Both build schedules, run a time clock and handle shift swaps. The biggest difference is how you pay: When I Work charges per person each month, Rosterly charges one flat price per workspace by team size.
14-day free trial · No card needed · Staff never pay
At a glance: 25 staff, 2 locations
Rosterly
A$59 a month
Team plan, flat, incl. GST
When I Work
US$125 a month
Pro, per user × 25
When I Work price as listed on 17 October 2026 in US$. Different currencies are not converted.
The short answer
Choose When I Work if
You want native iPhone and Android apps today.
You need payroll or POS integrations built in rather than a CSV export.
You want API access, webhooks or single sign-on (Premium).
You prefer a long-established product with a large user base.
Choose Rosterly if
Your team is growing and you don’t want the bill to rise with every hire.
Shifts need a particular skill or qualification, checked before anyone is assigned.
You run several locations, possibly in different time zones or currencies.
You want a shift to stay covered until a manager approves the swap.
What When I Work does well
A mature, widely used product
When I Work has been around for years, with an established support team, help centre and live chat.
Integrations and an API
Payroll and POS integrations come with Essentials, and Premium adds API access, webhooks and SAML/SSO. Rosterly exports approved hours as a CSV and has no API yet.
Team chat and forecasting
In-app team messaging and forecast tools are part of every plan. Rosterly has announcements with read receipts and tasks, but no chat and no sales forecasting.
Mobile apps on both platforms
When I Work has apps for iPhone and Android. Rosterly works in any phone browser and its Android app is in testing; there is no iPhone app yet.
Rosterly vs When I Work, feature by feature
Pricing, scheduling, time and pay, team tools and platform. When I Work details are from its public pages on 17 October 2026.
Rosterly
When I Work
How you pay
Flat per workspace by team size: A$29 (10 staff), A$59 (25), A$119 (60)
Per user per month: $2.50, $5 or $8 by plan
Staff pay to use it
Never
No, the business pays per user
Free trial
14 days, every feature, no card
14 days, every feature, no card
Auto-fill open shifts
Picks free, skilled people under a weekly hour limit
Auto scheduling on every plan
Skill checks before assigning
Checked on every assignment
Scheduling rules on Pro and above
Shift swaps and cover
Original person stays rostered until a manager approves
OpenShifts and shift swapping
Several locations
Every location included, each with its own time zone and currency
Multi-location; labour sharing and time zone toggling on Pro
Sales forecasting
Not available
Forecast tools on every plan
Time clock
One tap, server time, unpaid breaks removed automatically
Built-in time clock
Labour cost tracking
Base-wage estimate while you build; no overtime calculations
Labour reports and forecasts; custom reporting on Pro
Payroll
CSV of approved hours
Payroll integrations
Messaging
Announcements with read receipts, tasks
In-app team messaging
Leave and availability
Clashes flagged before approval
Time-off requests and availability
Setup
Add your business in about a minute; invite by email
Self-serve sign-up with a free trial
Mobile
Any browser; Android app in testing; no iPhone app
iPhone and Android apps
API and single sign-on
Not available
Premium plan only
Included
Limited, extra cost or charged per person
Not available
How much does When I Work cost compared with Rosterly?
When I Work: Per user, per month, by plan. Rosterly: one flat monthly price per workspace by team size, every location included, staff never pay.
When I Work plans
Essentials · $2.50 per user / month
Scheduling, team messaging, shift swaps, payroll and POS integrations. Shown as the single-location price.
Pro · $5 per user / month
Adds advanced scheduling rules, labour sharing, custom reporting and role permissions. Shown as the multi-location price.
Premium · $8 per user / month
Adds API access, webhooks and SAML/SSO.
· Time Tracking & Attendance is listed in each plan.
· Monthly or annual billing; enterprise pricing on request.
· 14-day free trial with every feature, no credit card. No free plan is listed.
What a month costs
10 staff, 1 location
A$29
Rosterly Starter
US$25
When I Work Essentials: US$2.50 per user × 10
25 staff, 2 locations
A$59
Rosterly Team
US$125
When I Work Pro: US$5 per user × 25
60 staff, 3 locations
A$119
Rosterly Business
US$300
When I Work Pro: US$5 per user × 60
Rosterly prices in Australian dollars, including GST. When I Work prices in US$ as listed on 17 October 2026, before add-ons; currencies are not converted.
Staff on your team
Hours a week you spend on the roster
Your hourly cost as a manager
$
Per-person price you pay today (optional)
$
Rosterly for 25 staff
Team: A$59 a month, flat
Up to 25 staff, every feature, staff never pay.
Your time on the roster today: about $390 a month.
Your per-person tool for 25 staff: about $125 a month, growing with every hire.
Your figures stay in your browser. Rosterly prices are in Australian dollars, including GST.
Why teams switch to Rosterly
Your bill doesn’t grow with every hire
One price per workspace by team size, every feature on every plan, and staff never pay.
The right person on every shift
Skills are checked before anyone is assigned, and auto-fill only picks people who have them.
No shift left empty by a swap
Whoever asks to swap stays rostered until a manager approves the person covering.
Every location in its own time and currency
Run sites across cities or countries from one workspace, with shifts in local time.
Set up in minutes
Add your business in about a minute and invite staff by email. Nothing to install: it works in any browser.
No ads, no tracking
No advertising and no third-party analytics or tracking. Delete your account in the app at any time.
How to switch from When I Work
01
Create your Rosterly workspace and first location (about a minute).
02
Invite your team by email; each person joins with a one-time code.
03
Tag skills, rebuild a typical week and copy it forward.
04
Run both for one pay cycle, then export approved hours from Rosterly for payroll.
Questions, answered.
Try Rosterly with your real roster.
14-day free trial with every feature, no card needed. Run it next to When I Work for a week and compare.
Sources: When I Work pricing (https://wheniwork.com/pricing), checked 17 October 2026. Prices and features change; check When I Work’s site before you decide. When I Work is a trademark of its owner. Rosterly is not affiliated with When I Work.