MadyHR.ai vs When I Work: an honest side-by-side.
When I Work is priced per user per month. MadyHR.ai is one flat price for your whole company, with free HR tools included. Here’s how they compare on price, features and free resources, including where When I Work may suit you better.
Facts checked on October 14, 2026 from wheniwork.com
MadyHR.ai
$99/year
$8.25/mo, billed yearly · whole company · every feature
When I Work
From $2.50 per user a month
As listed on wheniwork.com on October 14, 2026
Feature by feature
When I Work details are taken from their public website on October 14, 2026. Sources are listed at the bottom of this page.
| What | MadyHR.ai USA | When I Work |
|---|---|---|
| Published price | $99 a year ($8.25/mo, billed yearly) for the whole company, not per employee | Essentials $2.50, Pro $5, Premium $8 per user a month; Enterprise by quote |
| Free plan | Free account to look around; adding employees needs the $99/yr ($8.25/mo) plan | No |
| Free trial | Free account, no card needed to look around | Yes: two weeks, no credit card |
| Getting started | No demo or sales call: sign up yourself | Self-serve trial; demos promoted |
| Runs payroll | No: exports approved hours as a file for your payroll provider | No in-house payroll: Rippling is their preferred payroll partner; integrations with ADP, QuickBooks, Gusto and others |
| AI assistant | An AI assistant in the app that answers from your own company's records | None advertised on their pricing page |
| Free calculators on their website | 10 free HR calculators for US employers | Time card calculator; labor cost calculator (Excel) |
| Free templates on their website | 41 free HR templates for US employers | Excel schedule and timesheet templates; HR toolkit (form required) |
| Scheduling & time tracking | Scheduling, a time clock and timesheets, included | Scheduling and team messaging on every plan; their plan cards show time tracking as an add-on switch with no price, while their FAQ says every plan includes it |
| Time off (PTO) | Included, in hours | Time-off requests |
| Employee app or login | A login for every employee, in any phone or computer browser | Yes: mobile app for managers and employees |
| Support | Email support | Help center, live chat and support tickets |
Where MadyHR.ai stands out
- One flat price
- $99 a year ($8.25 a month) covers the whole company. Hire more people and the price doesn't move.
- Form I-9 and state rules built in
- An I-9 register with every deadline, and rules for six states, in the $99/yr ($8.25/mo) plan.
- Free HR tools for everyone
- 16 free calculators and 41 free templates for US employers.
- No demo, no sales call
- See the price, create an account and look around yourself.
When I Work may suit you better if…
- You mainly need low-cost shift scheduling for hourly staff
- You want to connect to an existing payroll app
- You have a very small team and only need scheduling
We’d rather you pick the right tool than the wrong one.
- FREE16 free HR calculatorsMinimum wage, salary, raises, work hours and the real cost of an employee.Open the tools
- FREE41 free HR templatesOffer letters, checklists and forms for US employers, free to download.Get the templates
- Why so cheap?No sales team, no demo calls, no call center, and no per-employee fees.
Built by AI. Run by AI. Priced for humans.
Try MadyHR.ai free, then decide.
Create an account, look around everything, and pay $99 a year ($8.25 a month) only when you add your team.
Sources (checked October 14, 2026)
About this comparison
When I Work is a trademark of its owner. MadyHR.ai is not affiliated with, endorsed by or sponsored by When I Work, and the name is used only to identify the product being compared.
Information about When I Work comes from its public website as shown on October 14, 2026. Prices, plans and features change, and some details depend on your location, team size or contract, so always check wheniwork.com for current details before you decide. Prices are in US dollars and exclude taxes, add-ons and limited-time promotions unless stated.
Spotted something out of date or wrong? Email support@madyhr.ai and we’ll check it and correct it promptly.