When I Work is a popular shift scheduling platform designed for small and mid-sized businesses, with a clean interface and straightforward pricing. But it charges per employee — and for teams under 50, that per-user cost adds up quickly. Leave Balance offers an alternative: flat-rate pricing with unlimited employees, covering both rostering and leave management in a single platform.
This comparison covers pricing, features, and the day-to-day experience of using each tool, so you can decide which one fits your team.
Key Takeaways
- When I Work charges $2–3/user/month; Leave Balance charges a flat rate of $69/month (Workforce tier).
- The crossover is around 23–25 employees — above that, Leave Balance is cheaper.
- When I Work focuses on shift scheduling and time tracking; Leave Balance adds deep leave management and multi-country compliance.
- Both offer Slack-like notifications, but Leave Balance has native Slack and Microsoft Teams integration.
- For teams that need rostering plus leave management without per-user scaling, Leave Balance is the better value.
Pricing Comparison
When I Work Pricing (2026)
| Plan | Monthly Cost | Per-User Cost | Includes |
|---|---|---|---|
| Basic | ~$2/user/month | $2/user | Scheduling only |
| Pro | ~$3/user/month | $3/user | Scheduling + time tracking |
| Enterprise | Custom | Custom | Advanced features, dedicated support |
Note: When I Work pricing varies by region and billing cycle. The figures above reflect typical SMB pricing.
Leave Balance Workforce Tier Pricing
| Plan | Monthly Cost | Per-User Cost | Includes |
|---|---|---|---|
| Monthly | AUD $69/month | $0 (flat rate) | Unlimited employees — rostering, leave, compliance |
| Annual | AUD $690/year | $0 (flat rate) | Same as above |
Cost comparison for growing teams:
| Team Size | When I Work (Pro ~$3/user) | Leave Balance Workforce |
|---|---|---|
| 5 | ~$15/mo | AUD $69/mo |
| 10 | ~$30/mo | AUD $69/mo |
| 15 | ~$45/mo | AUD $69/mo |
| 20 | ~$60/mo | AUD $69/mo |
| 25 | ~$75/mo | AUD $69/mo |
| 30 | ~$90/mo | AUD $69/mo |
| 50 | ~$150/mo | AUD $69/mo |
The crossover is around 23 employees. Below that, When I Work is cheaper in absolute terms. Above that, Leave Balance wins — and the gap widens as headcount grows. At 50 employees, you save AUD $81/month or AUD $972 per year with Leave Balance.
Rostering Features
When I Work was built for scheduling. Its core strengths:
- Shift scheduling — create and publish schedules with a drag-and-drop calendar.
- Auto-scheduling — generates schedules based on employee availability and preferences.
- Shift swapping — employees can trade shifts with manager approval.
- Open shifts — publish unfilled shifts for employees to claim.
- Time tracking — built-in clock-in/clock-out via the mobile app.
- Demand forecasting — basic staffing predictions based on historical patterns.
Leave Balance’s rostering (Workforce tier):
- Drag-and-drop roster builder — schedule shifts with a visual interface.
- Leave integration — approved leave blocks shifts automatically.
- Shift swaps — employees can request swaps with approval workflow.
- Open shifts — publish unfilled shifts for employees to claim.
- Availability management — track employee availability and preferences.
- Compliance guardrails — flags rest period and maximum hour violations.
- Slack/Teams notifications — roster changes push to team channels.
Where When I Work wins: Auto-scheduling, time tracking hardware integration, and the maturity of its mobile app for shift workers. If scheduling is your primary need and you do not need deep leave management, When I Work is purpose-built for it.
Where Leave Balance wins: Leave management is not an afterthought — it is a core feature. The rostering integrates directly with leave approval, so approved absences automatically affect scheduling. The flat-rate pricing means your cost does not increase as you hire more people.
Leave Management
This is the most significant difference between the two platforms.
When I Work includes basic leave features: employees can request time off, managers can approve it, and approved leave appears on the schedule. However, leave management is a secondary feature — When I Work is fundamentally a scheduling tool.
