When I Work vs Microsoft Project
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.
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.
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
- ✓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
When I Work vs Microsoft Project: Side by Side
| Factor | When I Work | Microsoft Project |
|---|---|---|
| User Rating | N/A | N/A |
| Category | HR Software | Project Management |
| Pricing Model | Paid | Paid |
| Starting Price | $2.50/user/mo | Contact for pricing |
| Best For | Small businesses with hourly or shift-based workers | Enterprise project managers needing advanced scheduling, resource management, and Microsoft 365 integration |
| Our Pick | — | — |
When I Work Features
- ✓Shift scheduling
- ✓time clock
- ✓team messaging
- ✓attendance tracking
- ✓payroll export
Microsoft Project Features
- ✓Project scheduling
- ✓Gantt charts
- ✓resource management
- ✓task tracking
- ✓portfolio management
- ✓reporting
Pricing Comparison
Our Take
Choose When I Work if small businesses with hourly or shift-based workers. Choose Microsoft Project if enterprise project managers needing advanced scheduling, resource management, and microsoft 365 integration.
Best For
Small businesses with hourly or shift-based workers
Best For
Enterprise project managers needing advanced scheduling, resource management, and Microsoft 365 integration
Also Consider
If neither When I Work nor Microsoft Project 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 Microsoft Project?
When I Work is best for small businesses with hourly or shift-based workers. Microsoft Project is best for enterprise project managers needing advanced scheduling, resource management, and microsoft 365 integration.
Which is better, When I Work or Microsoft Project?
Choose When I Work if small businesses with hourly or shift-based workers. Choose Microsoft Project if enterprise project managers needing advanced scheduling, resource management, and microsoft 365 integration.
How much does When I Work cost?
When I Work starts at $2.50/user/mo. Pricing model: Paid.
How much does Microsoft Project cost?
Visit Microsoft Project website for current pricing.
Who should use When I Work?
Small businesses with hourly or shift-based workers
Who should use Microsoft Project?
Enterprise project managers needing advanced scheduling, resource management, and Microsoft 365 integration