Scheduling Strategy
When I Work vs. Sling: A Complete Comparison Of Features, Pricing, And Which To Choose
It’s Sunday night, and next week’s schedule still isn’t posted. Two servers swapped shifts over text, and Friday’s timesheets don’t match who showed up. Weeks like this send shift managers looking for scheduling software, and When I Work and Sling usually make the shortlist.
Most of the differences between the two software show up after you hit publish, when shifts need covering and hours need to reach payroll. Below, we compare both tools feature by feature.
When I Work vs. Sling: How do they compare?
While both platforms fall under the broader category of employee scheduling software, the biggest differences show up in what you get before you upgrade.
The entry plan for When I Work costs $2.50 per user per month, close to Sling’s $2 Premium plan, and it includes auto-scheduling, which Sling only offers on its $4 Business plan. The single location or schedule plan also comes with forecast tools that plan staffing around sales and labor budgets, while Sling reserves its sales and labor reports for Business.
| When I Work | Sling | |
| Starting price | $2.50 per user/month (Single location/schedule), 14-day free trial | Free for up to 30 users; paid plans from $2 per user/month |
| Best for | Owners and managers who want built-in automation and labor visibility | Small teams that need a free schedule, especially restaurants already on Toast POS |
| Shift accountability | GPS, geofencing, and photo verification at clock-in | Geofencing (Premium and Business plans only) |
| Scheduling speed | One-click auto-scheduling included on all plans | Shift templates on Free plan; auto-assign shifts on Business plan only |
| Payroll sync | Direct integrations with Gusto, Paychex, QuickBooks Online Plus, Rippling, Square Payroll, and more | Toast Payroll export; timesheet exports for other providers |
| Team messaging | Team messaging included on all plans | Announcements and one-on-one messages on Free plan; group chat starts on Premium plan |
What is Sling?
| Rating: 4.4 / 5.0 on G2 (88 reviews) | 4.6/5 on Capterra (212 reviews) Key strength: Sling fits best with restaurants that already run Toast POS and want scheduling, sales data, and payroll in one ecosystem. It also works well for small teams under 30 employees that mainly need a free, shareable schedule. |
Sling is an employee scheduling app that lets managers build shifts on a drag-and-drop, color-coded calendar and share them with staff through a mobile app. Its free plan covers up to 30 users and includes shift templates, time-off requests, announcements, and one-on-one messaging. That makes it a common first step for teams moving off paper or spreadsheet schedules.
Toast acquired Sling in July 2022, and the product is now sold as Sling by Toast. For restaurants already on Toast POS, employee data syncs between the two systems, managers can compare labor costs against sales, and timesheets export directly to Toast Payroll. Sling also connects with Square, Harbortouch, Restaurant Manager, and POSiTouch.
If you’re also weighing other Sling competitors, our Connecteam vs. Sling breakdown covers another popular option.
Many of Sling’s features that hourly teams use daily are only available on the paid plans:
- Premium: $2 per user/month, adding time clock, geofencing, and overtime tracking
- Business: $4 per user/month, adding auto-assigning shifts, kiosk time tracking, labor and payroll reports, no-show tracking, and PTO management
What is When I Work?
| Rating: 4.4/5 on G2 (410+ reviews) | 4.5/5 on Capterra (1,300+ reviews) Key strength: When I Work’s biggest advantage is how much scheduling it automates on the entry plan. Essentials includes auto-scheduling and multi-location scheduling for $2.50 per user per month, which makes it a strong fit for growing businesses that schedule hourly staff across more than one site. |
When I Work is an employee scheduling, time tracking, and team communication platform built for shift-based teams. Managers publish schedules in the app, and employees use it to pick up open shifts, request time off, and chat through built-in team messaging.
When I Work and Sling share the same 4.4-star rating on G2, but the When I Work rating comes from nearly five times as many reviews. G2 reviewers also report an average return on investment of seven months.
Every plan includes auto-scheduling, which fills shifts with employees who are available and eligible to work them. Managers can review the draft before publishing, helping them build schedules faster with fewer manual fixes. The multiple locations or schedules plan adds scheduling rules and role permissions for teams that need more control over who works which shifts.
When I Work offers two plans:
- Single location or schedule: $2.50 per user/month, with auto-scheduling, time tracking, and payroll integrations
- Multiple locations or schedules: $5 per user/month, adding scheduling rules, role permissions, and custom reporting
- Schedule a demo if you need to add API access, webhooks, and SAML/SSO
Sling vs. When I Work: What are their key differences?
When comparing employee scheduling software, the differences often show up in how each tool handles the daily challenges of shift management.
