Deputy vs. When I Work: A Comprehensive Comparison

If you’ve found yourself typing “Deputy vs. When I Work” into your go-to search engine, you’re likely already aware that When I Work and the Deputy app are leading platforms that make managing your team schedule a breeze. However, it can be tough to differentiate between the two platforms.

To simplify your decision-making process, check out this breakdown of the key differences between Deputy vs. When I Work:

  1. When I Work can suit teams of all sizes
  2. Deputy is geared toward larger teams
  3. When I Work includes flexible self scheduling and team messaging
  4. Deputy offers more integrations 

In this head-to-head comparison, we will further explore these differences and cover:

What Is Deputy?

Rating: 4.6 out of 5 from G2

Deputy is an all-in-one workforce management platform that includes scheduling, time tracking, and employee communication tools. The Deputy app can integrate with many payroll solutions and has an intuitive interface.

Like many modern payrolling platforms, Deputy is web-based, which means it is scalable and can be accessed from any internet-connected device. In addition to providing time tracking and scheduling tools, the Deputy app features tools for performance management. 

What Is When I Work?

Rating: 4.4 out of 5 from G2

When I Work is a web-based shift scheduling and employee management tool that prioritizes user-friendliness and integrations. It boasts an 85% weekly engagement rate by both employees and employers.

The When I Work platform can be accessed from Android- or iOS-powered mobile devices, as well as tablets and desktops. With just a few clicks, managers can make schedule changes, document time off, and more to ensure that every shift is adequately staffed. 

The solution’s ability to integrate with the user’s payroll provider also streamlines important time-keeping processes and reduces the likelihood of human error. 

Comparison overview

DeputyWhen I Work
Team messaging• Send messages directly in the Deputy app
• Consolidate communication channels
• Send messages directly in the When I Work app
• Reduce confusionPromote collaboration
Time clock tracking• Track hours worked
• Document time off and call ins
• Automatically upload data to payrolling platform
• Automatically upload data to payrolling software
• Create detailed reports of vacation and sick time usage
• Simplify time tracking processes
Alerts and notifications• Enable push notifications
• Keep supervisors in the loop of time off/call outs
• Send automated notifications to streamline communication
• Reduce scheduling errors
• Ensure adequate staffing
Pricing• Free trial
• Free account
• Subscription-based premium account
• Free trial Subscription-based
• Starts at just $2.50 per user per month

Deputy vs. When I Work: Key features

Both Deputy and When I Work are feature-laden platforms that aim to provide optimal ROI to users. While these competitors have many of the same types of features and capabilities, there are some key differentiators to be aware of. This breakdown of the features each solution offers will help you better decide which one better aligns with the unique needs of your business.


Deputy is filled with features and has a diverse range of capabilities, including the following:

  • APIs
  • Alerts/notifications
  • Activity tracking
  • Biometric recognition
  • Budgeting/forecasting
  • Calendar sync capabilities
  • Clock in/out tools
  • Compliance management
  • Employee self-service capabilities
  • Offline time tracking
  • On-call scheduling

The Deputy app also features performance management and reporting tools designed to provide managers with real-time insight into the state of their team. 

When I Work

When I Work has over 100 different features, including — but not limited to — the following:

  • APIs
  • Access controls/permissions
  • Activity tracking
  • Budgeting and forecasting
  • Chat/messaging
  • Collaboration tools
  • Data import/export capabilities
  • Employee onboarding
  • Self-service and event scheduling
  • File sharing
  • GPS
  • Messaging
  • Mobile alerts
  • Flexible self scheduling
  • Overtime calculator
  • Real-time monitoring

The vast array of features that When I Work provides makes it one of the most scalable and versatile scheduling solutions on the market. When I Work can effectively meet the needs of small businesses, large organizations, and every size of company in between. 

Team messaging

As a business leader, you understand the importance of keeping your team in the loop. However, when you rely on traditional communication tools like email, text, and phone calls, a lot of critical information can get lost in translation.

When you’re considering Deputy vs. When I Work, it’s important to know that both are designed to streamline communication across your entire organization by providing in-app messaging capabilities. Within each platform, you can send and receive messages, access past communications, and ensure that everyone is on the same page. Here is how they compare.


Deputy’s team messaging capabilities are effective and easy to use. Within seconds, you can select a contact from your list of employees, compose a message, and distribute it to the appropriate team members. You can even CC others in the message, such as an employee’s direct supervisor. 

