When I Work vs Insightly
A head-to-head comparison to help you pick the right tool
Last updated: April 30, 2026
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.
Insightly
Insightly is a CRM and project management platform designed for growing businesses. It uniquely combines sales pipeline management with post-sale project delivery so teams can manage the full customer lifecycle in one place. Insightly is popular with professional services firms and companies that need to track complex projects alongside their sales pipeline.
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
Pros
- ✓Unique combination of CRM and project management in one tool
- ✓Good free plan for up to 2 users
- ✓Strong workflow automation on paid plans
- ✓Good fit for professional services businesses
Cons
- ✗Interface feels dated compared to modern CRM tools
- ✗Customer support can be slow on lower tiers
- ✗Mobile app is less polished than competitors
When I Work vs Insightly: Side by Side
| Factor | When I Work | Insightly |
|---|---|---|
| User Rating | N/A | N/A |
| Category | HR Software | CRM Software |
| Pricing Model | Paid | Freemium |
| Starting Price | $2.50/user/mo | Free |
| Best For | Small businesses with hourly or shift-based workers | Growing businesses that need CRM and project management in one platform |
| Our Pick | — | — |
When I Work Features
- ✓Shift scheduling
- ✓time clock
- ✓team messaging
- ✓attendance tracking
- ✓payroll export
Insightly Features
- ✓Contact and lead management
- ✓pipeline management
- ✓project management
- ✓workflow automation
- ✓email marketing
- ✓reporting
- ✓integrations
Pricing Comparison
Our Take
Choose When I Work if small businesses with hourly or shift-based workers. Choose Insightly if growing businesses that need crm and project management in one platform.
Best For
Small businesses with hourly or shift-based workers
Best For
Growing businesses that need CRM and project management in one platform
Also Consider
If neither When I Work nor Insightly 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 When I Work and Insightly?
When I Work is best for small businesses with hourly or shift-based workers. Insightly is best for growing businesses that need crm and project management in one platform.
Which is better, When I Work or Insightly?
Choose When I Work if small businesses with hourly or shift-based workers. Choose Insightly if growing businesses that need crm and project management in one platform.
How much does When I Work cost?
When I Work starts at $2.50/user/mo. Pricing model: Paid.
How much does Insightly cost?
Insightly starts at Free. Pricing model: Freemium.
Who should use When I Work?
Small businesses with hourly or shift-based workers
Who should use Insightly?
Growing businesses that need CRM and project management in one platform