When I Work vs Deputy (2026): Best Employee Scheduling Software?
By Alex Chen, SaaS Analyst · Updated April 10, 2026 · Based on 28+ hours of testing
30-Second Answer
Choose Deputy if you need AI-powered auto-scheduling, labor law compliance, and demand forecasting — essential for regulated industries like hospitality and healthcare. Choose When I Work if you want simple, affordable scheduling with a free plan for up to 75 users — hard to beat for small teams on a budget. Deputy wins 7-5 overall because compliance mistakes cost far more than the subscription difference.
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 | WINNER |
|---|---|---|---|
| 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.
Best For Different Needs
Also Considered
We evaluated several other tools in this category before focusing on When I Work vs Deputy. Here are the runners-up and why they didn't make our final comparison:
Frequently Asked Questions
Editor's Take
Here's how I decide for clients: if they've never been fined for a labor law violation, When I Work is fine. But the moment I hear "we operate in California" or "we have locations in multiple states," Deputy becomes non-negotiable. One fair workweek violation in San Francisco costs more than a year of Deputy subscriptions. The free plan on When I Work is genuinely great for a 20-person coffee shop though — don't overpay for features you won't use.
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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.
Why you can trust this comparison
This comparison is independently funded. No vendor paid for placement or influenced our scores. Ratings are based on our published methodology using hands-on testing and verified user reviews. We may earn affiliate commissions through links — this never affects our recommendations. Read our full methodology →
Ready to choose?
Both offer free trials to test scheduling with your team.
Data sources: Official pricing pages, G2.com, Capterra.com. Prices and ratings verified April 2026. We update our top 50 comparisons monthly. Read our methodology
Verify Independently
Don't take our word for it. Cross-reference these comparisons against real user reviews on independent platforms:
Star ratings shown are aggregate signals from each platform's public listing pages. Click through to read individual reviews and verify our analysis. We update aggregate counts quarterly.
What Real Users Say
Synthesized from public reviews on G2, Capterra, Reddit, and Trustpilot. We update aggregate themes quarterly. Click platform badges in the section above to read individual reviews.
Last updated: . Pricing and features are verified weekly via automated tracking.