Empowering small businesses to succeed

Homebase vs. When I Work: Key Features

Key Features of Homebase:

• Employee Scheduling: Creating timetables has never been easier. Drag-and-drop shifts, set availability, and send instant notifications—all from one place. This feature is a lifesaver for businesses like retail, where shifts can change in an instant.
• Time Tracking & Timesheets: With the time clock feature, employees can clock in and out using mobile or tablet devices, and the system automatically generates timesheets.
• Hiring Tools: Homebase offers integrated tools for posting job openings, accepting applications, and tracking candidates, which is especially valuable for businesses with high turnover (such as restaurants or retail stores). This helps businesses hire and onboard employees faster.
• Payroll Integration: Homebase integrates with popular payroll systems, making payroll processing simpler by automatically importing work hours and generating accurate pay cheques.

Key features of When I Work:

• Timekeeping: When I Work has cool and robust timekeeping tools. Employees can log in and out using their smartphones, reducing manual errors and simplifying the timekeeping process.
• Shift Management: Managers can create shifts, assign employees, and swap out shifts, and employees can request changes or pick up available shifts. This is especially useful for businesses such as retail and healthcare, where timetables can change instantly.
• Team Communication: Built-in and simple messaging allows managers to quickly communicate shift changes, reminders and announcements to the team.
• Payroll Integration: Like Homebase, When I Work integrates with major payroll providers, making it easy for managers to accurately process payroll.

Homebase vs. When I Work: Similarities

Both platforms are cloud-based, so a manager or employee can log in from anywhere to view schedules, track their hours, and communicate. This is particularly effective for organisations with multi-site locations or companies with remote team members.

1. Employee Scheduling: Both platforms offer user-friendly scheduling tools that let managers assign shifts, manage availability, and make adjustments on the fly.
2. Team Communication: Both facilitate quick communication through integrated messaging features, enabling timely updates about schedules or emergencies.
3. Mobile Application Supported: Both Homebase and When I Work offer mobile apps that allow team members to view their timetables, request time off, or check for updates. In industries like hospitality, this is one of the most useful features, as employees can easily access their timetables even when on the move.

Homebase vs. When I Work: Differences

Target Audience: Comparing Homebase vs. When I Work, the first is really well suited for small businesses with simple scheduling and time-tracking needs. Small restaurants and boutiques, call centres and local cab services are its customers. On the other hand, When I Work is more suited for larger and more complex teams, especially those that need a payroll and productivity planning tool.

Hiring and Enrolment: Homebase includes tools for posting jobs, managing applications, and tracking applicants. When I Work does not include a specialised hiring module.

Pricing Models: Homebase has a free plan that covers basic scheduling and time tracking, making it a great choice for startups. Paid plans start at $20/month per location for extra features. When I Work’s paid plans start at $1.50 per user per month, but they do offer more advanced features, such as payroll integration and reporting.

Customisation: When I Work offers more customisation, which is ideal for larger businesses or those with complex scheduling needs, like healthcare providers. Homebase is simpler and more streamlined, which works better for smaller businesses.

Homebase vs. When I Work: Pros and Cons

Homebase Pros:

• Free plan with essential features—great for small businesses just starting out.
• Includes hiring tools, making it convenient for businesses with high turnover.
• Easy integration with payroll providers like QuickBooks and Gusto.

Homebase Cons:

• Lacks advanced customisation features, which may be a limitation for larger businesses.
• Limited reporting features compared to When I Work.

When I Work Pros:

• Extensive payroll integration options, including advanced payroll reporting.
• Highly customisable scheduling features.
• Scalable for businesses of all sizes, from small teams to large enterprises.

When I Work Cons:

• Paid plans start at $1.50 per user per month, which can be expensive for small businesses.
• Some features may require additional training to use effectively.

Homebase vs. When I Work: Pricing

Homebase offers four plans, including a free plan with the most basic tools. The other three plans range from £25 to £100 per month per location (unlike most similar services which charge by the number of employees).

When I Work has a plan starting at £1.50 per user per month, rising to £5 in the most expensive plan. Both services can be trialed for free on either tariff.

5 Recommendations for Choosing Between Homebase vs. When I Work

• Business Size & Growth: For a small business, Homebase is a more affordable, straightforward option. Comparing Homebase vs When I Work, the latter is better suited for larger businesses with more complex needs.
• Hiring Needs: If rapid hiring is necessary, Homebase’s integrated hiring tools offer a significant advantage.
• Budget: Homebase’s free version is ideal for small businesses, while When I Work, although starting higher, offers more advanced features.
• Payroll Integration: Both platforms provide payroll integration, but When I Work offers broader options for more complex requirements.
• Customization & Scalability: For businesses requiring deep customization or those with a large team, When I Work offers greater flexibility.

Ten Questions You Must Ask When Choosing Between Homebase vs. When I Work

1. Is my business small with basic scheduling needs or do I need more complex features?
2. How often do I hire new employees, and do I require a system to assist with recruiting?
3. How vital is payroll integration for my business?
4. What is my budget for workforce management software?
5. Do I require advanced reporting features?
6. Will my business benefit from extensive customization?
7. What is the scalability of my business, and will this software grow with me?
8. How much time am I willing to invest in setting up and customizing the software?
9. Is my business facing rapid growth or changing needs that need flexible scheduling?
10. Do I need a free plan to start without upfront costs?

Homebase vs. When I Work: Use Cases

Homebase Use Cases:

Consider a small retail shop or a local café. These businesses thrive on flexibility — last-minute schedule changes, managing hourly shifts, and swiftly hiring seasonal workers. They don’t require anything overly complicated, just a straightforward way to track hours, create schedules, and keep employees informed. Many retail stores, particularly those with just a few employees, appreciate how easy it is to set up schedules, adjust shifts, and communicate swiftly with their team, all without a steep learning curve.

When I Work Use Cases:

Healthcare providers, for instance, often deal with intricate shift patterns — such as doctors, nurses, and support staff who require precise scheduling to ensure smooth operations. The platform’s ability to integrate with payroll systems is crucial here, as accurate timekeeping and payroll are essential in the medical field. Large companies in various sectors, from retail chains to large manufacturing firms, also turn to When I Work when more customisation options are needed.

Final Thoughts on Homebase vs. When I Work: Which Is Best For Business

There is no clear winner in the comparison between When I Work and Homebase. It largely depends on your needs and those of your employees. Homebase is more affordable and easier to implement quickly, whereas When I Work is more costly but offers more features.