# When I Work vs Deputy: Features and Cost Comparison 2026 | Capterra > When I Work vs Deputy: Which employee scheduling tool is right for you? Dive into our detailed comparison of their features, costs, and user experience to make your decision. Source: https://www.capterra.com/compare/121248-167811/When-I-Work-vs-Deputy --- # When I Work vs Deputy Features and Cost Comparison Last updated March 13th, 2026 Provider data verified by our Software Research team, and reviews moderated by our Reviews Verification team.[Learn more](https://www.capterra.com/our-story/) Your comparison: When I WorkDeputy2/4 selected [When I Work](https://www.capterra.com/p/121248/When-I-Work/)[4.5 (1270)](https://www.capterra.com/p/121248/When-I-Work/reviews/) [Deputy](https://www.capterra.com/p/167811/Deputy/)[4.6 (768)](https://www.capterra.com/p/167811/Deputy/reviews/) [## When I Work](https://www.capterra.com/p/121248/When-I-Work/)[4.5 (1270)](https://www.capterra.com/p/121248/When-I-Work/reviews/) [## Deputy](https://www.capterra.com/p/167811/Deputy/)[4.6 (768)](https://www.capterra.com/p/167811/Deputy/reviews/) Starting Price $2.50/month Starting Price $2.50/month Value-for-Money 4.4 Functionality 4.3 Ease of Use 4.5 Customer Service 4.4 Starting Price $6.50/month Starting Price $6.50/month Value-for-Money 4.5 Functionality 4.4 Ease of Use 4.5 Customer Service 4.5 Reviews Sentiment Based on [1,270 reviews](https://www.capterra.com/p/121248/When-I-Work/reviews/) Positive 1,142 Neutral 92 Negative 36 Positive 1,142 Neutral 92 Negative 36 Reviews Sentiment Based on [768 reviews](https://www.capterra.com/p/167811/Deputy/reviews/) Positive 712 Neutral 36 Negative 20 Positive 712 Neutral 36 Negative 20 Best for (according to reviews) - **Business size**: Small businesses account for 68% of reviews (841), indicating strong adoption among this segment compared to midsize and enterprise organizations. - **Industry**: Food & beverages, retail, and hospital & health care together represent 24% of reviews, reflecting diverse usage across these sectors. - **Use cases**: Scheduling (41%), time clock (28%), and time tracking (26%) are the main use cases, highlighting a focus on workforce management. Best for (according to reviews) - **Business size**: Small businesses account for 57% of reviews (435), reflecting high usage rates among this segment compared to midsize (5%) and enterprise (4%) organizations. - **Industry**: Retail, hospitality, and food & beverages collectively represent 29% of reviews, highlighting Deputy’s relevance in service-oriented sectors. - **Use cases**: Time tracking (47%), time clock (42%), and scheduling (33%) are the primary functions, supporting workforce management and shift coordination. ## Reviewer verdict When I Work When I Work users find it best for intuitive employee scheduling and managing multiple locations, citing its auto-assign feature, color-coded schedules, and real-time communication tools. Reviewers value its mobile app for ease of schedule adjustments and payroll integration, and they mention the free version as a good fit for small businesses. However, they note that costs can rise with larger teams and that some shift management features could be improved. Deputy Deputy reviewers say it is best for businesses needing comprehensive scheduling and time tracking, appreciating its AI-driven schedule creation, overtime forecasting, and mobile timesheet management. Users highlight its affordability, customization options, and efficient staff rostering, though they mention occasional bugs and support delays. They find Deputy particularly useful for organizations seeking advanced scheduling and payroll integrations across multiple teams and locations. ## Connect with a Capterra advisor for a free 15-minute consultation Get a personalized software list aligned to your business needs with guidance from our expert advisors. Our team has helped 1 million+ businesses like yours find options that fit their needs. ## Features comparison When looking at employee scheduling tools like When I Work and Deputy, price is just one factor to consider. Understanding their features and differences can help determine which one best suits your needs, maximizing efficiency while avoiding unnecessary costs. Here's how they compare in key areas that matter most. \[[1](#source-item-1)\] Key features rated by users Features selected based on 33,135 reviews from Employee Scheduling users. about the Fit Score methodology. Fit Score methodology To calculate the Fit Score, our proprietary methodology factors in the following: - The importance level for each feature. By default, this is determined by user reviews. They can rate a feature Critical, High, Low, or Not Used. - Feedback from real users on how the product performs for each key feature, derived from verified user reviews and ratings. Please note: - To calculate the Fit Score, the number of reviews for those features and the actual rating carry the same weight. You might see that, in some cases, even though the ratings are the same, we still determine a winner because it had more reviews. - If the Fit Score is not shown for a specific product, that only means there are