Schedulefly vs When I Work

They charge per person. We charge per restaurant.

That's the whole difference, and it matters more in a restaurant than almost anywhere else. When I Work's entry plan is $2.50 per user per month. Ours is a flat $30 a month for up to 19 staff, $40 up to 39, $50 up to 59, and $60 up to 79.

So the more people you put on the schedule, the more they charge you and the more we don't. Headcount in a restaurant tracks shifts, not revenue.

What that looks like at real restaurant sizes

These numbers use When I Work's cheapest published plan — Essentials at $2.50 per user per month for one location. Their current plans include scheduling, messaging, and time and attendance. If you're on the $5 Pro plan, double their column.

Below about a dozen people, they're cheaper than we are. That's real and we're not going to hide it. Above a dozen, the lines cross and keep diverging. At 65 people it's $1,950 a year against $720.

Now run it with three locations

Say you own three restaurants with 25 people at each. When I Work charges $5 per user per month for multi-location businesses: 75 users is $375 a month.

Schedulefly puts each restaurant on our $40 tier, and the multi-location discount makes that $36 per location. Three locations is $108 a month — $1,296 a year, or $1,231 with annual prepay, against $4,500.

When I Work serves just about everybody

When I Work serves restaurants, retail, healthcare, construction, education, call centers and many other kinds of organizations. That breadth is genuinely useful when you need one general workforce product.

We've only ever built for hospitality — restaurants, bars, breweries, distilleries, coffee shops, ice cream shops and boutique hotels — since 2007. Two different bets.

We took a different approach

We do the schedule, team communication, shift trades, time off, documents, a manager's logbook and labor forecasting. When I Work also has a proper time clock with GPS and geofencing. If clocking in has to live with the schedule, that's a real reason to pick them.

For payroll, tip pooling, hiring and onboarding, we'll introduce you to specialists. Some operators want everything under one roof. Others prefer the best tool for each job.

Per person versus per restaurant.

The small-company part is the point.

Schedulefly has served independent hospitality teams since 2007. Today, the company is six people.

We have helped more than 20,000 restaurants over the years, with 5,000+ using Schedulefly right now.

Our customers are not buying an HR platform for every kind of workplace. They are buying a calm, reliable way to build the schedule, communicate changes and keep labor in view.

When they need help, they reach someone who knows the product and the restaurant business. Wil, the owner, even publishes his cell: 704-906-2031.

One restaurant. Every feature.

• Multi-unit customers receive a 10% discount per location.
• Annual prepay customers receive an additional 5% discount.
• 80 or more staff? Call Wil Brawley, owner of Schedulefly, directly on his cell at 704-906-2031.

Questions people ask about this comparison.