When I Work vs ProofHub
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.
ProofHub
ProofHub is an all-in-one project management and team collaboration tool with a flat pricing model. It includes tasks, Gantt charts, time tracking, proofing, and team chat under one fixed price.
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
- ✓Flat pricing regardless of user count
- ✓All-in-one including proofing tools
- ✓No per-user fees
- ✓Good for agencies and creative teams
- ✓Built-in time tracking
Cons
- ✗Interface less modern than competitors
- ✗Limited integration ecosystem
- ✗Flat pricing only worthwhile at larger team sizes
- ✗Reporting is basic
When I Work vs ProofHub: Side by Side
| Factor | When I Work | ProofHub |
|---|---|---|
| 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 | Agencies and creative teams wanting an all-in-one tool with flat pricing and built-in proofing features |
| Our Pick | — | — |
When I Work Features
- ✓Shift scheduling
- ✓time clock
- ✓team messaging
- ✓attendance tracking
- ✓payroll export
ProofHub Features
- ✓Project management
- ✓task tracking
- ✓time tracking
- ✓team collaboration
- ✓Gantt charts
- ✓resource management
Pricing Comparison
Which Should You Choose?
Choose ProofHub if...
- →Agencies and creative teams wanting an all-in-one tool with flat pricing and built-in proofing features
Our Take
Choose When I Work if small businesses with hourly or shift-based workers. Choose ProofHub if agencies and creative teams wanting an all-in-one tool with flat pricing and built-in proofing features.
Best For
Small businesses with hourly or shift-based workers
Best For
Agencies and creative teams wanting an all-in-one tool with flat pricing and built-in proofing features
Also Consider
If neither When I Work nor ProofHub 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 ProofHub?
When I Work is best for small businesses with hourly or shift-based workers. ProofHub is best for agencies and creative teams wanting an all-in-one tool with flat pricing and built-in proofing features.
Which is better, When I Work or ProofHub?
Choose When I Work if small businesses with hourly or shift-based workers. Choose ProofHub if agencies and creative teams wanting an all-in-one tool with flat pricing and built-in proofing features.
How much does When I Work cost?
When I Work starts at $2.50/user/mo. Pricing model: Paid.
How much does ProofHub cost?
Visit ProofHub website for current pricing.
Who should use When I Work?
Small businesses with hourly or shift-based workers
Who should use ProofHub?
Agencies and creative teams wanting an all-in-one tool with flat pricing and built-in proofing features