When I Work vs Todoist
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.
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.
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
- ✓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
When I Work vs Todoist: Side by Side
| Factor | When I Work | Todoist |
|---|---|---|
| User Rating | N/A | N/A |
| Category | HR Software | Project Management |
| Pricing Model | Paid | Freemium |
| Starting Price | $2.50/user/mo | Contact for pricing |
| Best For | Small businesses with hourly or shift-based workers | Individuals and small teams wanting a simple, clean task manager without the complexity of full project tools |
| Our Pick | — | — |
When I Work Features
- ✓Shift scheduling
- ✓time clock
- ✓team messaging
- ✓attendance tracking
- ✓payroll export
Todoist Features
- ✓Task management
- ✓project organization
- ✓due dates
- ✓priority levels
- ✓labels
- ✓integrations
- ✓mobile app
Pricing Comparison
Our Take
Choose When I Work if small businesses with hourly or shift-based workers. Choose Todoist if 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
Best For
Individuals and small teams wanting a simple, clean task manager without the complexity of full project tools
Also Consider
If neither When I Work nor Todoist 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 Todoist?
When I Work is best for small businesses with hourly or shift-based workers. Todoist is best for individuals and small teams wanting a simple, clean task manager without the complexity of full project tools.
Which is better, When I Work or Todoist?
Choose When I Work if small businesses with hourly or shift-based workers. Choose Todoist if individuals and small teams wanting a simple, clean task manager without the complexity of full project tools.
How much does When I Work cost?
When I Work starts at $2.50/user/mo. Pricing model: Paid.
How much does Todoist cost?
Visit Todoist website for current pricing.
Who should use When I Work?
Small businesses with hourly or shift-based workers
Who should use Todoist?
Individuals and small teams wanting a simple, clean task manager without the complexity of full project tools