When I Work vs Paylocity
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.
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.
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
- ✓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
When I Work vs Paylocity: Side by Side
| Factor | When I Work | Paylocity |
|---|---|---|
| User Rating | N/A | N/A |
| Category | HR Software | HR Software |
| Pricing Model | Paid | Paid |
| Starting Price | $2.50/user/mo | Custom pricing |
| Best For | Small businesses with hourly or shift-based workers | Mid-market businesses with 20-1000 employees |
| Our Pick | — | — |
When I Work Features
- ✓Shift scheduling
- ✓time clock
- ✓team messaging
- ✓attendance tracking
- ✓payroll export
Paylocity Features
- ✓Payroll
- ✓benefits
- ✓talent management
- ✓workforce management
- ✓analytics
- ✓employee self-service
Pricing Comparison
Our Take
Choose When I Work if small businesses with hourly or shift-based workers. Choose Paylocity if mid-market businesses with 20-1000 employees.
Best For
Small businesses with hourly or shift-based workers
Best For
Mid-market businesses with 20-1000 employees
How When I Work and Paylocity 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 When I Work nor Paylocity 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 Paylocity?
When I Work is best for small businesses with hourly or shift-based workers. Paylocity is best for mid-market businesses with 20-1000 employees.
Which is better, When I Work or Paylocity?
Choose When I Work if small businesses with hourly or shift-based workers. Choose Paylocity if mid-market businesses with 20-1000 employees.
How much does When I Work cost?
When I Work starts at $2.50/user/mo. Pricing model: Paid.
How much does Paylocity cost?
Paylocity starts at Custom pricing. Pricing model: Paid.
Who should use When I Work?
Small businesses with hourly or shift-based workers
Who should use Paylocity?
Mid-market businesses with 20-1000 employees