When I Work

When I Work makes communicating with your team an effortless process via its built-in team messaging tool. You can send individual messages or compose group communications directed at an entire team or department.

When I Work additionally features a user-friendly alert and notification system, which ensures the timely delivery of important messages. As long as users have alerts enabled, they will be notified as soon as someone sends them a message within the When I Work app. You can also see read receipts, so you’ll know if someone has seen your message or not.

Time clock tracking

Manually keeping track of employees’ hours worked is a tedious, time-consuming process. And relying on manual time-tracking strategies leaves the door open to potentially significant errors that create friction among the workforce. 

Deputy and When I Work both include robust time clock tracking capabilities. These features are designed to reduce the likelihood of time-tracking errors while simultaneously decreasing your reliance on manual processes.


The Deputy app’s time tracking system is accurate and easy to use. Once it captures time card data, it can automatically upload it to your existing payroll platform. Eliminating manual processes from your time-tracking workflow expedites the collection of payrolling information and ensures that everyone is paid correctly.

When I Work

When I Work includes powerful time-tracking capabilities that eliminate the need for manual tracking. Additionally, When I Work has integrated GPS functionality into its online time clock app, which ensures accurate clocking in and out across all devices. 

The When I Work platform also tracks breaks, time off, and callouts. By monitoring these common workplace events, When I Work provides a more holistic view of employee performance and behavior. 

Alerts and notifications

When comparing Deputy vs. When I work, remember that these are two all-in-one solutions. As such, both feature customizable alert and notification systems. 


The Deputy app gives you the freedom to set up custom alert and notification rules. Once enabled, you will receive important updates straight to your device. You can enable alerts for messages, missed deadlines, and more. That said, setting up custom notifications can be a bit tedious, especially early on. 

When I Work

With When I Work, you can create your own custom alert and notification rules. You can ensure you and your managerial team are notified the moment someone clocks in, submits a time-off request, or misses a clock-in deadline.

The When I Work platform will also send automated alerts to employees notifying them of an upcoming shift, increasing accountability and reducing no-shows.


When I Work and Deputy rely on a subscription-based, per-user-per-month pricing model, which has become the go-to billing model for scheduling software. Neither platform requires you to sign a contract, which means that service is delivered on a month-to-month basis. Here is how they compare in terms of value.


Deputy offers a free trial and even has the option to create a free account. However, the free version only includes basic time tracking and scheduling capabilities. Additionally, you are limited to creating and publishing 100 shifts per month. 

To access all of Deputy’s features, you need a Premium plan, which starts at $4.90 per user per month. Deputy also offers an Enterprise tier for businesses with over 250 employees, but the pricing for that plan is not publicly available. 

When I Work

When I Work has a simplistic user-based pricing model designed to ensure you enjoy a strong ROI. The Essentials version of When I Work starts at $2.50 per user per month. The Pro version is $5.00 per user per month and the Premium Plan is $8.00 per user per month.

Either version can be upgraded to include time and attendance and on-demand pay capabilities. The upgraded version of the Essentials Plan is $4.00 per user per month. When you add time and attendance capabilities to the Pro subscription, the price rises to $7.00 per user per month, and for the Premium Plan, it’s $10.00. 

Deputy vs. When I Work: Which is best for you?

Both Deputy and When I Work have a lot to offer, including time-tracking capabilities, in-app messaging, and reporting features. However, When I Work exhibits superior scalability and includes well over 100 unique features, making it the more versatile of the two platforms. 

If you want a feature-laden solution that includes transparent pricing and the ability to evolve with your business, When I Work is the better choice. 

Start your free trial of When I Work today

The best way to assess the fit and performance of a technology solution is to try it for yourself. If you are ready to take When I Work for a test drive, sign up for a 14-day free trial today and see why over 200,000 workplaces rely on the platform for their scheduling and time-tracking needs. 


Does When I Work include APIs?

Yes, When I Work includes over two dozen application programming interfaces, each of which enables you to seamlessly integrate your instance with existing applications in your technology stack. 

Can I get a free demo of When I Work?

Yes. When I Work provides a free demo opportunity that allows you to see the platform in action and determine whether it is a good match for your business. 

Which platform has more total integrations?

Deputy edges out When I Work in terms of total integrations. However, both platforms integrate with a broad range of popular platforms.

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