Leave Balance was purpose-built for leave management:
| Feature | When I Work | Leave Balance |
|---|---|---|
| Leave request/approval | Yes | Yes |
| Custom leave types | Yes | Yes |
| Multi-country public holidays | Limited | Yes (100+ countries) |
| Leave balance tracking | Basic | Detailed with analytics |
| Team calendar | Yes | Yes |
| Slack integration | No | Yes (native) |
| Microsoft Teams integration | No | Yes (native) |
| Employee self-service | Yes | Yes |
| Leave analytics | Basic | Advanced (D3 charts, department breakdown) |
| Compliance guardrails | Basic | Multi-country (UK, AU, NZ, Nepal) |
If your team needs more than just “mark me off” leave tracking — if you need to track balances, enforce policies, or manage leave across multiple countries — Leave Balance provides a significantly more complete solution.
Mobile Experience
Both platforms offer mobile apps, which matters for shift-based teams who manage schedules from their phones.
When I Work has a well-established mobile app (iOS and Android) that lets employees:
- View upcoming shifts
- Clock in and out
- Request shift swaps
- Submit time-off requests
- Receive shift reminders
Leave Balance is web-based with a responsive mobile interface:
- Submit and track leave requests
- View team calendar
- Approve requests (managers)
- Access from any device browser
When I Work has the edge on mobile experience — its app is purpose-built for the shift worker workflow. Leave Balance’s mobile experience is functional but not a native app (a React Native app is planned for Q3 2026).
Integrations
| Integration | When I Work | Leave Balance |
|---|---|---|
| Slack | Notifications only | Yes (native) |
| Microsoft Teams | Notifications only | Yes (native) |
| POS systems | Yes (selected) | No |
| Payroll | Yes (ADP, Gusto) | Yes (Xero, MYOB) |
| HRIS | Limited | No |
| API | Yes | Available |
When I Work has broader integration with US-centric payroll and POS systems. Leave Balance’s native Slack and Microsoft Teams integration is the standout — leave requests and approvals happen directly in the chat interface your team already uses.
The Bottom Line
Choose When I Work if:
- You need a dedicated shift scheduling platform with auto-scheduling.
- Your team is under 23 employees and budget is tight.
- Time tracking via mobile app is a primary requirement.
- You use US-centric payroll or POS systems that When I Work integrates with.
Choose Leave Balance if:
- You need both rostering and leave management in a single platform.
- Your team is over 23 employees and per-user pricing is a concern.
- You want flat-rate pricing that does not scale with headcount.
- Your team works in Slack or Microsoft Teams and wants integrated leave management.
- You operate across multiple countries and need multi-jurisdiction compliance.
For teams under 50 that need rostering plus leave management, Leave Balance provides better value once you pass the 23-employee threshold — and the leave management capabilities are significantly more complete at any team size.
leave emails? Track your employee's leave with Leave Balance
Frequently Asked Questions
Can Leave Balance replace When I Work for scheduling?
Yes. Leave Balance’s Workforce tier includes drag-and-drop scheduling, shift swaps, open shifts, and availability management. It does not include auto-scheduling or time clock hardware integration — if those are essential, When I Work or a dedicated scheduling tool is better.
Is When I Work available in Australia?
When I Work is primarily US-focused. It does not have the same level of Australian award compliance or Fair Work integration as locally-focused tools. Leave Balance supports Australian compliance natively.
What is the cheapest option for a team of 10?
When I Work’s Basic plan at ~$2/user/month ($20/month) is cheaper than Leave Balance’s Workforce tier ($69/month). If you only need basic scheduling and no leave management, When I Work is the more affordable option at this team size.
Does When I Work support leave tracking?
Yes, When I Work includes basic leave tracking: employees can request time off, managers can approve it, and approved leave appears on the schedule. However, it lacks the leave balance tracking, analytics, and multi-country compliance that Leave Balance provides.
Can I integrate When I Work with Slack?
When I Work can send shift reminders and notifications to Slack, but it is not a deep integration. Leave Balance’s Slack integration allows employees to submit and approve leave requests directly within Slack — no separate app or login required.