Microsoft Project vs When I Work
A head-to-head comparison to help you pick the right tool
Last updated: April 30, 2026
Microsoft Project
Microsoft Project is the long-standing enterprise project management standard offering advanced scheduling, resource management, and portfolio tracking. Deep integration with the Microsoft 365 ecosystem.
When I Work
When I Work is an employee scheduling and time tracking platform designed for hourly and shift-based teams. It makes it easy for managers to build schedules, communicate with staff, and track attendance. When I Work is one of the most affordable scheduling tools on the market.
Pros
- ✓Industry standard for complex project scheduling
- ✓Powerful Gantt and resource management
- ✓Deep Microsoft 365 integration
- ✓Strong portfolio management
- ✓Trusted by enterprises globally
Cons
- ✗Steep learning curve
- ✗Expensive licensing
- ✗Feels dated compared to modern tools
- ✗Overkill for simple projects
- ✗Limited real-time collaboration
Pros
- ✓Very affordable pricing starting at just a few dollars per user
- ✓Easy-to-use scheduling with drag-and-drop interface
- ✓Good team messaging and shift swap tools
- ✓Simple time clock with GPS tracking
Cons
- ✗Limited features beyond scheduling and time tracking
- ✗No payroll processing or full HR suite
- ✗Reporting is basic compared to more comprehensive workforce tools
Microsoft Project vs When I Work: Side by Side
| Factor | Microsoft Project | When I Work |
|---|---|---|
| User Rating | N/A | N/A |
| Category | Project Management | HR Software |
| Pricing Model | Paid | Paid |
| Starting Price | Contact for pricing | $2.50/user/mo |
| Best For | Enterprise project managers needing advanced scheduling, resource management, and Microsoft 365 integration | Small businesses with hourly or shift-based workers |
| Our Pick | — | — |
Microsoft Project Features
- ✓Project scheduling
- ✓Gantt charts
- ✓resource management
- ✓task tracking
- ✓portfolio management
- ✓reporting
When I Work Features
- ✓Shift scheduling
- ✓time clock
- ✓team messaging
- ✓attendance tracking
- ✓payroll export
Pricing Comparison
Our Take
Choose Microsoft Project if enterprise project managers needing advanced scheduling, resource management, and microsoft 365 integration. Choose When I Work if small businesses with hourly or shift-based workers.
Best For
Enterprise project managers needing advanced scheduling, resource management, and Microsoft 365 integration
Best For
Small businesses with hourly or shift-based workers
Also Consider
If neither Microsoft Project nor When I Work is the right fit, Wrike is worth evaluating.
Wrike
Marketing and creative teams needing enterprise project management with approvals and proofing
From Free
Frequently Asked Questions
What is the difference between Microsoft Project and When I Work?
Microsoft Project is best for enterprise project managers needing advanced scheduling, resource management, and microsoft 365 integration. When I Work is best for small businesses with hourly or shift-based workers.
Which is better, Microsoft Project or When I Work?
Choose Microsoft Project if enterprise project managers needing advanced scheduling, resource management, and microsoft 365 integration. Choose When I Work if small businesses with hourly or shift-based workers.
How much does Microsoft Project cost?
Visit Microsoft Project website for current pricing.
How much does When I Work cost?
When I Work starts at $2.50/user/mo. Pricing model: Paid.
Who should use Microsoft Project?
Enterprise project managers needing advanced scheduling, resource management, and Microsoft 365 integration
Who should use When I Work?
Small businesses with hourly or shift-based workers