currently not enough relevant data points to develop a meaningful score. It does not indicate that the product should be excluded from further evaluation. When I Work 81%Fit High performer Feature ratings Employee Scheduling 4.5 Mobile Access 4.5 Timesheet Management 4.6 Online Time Clock 4.5 Deputy 80%Fit Feature ratings Employee Scheduling 4.6 Mobile Access 4.5 Timesheet Management 4.5 Online Time Clock 4.5 Employee Scheduling 4.5 (151) 4.6 (109) Users find When I Work's employee scheduling feature highly beneficial for managing multiple locations and teams. They appreciate the auto-assign feature, color-coded schedules, and the ability to see employee availability. Reviewers also value the ease of swapping shifts and handling time-off requests. However, some users mention issues with scheduling managers without clocking in. Deputy users, on the other hand, highlight the ease of creating and managing schedules across multiple teams and locations. They appreciate the ability to implement recurring schedules, forecast overtime, and submit cover requests. Some users note limitations with iOS devices and the need for more flexibility in copying shifts. Overall, users value When I Work for its comprehensive scheduling tools, while they appreciate Deputy for its ease of use and forecasting capabilities. Mobile Access 4.5 (257) 4.5 (127) When I Work users appreciate the convenience of mobile access, which they say allows employees to check and adjust schedules on their phones. They find the app user-friendly on both Android and iOS, though some report issues with push notifications and clocking in. Reviewers value the ability to manage schedules on the go. Deputy users also find mobile access essential, noting its convenience for clocking in, checking schedules, and managing timesheets. They appreciate the app's functionality, though some mention limitations with non-iOS devices and the need for desktop login for certain tasks. In general, users find both platforms' mobile access features convenient and essential, with When I Work praised for its user interface and Deputy for its comprehensive functionality. Timesheet Management 4.6 (168) 4.5 (114) When I Work users find the timesheet management feature useful for tracking employee hours and integrating with payroll. They appreciate the ease of use and the ability to correct missed times, though some mention difficulties with error correction and syncing with schedules. Deputy users value the timesheet management for its accuracy and ease of approval. They appreciate the ability to manage timesheets on mobile devices and the integration with payroll systems. Some users note difficulties with viewing approved timesheets and the lack of bulk approval options. Overall, users find When I Work's timesheet management helpful for payroll integration, while they appreciate Deputy for its accuracy and mobile management capabilities. Online Time Clock 4.5 (81) 4.5 (78) When I Work users appreciate the online time clock for its accuracy and ease of use. They find it beneficial for clocking in and out across multiple locations, though some do not use this feature. Deputy users also value the online time clock for its convenience and ability to track clock-in and out times accurately. They mention the elimination of physical time clocks and the ease of use on mobile devices. Some users report initial issues with the format and photo clock-ins but find the feature overall helpful. In summary, users find When I Work's online time clock accurate and easy to use, while they appreciate Deputy for its convenience and mobile compatibility. ## Pricing comparison ### Starting prices When I Work $2.50 Per User (Per Month) Free Trial Free Version [View pricing plans](https://www.capterra.com/p/121248/When-I-Work/pricing/) Deputy $6.50 Per User (Per Month) Free Trial Free Version [View pricing plans](https://www.capterra.com/p/167811/Deputy/pricing/) ### Value-for-money analysis 4.4 (1270) 4.5 (768) An exploration of what reviewers say about both When I Work's and Deputy's value for money finds that When I Work reviewers see it as offering a flexible pricing structure with a free version for small businesses, while Deputy reviewers comment on its affordability and comprehensive features. Reviewers appreciate When I Work for its free version, which they find useful for small businesses with fewer employees. They also value the flexibility of monthly or annual payments without contracts. However, some users mention that the cost can be high for larger teams, and additional features often require upgrades, which they say can become expensive quickly. As for Deputy, reviewers find it provides good value for money, highlighting its competitive pricing and extensive features. They appreciate the affordability and customization options, noting that it suits businesses of various sizes. Nonetheless, some users feel that the pricing can be misleading and expensive, especially for larger teams, and they mention occasional issues with unexpected charges. ## How does the user experience compare on When I Work vs Deputy? ### Overall rating 4.5 (1270) 4.6 (768) ### User interface When I Work Deputy ### Customer service and support When I Work Email/Help Desk FAQs/Forum Knowledge Base Phone Support 24/7 (Live rep) Chat Deputy Email/Help Desk FAQs/Forum Knowledge Base Phone Support 24/7 (Live rep) Chat ## What users say about the pros and cons of When I Work vs Deputy When it comes to employee scheduling tools, When I Work and Deputy are two options that have been reviewed on Capterra by verified reviewers. Explore the experiences our reviewers have shared about When I Work and Deputy to see how they stack up against one another and pick the one that would best fit your needs. Users appreciate When I Work for its intuitive employee scheduling, noting the ease of creating schedules, copying templates, and viewing time off requests. They also value its employee management features, such as real-time communication and payroll integration. Additionally, reviewers highlight its effective shift scheduling, which allows for flexible management and syncing with digital calendars. When it comes to Deputy, users commend its comprehensive employee scheduling, which includes AI-driven schedule creation and efficient time tracking. They also praise its staff rostering capabilities for simplifying roster changes and communication, and its clocking system for easy clock-ins and outs, including advanced security features. As for the cons, When I Work users mention issues with shift management, such as difficulties with PTO requests and shift updates. Meanwhile, Deputy users highlight problems with issue resolution, citing frequent bugs, glitches, and slow support responses. \[[2](#source-item-2)\] Pros When I Work Stenie O Owner CEOFood & Beverages, 11 - 50 employeesUsed the software for: 1-2 years. “When I work is great for time tracking, team communication, and saving time on scheduling. Plus, you can make your business schedule ahead of time, and with its calendar and appointment options, employees can swap their schedule as well.“ March 9, 2026 GB Gareth B Office managerFacilities Services, 11 - 50 employeesUsed the software for: More than 2 years. “Cost effective way of tracking our team, costs and time on sites, helping the PM's track performance and budgets.“ October 30, 2025 Deputy Anthony R finance and international businessFood & Beverages, 201 - 500 employeesUsed the software for: 1-2 years. “It is a platform with multiple very nice functions for my work that benefit me in monitoring and planning, its system is very easy to use and that has allowed me to have a more professional development in my area by presenting projects in the estimated times with on-time monitoring real where I can have control of the evolution and update. and also helps me with the coordination of schedules, shifts and total hours worked“ June 27, 2024 MG Moran G Mobile Marketing LeadConsumer Services, 51 - 200 employeesUsed the software for: More than 2 years. “Deputy ensures that workflow continues smoothly when rescheduling, allowing us to avoid tasks being affected, and find alternative solutions to achieve the required compliance.“ January 5, 2025 Cons When I Work AG Adem Can G Operations ManagerHospitality, 51 - 200 employeesUsed the software for: Less than 6 months. “System is not quick enough to get bookings, there are many duplication issues, views are not clear enough it does not make sense to not have the option to change what i wanna see on the schedule screen“ October 29, 2025 JR Jonathan R IT AdminHospital & Health Care, 51 - 200 employeesUsed the software for: 6-12 months. “No Auditing capability to see if unauthorized changes were made, and does not work for complex workflows.“ February 25, 2026 Deputy LU Lia U OwnerChild Day Care Services, 11 - 50 employeesUsed the software for: More than 2 years. “Ive used Deputy for almost as long as it has been around, and the customer services is absolutely disgraceful these days, you cant get support for account finance issues during weekends, and if you run a business that requires you access during the weekend tough shit.“ April 8, 2025 MG Maxx G Inventory ManagerRetail, 11 - 50 employeesUsed the software for: 1-2 years. “When my team used it the time clock did not sync up with the app perfectly and sometimes was a bit of a lag.“ November 26, 2025 * * * Sources 1. Our research team identified features from vendor websites based on their analysis of what users find valuable or expect from employee scheduling software. This list is not exhaustive. For additional features, refer to the vendor’s website. 2. Review excerpts are passages extracted from longer reviews written by verified reviewers. We obtain these excerpts by applying an algorithm that considers factors including, but not limited to, length, topic coverage, and thematic relevance. Excerpts are evaluated for positive or negative sentiment and receive a sentiment score. They represent user opinion and do not represent the views of, nor constitute, an endorsement by Capterra or its affiliates. Excerpts are not edited for clarity or grammar. * * * Need Help Deciding Between When I Work and Deputy? Talk to a Capterra advisor for free and get results within 15 minutes. 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