The biggest differences between Sling and When I Work show up in scheduling automation, clock-in verification, and payroll integrations. When I Work includes auto-scheduling and direct payroll connections on its entry plan. Sling keeps auto-assigning on its Business plan and mainly integrates with Toast and other restaurant POS systems.
To verify clock-ins, Sling uses geofencing, while When I Work adds GPS and photo verification through Time & Attendance, included in every plan.
1. Multi-location scheduling
| When I Work | Sling |
| Multi-location scheduling | Multiple locations in one account |
| Unlimited job sites and departments in one account | Schedules, timesheets, and reports filtered by location |
| Labor, reporting, and payroll data shared company-wide | Labor cost comparison across locations |
| Labor sharing between sites | Separate accounts for location-specific rules |
| Time zone toggle | One login across multiple accounts |
When I Work offers a multiple locations or schedules plan so managers can schedule every job site from one account. You’ll get everything your business needs in one plan, including labor sharing and a time zone toggle for teams that move staff between sites, with no tiers or upgrades needed.
Sling also supports multiple locations within a single account, with schedules, timesheets, and labor costs filterable by site. Businesses that want different overtime or PTO rules at each location may need separate Sling accounts.
The takeaway: When I Work manages every location from a single account on its multiple locations or schedules plan. On Sling, businesses that want location-specific rules may need separate accounts for each site.
2. Payroll and POS integrations
| When I Work integrations | Sling integrations |
| Rippling (preferred payroll partner) | Toast POS |
| Gusto | Toast Payroll |
| Paychex | Square |
| QuickBooks Online Plus | Harbortouch |
| Square Payroll | Restaurant Manager |
| OnPay | POSiTouch |
| Simplepay.ca |
When I Work connects with a wide range of payroll providers, including Rippling, Gusto, Paychex, and QuickBooks Online Plus. Because approved hours flow directly into your payroll system through these payroll integrations, managers don’t have to retype timesheets at the end of each pay period, which cuts down on costly data-entry mistakes.
Sling’s integrations lean toward restaurant POS systems like Toast and Square, and Toast Payroll is the only payroll provider it lists. That setup works well for restaurants already on Toast, but it gives businesses using other payroll providers fewer options.
The takeaway: If you run payroll outside of Toast, When I Work is more likely to connect with the provider you already use.
3. Team messaging
| When I Work | Sling |
| One-on-one messages | Announcements (Free) |
| Group chats | One-on-one messages (Free) |
| Messages by position or schedule | Group chats (Premium) |
| Automatic shift alerts | BCC messages (Business) |
| Team-wide announcements | Newsfeed restrictions (Business) |
| File and photo sharing | SMS shift alarms (Business) |
| Manager controls over group chat access |
Clear communication helps reduce no-shows and last-minute confusion across different shifts.
When I Work includes team messaging on every plan, so managers can start group chats or reach everyone in a specific position or schedule from day one. Employees also receive automatic alerts when their shifts change or open up, so last-minute updates don’t get lost in personal text threads.
Sling’s free plan covers announcements and one-on-one messages, but group chats start on the paid Premium plan. That works for small teams that mostly share updates company-wide, but it can slow things down for managers who need to coordinate with a specific crew or shift.
The takeaway: If you rely on group chats to fill shifts or share updates, When I Work includes them at every price point.
4. Employee scheduling
| When I Work | Sling |
| Auto-scheduling | Drag-and-drop, color-coded scheduling (Free plan) |
| Multi-week scheduling | Shift templates (Free plan) |
| Schedule templates | Schedule templates (Premium plan) |
| OpenShifts and shift swapping | Auto-assigning shifts (Business plan) |
| Scheduling rules (Multiple locations or schedules plan) | Shift acceptance (Business plan) |
The difference between manual and automated scheduling shows up in how much time managers spend building and fixing schedules each week.
When I Work includes automatic scheduling on every plan, filling shifts with employees who are available and qualified to work them. Managers can review the draft before publishing it, and the Pro plan adds scheduling rules for teams with stricter staffing requirements. Employees can also pick up open shifts or swap with coworkers on their own, which takes some of the coverage work off the manager.
Sling builds schedules on a drag-and-drop, color-coded calendar, and its free plan includes shift templates to speed up repeat weeks. Automatic shift assignment is only on the Business plan, so teams on Free or Premium still build and adjust schedules by hand.
The takeaway: If you want software to draft your schedule without paying for a top-tier plan, When I Work includes auto-scheduling from the start.
