When I Work is the best pick for teams that mainly need mobile-first shift scheduling done well — auto-scheduling, shift swaps, and labor-cost forecasting, free for up to 75 users. Homebase is the best pick for hourly teams that want scheduling bundled with time tracking, payroll, and hiring, using an AI Scheduling Assistant built from sales forecasts to suggest shifts before a manager has to build them manually. Both replace the group text and paper schedule with software that builds shifts around actual demand and labor budget.
The two, in one line each
When I Work is mobile-first shift scheduling software with auto-scheduling, shift swaps, and labor-cost forecasting built in, free for teams up to 75 users.
Homebase is all-in-one scheduling, time tracking, payroll, and hiring for hourly teams, with an AI Scheduling Assistant that builds suggested schedules from sales forecasts.
Where each one actually wins
When I Work wins for teams whose main need is genuinely good scheduling — mobile access, easy shift swaps, and labor-cost visibility — without necessarily wanting to move payroll and hiring into the same tool. Homebase wins for hourly teams that want to consolidate scheduling with time tracking, payroll, and hiring in one system, letting its AI Scheduling Assistant use sales forecast data to suggest a starting schedule instead of building one from scratch.
If your priority is best-in-class mobile scheduling with shift swaps and labor forecasting, and you're happy keeping payroll separate, When I Work's focused approach and generous free tier are the better fit. If you want scheduling, time tracking, payroll, and hiring consolidated into one platform with AI suggesting shifts from your sales data, Homebase's broader scope covers more of that workflow.
Quick comparison
| Tool | Starting price | Core job | Best fit |
|---|---|---|---|
| When I Work | Free up to 75 users | Auto-scheduling, shift swaps, labor forecasting | Teams wanting focused scheduling |
| Homebase | Free tier, paid plans available | Scheduling + time tracking + payroll + hiring | Hourly teams wanting an all-in-one platform |
Which one should you use?
Choose When I Work if you want strong mobile scheduling, shift swaps, and labor-cost forecasting without bundling in payroll. Choose Homebase if you want scheduling consolidated with time tracking, payroll, and hiring, with AI suggesting shifts based on your sales forecasts.
FAQ
Do both tools work well for businesses with multiple locations? Both support multi-location scheduling, though the depth of location-level reporting and permissions varies by plan — check the specific multi-location features included at your team size before committing.
How does an AI Scheduling Assistant use sales forecasts to build a schedule? It analyzes historical sales and traffic patterns to predict labor needs by hour and day, then proposes a shift schedule matched to that predicted demand, which a manager can then adjust rather than building from a blank calendar.
Can employees swap shifts themselves, or does a manager have to approve every change? Both platforms support employee-initiated shift swaps, typically with a manager approval step built in so schedule changes don't happen without oversight.
Is either tool suitable for a business with only a few employees? Yes — When I Work's free tier covers up to 75 users, and Homebase also offers a free tier, making both accessible for small teams before you'd need to pay for premium features.
Does using scheduling software actually reduce labor costs? Labor-cost forecasting and AI-suggested schedules help avoid overstaffing during slow periods and understaffing during peak demand, which is where most of the cost savings come from rather than from the software itself cutting costs directly.
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*Ratings and pricing reviewed monthly. Last updated September 2026.*
Bogdex · Founder & editor, woska
Bogdex builds and curates woska, testing AI tools against real workflows to judge which ones actually save time rather than which have the longest feature list.