Paylocity vs When I Work
Compare Paylocity and When I Work on features, pricing, and buyer fit using the same researched criteria.
Paylocity
US mid-market HR + payroll (+ finance/IT) — custom quote (‘Explore Payroll Pricing’); Ignite AI. Landscape vs Gusto.
Best for
- • US mid-market companies (roughly 100–1,000 employees) that want payroll+HR in one modern platform
- • Teams comparing Paylocity vs ADP Workforce Now vs Paycor
- • Orgs that may add finance/IT and Ignite AI later
No free plan
VS
Our verdict
No universal winner. Choose based on which criteria matter most for your team.
Tie
- • Integrations
Choose Paylocity if: US mid-market companies (roughly 100–1,000 employees) that want payroll+HR in one modern platform
Choose When I Work if: Hourly teams that mainly need scheduling and messaging at a low per-user price
When I Work
Per-user hourly scheduling — Essentials from $2.50/user/mo; Pro $5; Premium $8; 14-day trial. Time & attendance is a paid toggle.
Best for
- • Hourly teams that mainly need scheduling and messaging at a low per-user price
- • Operators who will trial 14 days before buying Deputy or Homebase hubs
- • Multi-location teams that stay on Essentials+ for templates and OpenShifts
Starting from $2.50/user/mo
No free plan
Comparison scorecard
Criterion-by-criterion results for Paylocity and When I Work. Numeric bars appear only when both products have approved scores.
- Depends
Starting pricing
Published floor price and what that floor actually includes.
Paylocity starting price was not verified in current research — confirm on the vendor pricing page; When I Work researched starting price from $2.5/mo. Better value depends on plan rungs, currency, and add-ons.
PaylocityDependsWhen I WorkDepends - Depends
Free plan
Whether a usable free plan is published, and what it gates.
Paylocity does not research a free plan; When I Work does not research a free plan.
PaylocityDependsWhen I WorkDepends - Depends
User / licence minimum
Seat floors, per-employee minimums, and small-team pricing traps.
Check employee or licence minimums for Paylocity and When I Work on current vendor packaging.
PaylocityDependsWhen I WorkDepends - Tie
Integrations
Important third-party integrations.
Paylocity and When I Work are close on integrations (8/10 vs 8/10) from approved SoftwareGlimpse editorial assessments — not hands-on lab testing.
Paylocity8/10When I Work8/10
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