Paylocity vs When I Work
A head-to-head comparison to help you pick the right tool
Last updated: April 30, 2026
Paylocity
Paylocity is a modern HR and payroll platform designed for mid-market businesses. It combines payroll processing with employee engagement tools, learning management, and workforce analytics. Paylocity stands out for its strong mobile experience and focus on building connected, engaged workplaces.
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
- ✓Strong employee engagement and communication tools
- ✓Excellent mobile app for both managers and employees
- ✓Modern UI with good user adoption rates
- ✓Robust payroll with strong compliance features
Cons
- ✗Pricing requires a sales call and is not published online
- ✗Implementation can be complex for larger organizations
- ✗Some advanced features require additional modules at extra cost
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
Paylocity vs When I Work: Side by Side
| Factor | Paylocity | When I Work |
|---|---|---|
| User Rating | N/A | N/A |
| Category | HR Software | HR Software |
| Pricing Model | Paid | Paid |
| Starting Price | Custom pricing | $2.50/user/mo |
| Best For | Mid-market businesses with 20-1000 employees | Small businesses with hourly or shift-based workers |
| Our Pick | — | — |
Paylocity Features
- ✓Payroll
- ✓benefits
- ✓talent management
- ✓workforce management
- ✓analytics
- ✓employee self-service
When I Work Features
- ✓Shift scheduling
- ✓time clock
- ✓team messaging
- ✓attendance tracking
- ✓payroll export
Pricing Comparison
Our Take
Choose Paylocity if mid-market businesses with 20-1000 employees. Choose When I Work if small businesses with hourly or shift-based workers.
Best For
Mid-market businesses with 20-1000 employees
Best For
Small businesses with hourly or shift-based workers
How Paylocity and When I Work Are Similar
- •Both are HR Software platforms designed for business teams
- •Both offer web-based access with no software installation required
- •Both provide customer support and onboarding resources
- •Both integrate with popular third-party business tools
- •Both offer a trial or demo to evaluate before purchasing
Also Consider
If neither Paylocity nor When I Work is the right fit, Justworks is worth evaluating.
Justworks
Small businesses wanting Fortune 500 benefits
From $59/employee/mo
Frequently Asked Questions
What is the difference between Paylocity and When I Work?
Paylocity is best for mid-market businesses with 20-1000 employees. When I Work is best for small businesses with hourly or shift-based workers.
Which is better, Paylocity or When I Work?
Choose Paylocity if mid-market businesses with 20-1000 employees. Choose When I Work if small businesses with hourly or shift-based workers.
How much does Paylocity cost?
Paylocity starts at Custom pricing. Pricing model: Paid.
How much does When I Work cost?
When I Work starts at $2.50/user/mo. Pricing model: Paid.
Who should use Paylocity?
Mid-market businesses with 20-1000 employees
Who should use When I Work?
Small businesses with hourly or shift-based workers