When I Work vs Vagaro

Two scheduling tools side by side. Prices are the starting plan a small business would pick, in USD.

Short version

When I Work costs less for a six-person team.
When I Work fits retail shop, restaurant or café, trades or contractor, online store.
Vagaro fits service business.

Compare	When I WorkWhen I Work	VagaroVagaro
In one line	Shift scheduling and time clock from $2.50 a user	Salon and spa booking from $30 a month per location
Starting price	From $2.50/person	From $30/mo + $10/extra person
Six-person team	$15/mo	$80/mo
Plans	Essentials $2.50/user/mo; Pro $5/user/mo; Premium $8/user/mo	Per location: $30/mo for 1 calendar ($23.99 for the first 6 months); +$10/mo per extra calendar; 7 or more calendars $90/mo; 1,000 emails/mo included; 30-day trial; card fees not listed on the pricing page
Pricing model	Free trial	Free trial
Free trial	14 days	30 days
Users	Per user	1 calendar on base
Both connect to	Gusto
Also connects to	Rippling, QuickBooks Payroll, OnPay, Square Payroll	No others on record
Team size	2–10 people · 11–50 people · 51–200 people	Just me · 2–10 people · 11–50 people
Available in	US	US · UK · CA · AU
Phone support	None listed	Plans not stated
Live chat	Plans not stated	Plans not stated
Support hours	Web form: Monday-Friday: 7 A.M. to 9 P.M. Central Standard Time, Saturday-Sunday: 9 A.M. to 4:30 P.M. Central Standard Time · Live chat: Monday-Friday: 7 A.M. to 7 P.M. Central Standard Time, Saturday-Sunday: 9 A.M. to 4:30 P.M. Central Standard Time	Phone: 24/7
Incidents posted	0 incidents posted on When I Work's status page in the 90 days to Oct 27, 2026. Status page	1 incident posted on Vagaro's status page in the 90 days to Oct 27, 2026; 0 marked major or critical by Vagaro. Status page
Capterra score	4.5 / 5 from 1,300 reviews	4.7 / 5 from 3,681 reviews
Trustpilot score	4.1 / 5 from 7 reviews (few reviews)	3.5 / 5 from 717 reviews
Fit: Retail shop	85	30
Fit: Restaurant or café	88	10
Fit: Service business	65	88
Fit: Agency or studio	20	15
Fit: Trades or contractor	70	20
Fit: Online store	25	15
Why people pick it	Cheap per user Easy shift swaps	Built for salons and spas Price stops rising at seven calendars
Where it falls short	No free plan Time clock features need Pro	Intro price rises after six months Card fees not on the pricing page
	Visit When I Work	Visit Vagaro

Six-person prices are what a team of six would pay on the published plans; "Not listed" means those plans don't cover six. How we calculate prices

When I Work vs Vagaro

Short version

More comparisons with When I Work or Vagaro