Wrkbase vs When I Work: a rota tool or a whole workspace

When I Work is built around the shift schedule, with open shifts, shift swapping and per-user pricing that starts low. Wrkbase has a weekly rota too, but the rota is one part of a workspace that also holds tasks, attendance, team chat and payroll records. Here is Wrkbase vs When I Work on price, features and fit, side by side.

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Feature by feature

Sourced from When I Work's own public pricing page, checked 9 October 2026.

Wrkbase
When I Work
What it is
Tasks, time tracking, attendance, team chat, and payroll in one system, plus an AI agent that can act on your data.
Shift scheduling and team messaging software for hourly teams, priced per user. Time tracking is an option you switch on, and payroll is handled through integrations.
Scheduling
A weekly rota you build, copy from last week and publish, on the Team plan. It has no open shifts, shift swaps or register integration.
The core of the product. Auto scheduling, schedule templates, multi-location scheduling, open shifts and shift swapping are on its lowest plan; scheduling rules and role permissions are added on Pro.
Time clock & attendance
Attendance with a phone clock and optional location is on every plan, including free. Timesheets with manager approval are on Team.
Time Tracking and Attendance is an option switched on per plan. Its price was not shown on the pricing page when we checked. When I Work says its time clock supports GPS and geofenced clock-ins.
Team chat
Included on every plan, including free.
In-app team messaging is included on every plan.
Task management
A full task board included on every plan, including the free tier. The timer starts automatically when a task moves to In progress.
The pricing page does not mention task management.
Payroll
Built in (salaried or hourly), on the same employee record as attendance and task hours, on the Team plan. It does not file payroll taxes.
The pricing page lists payroll integrations and gives no payroll price of its own.
Pricing model
Per member: $0 up to 5 people, $8/member/month up to 50 people (payroll and the AI agent included), $18/member/month beyond that.
Per user: Essentials $2.50, Pro $5, Premium $8 per user per month. No free plan, only a 14-day trial.

Pick by how your team works.

When I Work fits better if

The weekly rota is the job: open shifts, shift swaps and several locations matter from day one, and per-user pricing starting at $2.50 keeps a small crew cheap. At 10 people, Essentials is $25 a month against $80 for Wrkbase Team.

Wrkbase fits better if

The rota is one part of a wider job. You want tasks, attendance, timesheets, team chat and payroll records in one workspace, you don't need open shifts or shift swaps, and you'd rather not stitch a rota tool to a task tool and a payroll tool.

Need to know

Questions a small business actually asks

Evaluating this for a team with real compliance requirements? See how we handle permissions, isolation, and data.

Does When I Work have a free plan?

No. When I Work has a 14-day free trial with no credit card, then every plan is paid, from $2.50 per user per month. Wrkbase is free for up to 5 people, with attendance, tasks and team chat included.

Does Wrkbase have open shifts and shift swapping like When I Work?

No. Wrkbase's shift scheduling is a weekly rota you build, copy from last week and publish. It has no open shifts, shift swaps or register integration. If those are the requirement, When I Work is the closer fit.

Is payroll included in When I Work or Wrkbase?

Wrkbase's payroll is built into its $8/member/month Team plan (salaried or hourly, on the same record as attendance), though it does not file taxes or move money. When I Work lists payroll integrations on its pricing page and gives no payroll price of its own.

See the rota and everything around it.

Free for teams up to 5, no credit card required.

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