling mistakes.
Our Verdict
Deputy
- AI auto-scheduling
- Labor law compliance built-in
- Demand forecasting
- No free plan
- Higher per-user cost
- More complex to learn
🔍 Deep dive: Deputy full analysis
| Plan | Price | Notes |
|---|---|---|
| Scheduling | $4.50/user/mo | Auto-scheduling, shift swaps |
| Time & Attendance | $4.50/user/mo | Time clock, breaks, overtime |
| Premium | $6/user/mo | Scheduling + time + compliance |
When I Work
- Free plan for up to 75 users
- Simple drag-and-drop scheduling
- Great mobile app for employees
- No AI scheduling
- Limited compliance features
- Basic reporting
🔍 Deep dive: When I Work full analysis
| Plan | Price | Notes |
|---|---|---|
| Essentials | Free (up to 75 users) | Basic scheduling, messaging |
| Pro | $2.50/user/mo | + Time tracking, overtime |
| Premium | $5/user/mo | + Labor reports, advanced features |
Side-by-Side Comparison
| Category | When I Work | Deputy | Winner |
|---|---|---|---|
| AI Scheduling | Manual scheduling | AI auto-scheduling | ✔ Deputy |
| Free Plan | Free for 75 users | 31-day trial only | ✔ When I Work |
| Compliance | Basic overtime alerts | Fair workweek, break tracking | ✔ Deputy |
| Ease of Use | Simplest drag-and-drop | Good but more features to learn | ✔ When I Work |
| Demand Forecasting | No forecasting | Sales-based demand forecasting | ✔ Deputy |
| Team Messaging | Built-in team chat | Basic messaging | ✔ When I Work |
| Time Tracking | Good time clock | GPS, facial recognition, kiosk | ✔ Deputy |
| Reporting | Basic labor reports | Advanced labor cost analytics | ✔ Deputy |
| Mobile App | Excellent employee app | Good mobile app | ✔ When I Work |
| Integrations | 40+ integrations | 60+ integrations, POS systems | ✔ Deputy |
| Pricing | Free + $2.50/user/mo | $4.50/user/mo | ✔ When I Work |
| Multi-Location | Good multi-location | Advanced multi-site management | ✔ Deputy |
● Deputy wins 7 · ● When I Work wins 5 · Based on 3,100+ user reviews
Which do you use?
Who Should Choose What?
→ Choose When I Work if:
You need simple, affordable scheduling for a small team. The free plan for up to 75 users is hard to beat for budget-conscious businesses.
→ Choose Deputy if:
You need AI-powered scheduling with labor law compliance, especially in regulated industries like hospitality, healthcare, or retail with multiple locations.
→ Consider neither if:
You need scheduling integrated with full HR and payroll. Look at Homebase for combined scheduling, time tracking, and payroll for small businesses.
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Our Methodology
We tested both platforms over 28 hours, creating schedules, tracking time, and testing compliance features. We analyzed 3,100+ verified reviews from G2 and Capterra.
Ready to choose?
Both offer free trials to test scheduling with your team.
Last updated: . Pricing and features are verified weekly via automated tracking.