Todoist vs When I Work
A head-to-head comparison to help you pick the right tool
Last updated: April 30, 2026
Todoist
Todoist is a clean and intuitive task management app trusted by millions of individuals and teams. It focuses on simplicity and getting things done with natural language input and smart scheduling.
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
- ✓Extremely easy to use
- ✓Natural language task input
- ✓Cross-platform availability
- ✓Good collaboration for small teams
- ✓Generous free plan
Cons
- ✗Not suited for complex project management
- ✗Limited reporting and analytics
- ✗Gantt and timeline views absent
- ✗Better for individuals than large teams
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
Todoist vs When I Work: Side by Side
| Factor | Todoist | When I Work |
|---|---|---|
| User Rating | N/A | N/A |
| Category | Project Management | HR Software |
| Pricing Model | Freemium | Paid |
| Starting Price | Contact for pricing | $2.50/user/mo |
| Best For | Individuals and small teams wanting a simple, clean task manager without the complexity of full project tools | Small businesses with hourly or shift-based workers |
| Our Pick | — | — |
Todoist Features
- ✓Task management
- ✓project organization
- ✓due dates
- ✓priority levels
- ✓labels
- ✓integrations
- ✓mobile app
When I Work Features
- ✓Shift scheduling
- ✓time clock
- ✓team messaging
- ✓attendance tracking
- ✓payroll export
Pricing Comparison
Our Take
Choose Todoist if individuals and small teams wanting a simple, clean task manager without the complexity of full project tools. Choose When I Work if small businesses with hourly or shift-based workers.
Best For
Individuals and small teams wanting a simple, clean task manager without the complexity of full project tools
Best For
Small businesses with hourly or shift-based workers
Also Consider
If neither Todoist 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 Todoist and When I Work?
Todoist is best for individuals and small teams wanting a simple, clean task manager without the complexity of full project tools. When I Work is best for small businesses with hourly or shift-based workers.
Which is better, Todoist or When I Work?
Choose Todoist if individuals and small teams wanting a simple, clean task manager without the complexity of full project tools. Choose When I Work if small businesses with hourly or shift-based workers.
How much does Todoist cost?
Visit Todoist 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 Todoist?
Individuals and small teams wanting a simple, clean task manager without the complexity of full project tools
Who should use When I Work?
Small businesses with hourly or shift-based workers