Smartsheet vs When I Work
A head-to-head comparison to help you pick the right tool
Last updated: April 30, 2026
Smartsheet
Smartsheet is a work management platform that combines the familiarity of spreadsheets with powerful project management and collaboration features. It is widely used by enterprise teams for project tracking, resource management, and automated workflows. Smartsheet is particularly popular with teams comfortable with Excel who need more collaboration and automation capabilities.
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
- ✓Familiar spreadsheet interface reduces learning curve for Excel users
- ✓Powerful automation and workflow capabilities
- ✓Strong enterprise security and compliance features
- ✓Excellent for managing large portfolios of projects
Cons
- ✗Pricing is higher than many competitors
- ✗Interface feels dated compared to modern tools
- ✗No free plan — 30-day trial only
- ✗Less intuitive for teams unfamiliar with spreadsheet-style tools
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
Smartsheet vs When I Work: Side by Side
| Factor | Smartsheet | When I Work |
|---|---|---|
| User Rating | N/A | N/A |
| Category | Project Management | HR Software |
| Pricing Model | Paid | Paid |
| Starting Price | $9/user/mo | $2.50/user/mo |
| Best For | Enterprise teams wanting spreadsheet-familiar project management with powerful automation | Small businesses with hourly or shift-based workers |
| Our Pick | — | — |
Smartsheet Features
- ✓Spreadsheet-style project management
- ✓Gantt charts
- ✓automation
- ✓dashboards
- ✓resource management
- ✓forms
- ✓integrations
- ✓reporting
- ✓enterprise security
When I Work Features
- ✓Shift scheduling
- ✓time clock
- ✓team messaging
- ✓attendance tracking
- ✓payroll export
Pricing Comparison
Our Take
Choose Smartsheet if enterprise teams wanting spreadsheet-familiar project management with powerful automation. Choose When I Work if small businesses with hourly or shift-based workers.
Best For
Enterprise teams wanting spreadsheet-familiar project management with powerful automation
Best For
Small businesses with hourly or shift-based workers
Also Consider
If neither Smartsheet 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 Smartsheet and When I Work?
Smartsheet is best for enterprise teams wanting spreadsheet-familiar project management with powerful automation. When I Work is best for small businesses with hourly or shift-based workers.
Which is better, Smartsheet or When I Work?
Choose Smartsheet if enterprise teams wanting spreadsheet-familiar project management with powerful automation. Choose When I Work if small businesses with hourly or shift-based workers.
How much does Smartsheet cost?
Smartsheet starts at $9/user/mo. 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 Smartsheet?
Enterprise teams wanting spreadsheet-familiar project management with powerful automation
Who should use When I Work?
Small businesses with hourly or shift-based workers