EpicShifts vs When I Work
When I Work charges per user; EpicShifts is flat-rate with unlimited employees. For growing teams, that difference adds up fast.
By Dustin Hanke, Founder, EpicShifts · Updated August 2026
EpicShifts vs When I Work at a glance
When I Work is a popular, polished scheduler that is inexpensive for very small teams at $2.50/user/month. EpicShifts is flat-rate — so as you add employees, your bill does not climb — and adds the Open Shifts Marketplace and schedule-integrated messaging.
When I Work pricing (2026) vs EpicShifts
When I Work is priced per user, per month. EpicShifts is flat-rate: Free (10 employees, 1 location), Crew $39/mo, Business $79/mo + $69/extra location, Enterprise $149/mo. Unlimited employees on every paid plan.
| When I Work plan | Price | What you get |
|---|---|---|
| Free plan | None | 14-day trial only |
| Essentials | $2.50/user/mo | Single location |
| Multi-location & Premium tiers | ~$5–$8/user/mo | Multiple locations, advanced features |
What would your team pay? When I Work vs EpicShifts
| Team size | EpicShifts | When I Work |
|---|---|---|
| 10 employees | $0 (Free plan, up to 10) | $25–$50/mo (10 × $2.50–$5) |
| 30 employees | $39–$79/mo flat | $75–$150/mo (30 × $2.50–$5) |
| 60 employees | $39–$79/mo flat | $150–$300/mo (60 × $2.50–$5) |
When I Work (Per user, per month): When I Work: Essentials $2.50/user/month (single location), higher per-user tiers for multi-location and Premium (~$5–$8/user); 14-day trial; no free plan (older "free version" listings are stale). As of August 2026.
| Feature | EpicShifts | When I Work |
|---|---|---|
| Pricing model | Flat-rate per plan | Per user, per month |
| Cost for ~30 employees | $39–$79/mo flat | ~$75–$150/mo (30 × $2.50–$5) |
| Free plan | Yes — 20 employees, 1 location | No (14-day trial) |
| Open Shifts Marketplace | Yes — post, claim, swap, cross-location | Open shifts / shift swaps |
| Team messaging tied to the schedule | Yes | Built-in messaging |
| AI auto-scheduling | Yes (Business) | Auto-scheduling |
| Recurring shift templates (daily / every-N-weeks / monthly, generated with preview) | Yes — all plans, including Free | Schedule templates / copy week |
| GPS / photo clock-in | Yes (Crew+) | Time clock |
| Native iOS + Android apps | Yes | Yes |
Where EpicShifts wins
- Flat-rate vs per-user: a 30-person team is roughly $39–$79/month flat on EpicShifts vs ~$75–$150/month on When I Work — and the gap widens as you hire.
- A real free plan (up to 10 employees) — When I Work has no free tier, only a trial.
- The Open Shifts Marketplace and schedule-tied messaging in one app.
Where When I Work is strong
- Very cheap for very small teams ($2.50/user can beat a flat plan under ~15 people).
- A long-established, highly polished product with many native payroll integrations.
Pick When I Work if you have a small, stable team where per-user pricing stays cheap and you do not need a flat-rate plan for headcount growth.
Frequently asked questions
Is EpicShifts cheaper than When I Work?
Past roughly 15–20 employees, usually yes — EpicShifts is flat-rate while When I Work bills per user, so the per-user total keeps climbing as you hire. For a handful of employees, When I Work’s $2.50/user can be cheaper.
Does EpicShifts have a free plan?
Yes — free for up to 10 employees at 1 location. When I Work does not offer a free plan, only a 14-day trial.
How much does When I Work cost?
When I Work’s Essentials plan is $2.50 per user per month for a single location, with multi-location and Premium tiers running roughly $5–$8 per user per month (as of August 2026). There is no free plan — only a 14-day trial — so a 30-person team pays about $75–$150/month. EpicShifts is flat-rate: Free up to 10 employees, then Crew $39/mo or Business $79/mo with unlimited employees.
Does When I Work have a free version?
Not anymore. Older listings mention a free version, but When I Work currently offers only a 14-day free trial before its per-user plans. If you need a genuinely free scheduler, EpicShifts’ Free plan covers up to 10 employees at one location with no card required.
See why teams switch to EpicShifts
Flat-rate, unlimited employees, and the Open Shifts Marketplace. Start free — no credit card.
Dustin Hanke, Founder, EpicShifts — Dustin builds EpicShifts and writes about scheduling, labor cost, and shift-work operations for restaurants and other hourly teams.
When I Work details reflect that company's publicly listed information as of August 2026 and may have changed — please verify on their website. When I Work and all other names are trademarks of their respective owners; EpicShifts is not affiliated with, endorsed by, or sponsored by When I Work. Comparison provided for informational purposes.We Value Your Privacy
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