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PeopleBridge vs When I Work · 2026

An honest comparison — including where When I Work wins.

When I Work is a generalist scheduler with broad SMB appeal. PeopleBridge is restaurant-and-multi-location-first. Here's where each one actually lands.

FeaturePeopleBridgeWhen I WorkNotes
Free plan✅ Free forever: 1 location, up to 10 employees, no cardSee When I Work's site
Paid pricingTeam: $29/mo incl. first location + 30 employees (+$10/location, +$1/employee past 30). Pro: $2 per employee + $10 per location, per month$2.50 per user/mo (single location); $5.00 per user/mo (multiple locations)When I Work lists scheduling, time and attendance, and messaging in every plan
Example: 1 location, 25 employees$60/mo on Pro (25 × $2 + $10)$62.50/mo (25 × $2.50)Close at one location
Example: 3 locations, 30 employees$49/mo on Team ($29 + 2 × $10) or $90/mo on Pro (30 × $2 + 3 × $10)$150/mo (30 × $5.00)PeopleBridge adds $10 per location instead of a higher per-user rate
Drag-and-drop scheduling✅ Free✅
Time clock✅ Free: phone time clock, works offline. Team and Pro add tablet kiosk with PIN and breaks✅ Included in every planComparable
Location check on clock-in✅ Warns on Free; can block out-of-range punches on Team and Pro✅
POS integration✅ Toast, Square and Clover (Pro): sales, tips, tax, discounts. Other POS built for you for a flat $199See When I Work's integrations
Tip pool calculator✅ Pro: pro-rata by hours, Lock & Pay snapshotNot listed
Onboarding (W-4, I-9, DD)✅ Pro: W-4, I-9, direct deposit, signed PDFNot listed
AI featuresAI setup assistant and Monday AI digest on Free; Ask PeopleBridge, schedule from a sentence, auto-translate on Pro⚠️ Auto-scheduling
Payroll export / integrations✅ CSV on Team; Gusto, QuickBooks Online, ADP RUN, Paychex Flex + payroll review on Pro✅ Payroll integrations, including RipplingWhen I Work also connects to Rippling
iPhone / Android app✅ iPhone + Android apps, plus the website✅ Native appsBoth have phone apps
Shift trades + open shifts✅ Free✅
Team messaging✅ Pro✅ Included in every plan
Import from other apps✅ Free: AI-assisted import wizard that reads Homebase, 7shifts, When I Work, Deputy and Sling exports (and matches columns from any other app), plus free technical support if you need it✅ CSV import

Competitor prices as listed on their websites, October 2026. Check their sites for current pricing. Examples use monthly list prices; each company counts billable users in its own way. PeopleBridge counts everyone with a profile, including owners and managers.

The honest takeaway

Pick PeopleBridge if…

  • You run a restaurant on Toast and want sales, tips and labor % next to your schedule (Pro)
  • You have 1 location and up to 10 employees and want scheduling plus a time clock free
  • You run several locations: Team and Pro add $10 per location rather than a higher per-user rate
  • You need W-4/I-9/direct-deposit onboarding (Pro)

Pick When I Work if…

  • You want a generalist scheduler and don't need POS integration
  • You rely on a payroll integration When I Work has and we don't, such as Rippling
  • Your team already uses When I Work and it works for you

Common questions

How does When I Work's pricing compare?
When I Work lists $2.50 per user per month for a single location and $5.00 per user per month for multiple locations (its pricing page, October 2026). PeopleBridge Pro is $2 per employee + $10 per location a month. For 25 employees at one location that's $62.50 vs $60/mo; for 30 employees across 3 locations it's $150 vs $90/mo. At 1 location with up to 10 employees, PeopleBridge Free is $0. Check When I Work's site for current pricing.
Does When I Work integrate with Toast?
Check When I Work's integrations page for its current POS list. PeopleBridge has a native Toast integration (Pro) that pulls sales, tips and tax for labor % of sales, sales reports and the tip pool.
What does When I Work do better than PeopleBridge?
Broader generalist appeal for non-restaurant businesses, payroll integrations we don't have (such as Rippling), and a mature standalone scheduling experience if POS integration is irrelevant to you.
Is there a free plan?
PeopleBridge: yes — Free is $0 forever for 1 location and up to 10 employees, no card required. Above that, Team is $29/mo (first location + 30 employees) or Pro is $2 per employee + $10 per location a month. For When I Work's current options, check its site.
Can I import my team from When I Work?
Yes. Export your user list from When I Work as CSV and upload it in PeopleBridge under Employees → CSV Import — it reads When I Work's column names as they are. Names, emails, phones, positions, pay rates and hire dates come over; you pick the location during import. Schedules are typically rebuilt. Need a hand? Technical support for your import is free — email info@peoplebridge.app.

Try both. See for yourself.

Free forever for 1 location and up to 10 employees, no credit card. If When I Work is the right fit for your team, we'll be the first to say so.

Start free