5. Time management
| When I Work | Sling |
| GPS location on every punch | Mobile time clock (Premium plan) |
| Photo clock-in verification | Geofencing (Premium plan) |
| Shared time clocks on iPads or laptops | Overtime tracking (Premium plan) |
| Real-time overtime alerts | Kiosk time tracking (Business plan) |
| Geofencing | Late arrival and no-show tracking (Business plan) |
Keeping labor costs under control starts with accurate clock-ins. If you can’t verify who worked which shift, payroll errors and time theft become harder to detect and correct.
The When I Work time clock records GPS location with every punch and can require employees to take a photo when they clock in, which helps stop buddy punching before it reaches payroll.
Teams can also turn an existing iPad or laptop into a shared time clock, and real-time alerts flag overtime before it adds up. All of this comes with Time and Attendance, which is included in every plan.
The Sling time clock starts on the Premium plan and uses geofencing to confirm an employee’s phone is near the job site. That ties clock-ins to the right location, but it can’t confirm who is holding the device, and Sling doesn’t list photo verification as a feature. Kiosk clock-in and tracking for late arrivals and no-shows require the Business plan.
The takeaway: If buddy punching is a concern, When I Work verifies who’s clocking in as well as where they are.
Pricing
Price matters for any small business, but per-user costs add up quickly as your team grows. It helps to know what each plan includes before you compare totals.
When I Work pricing starts at $2.50 per user per month. Sling offers a free plan for up to 30 users, and its paid plans start at $2 per user per month. That said, a low entry price can be misleading if your team’s everyday scheduling tools require a higher tier.
Sling pricing
- Free: $0 for up to 30 users, with shift templates and basic messaging
- Premium: $2 per user/month, adding the time clock and geofencing
- Business: $4 per user/month, adding auto-assigning shifts and kiosk time tracking
When I Work pricing
- Single location or schedule: $2.50 per user/month, with auto-scheduling and time tracking
- Multiple locations or schedules: $5 per user/month, adding scheduling rules and labor sharing
- Schedule a demo if you need API access and SAML/SSO
*Pricing based on Sling’s publicly available pricing page (getsling.com/pricing)
Which app is best for you?
Both Sling and When I Work offer shift scheduling tools, but the right choice depends on how much automation and oversight you want built into your schedule. Sling works well for small teams on Toast that need a free schedule, while When I Work suits growing businesses that want auto-scheduling and payroll integrations on the entry plan.
Who should choose Sling?
Sling may be a good fit if:
- You run a restaurant that already uses Toast POS or Toast Payroll
- You have 30 or fewer employees and only need scheduling
- You manage a smaller team and want a free or low-cost starting point
- You’re comfortable building schedules manually using templates
- Geofenced clock-ins give you enough accountability for your team
- Basic messaging tools are enough for your team
Who should choose When I Work?
When I Work is the preferred choice if:
- You want auto-scheduling to reduce time spent building and adjusting shifts
- You want photo verification at clock-in to help prevent buddy punching
- You need labor cost visibility while building the schedule, including overtime alerts
- You want team messaging included without upgrading to unlock the basics
- You run payroll outside of Toast and want direct payroll integrations with a wide range of providers, including Rippling, Gusto, Paychex, and QuickBooks Online
- You need advanced controls like scheduling rules, labor sharing, custom reporting, and time zone toggles across locations
- You want an established platform with a larger review base, including 410+ reviews on G2
Get auto-scheduling on every plan with When I Work
If you’re still weighing When I Work vs. Sling, think about how many hours you spend building schedules each week.
Sling is a solid restaurant scheduling software option for small teams with simple scheduling needs, like a single location with fewer than 30 employees that mainly needs to post a weekly schedule. It works especially well for restaurants already on Toast.
But once your business grows past a single location or a few dozen employees, When I Work gives you auto-scheduling and a wider range of payroll connections to keep up.
The fastest way to see the difference is to build a real schedule with your own team. Start your 14-day free trial and have your first schedule live in minutes, no credit card required.
FAQ
What is the best work scheduling app?
The best work scheduling app depends on your team size and how much of your scheduling you want to automate.
For shift-based businesses that want auto-scheduling and payroll integrations on the entry plan, When I Work is a strong choice at $2.50 per user per month.
Sling is a good free option for teams of up to 30 people, especially restaurants already using Toast.
Why do teams switch from Sling to When I Work?
Teams often move to When I Work when they want auto-scheduling without paying for a top-tier plan, or direct payroll integrations outside of Toast. As scheduling needs become more demanding, managers typically look for tools that reduce manual adjustments and provide clearer visibility into labor costs while building the schedule.
While Sling works well as a basic scheduling tool, When I Work includes auto-scheduling and time tracking, with photo verification at clock-in. That lets managers spend less time fixing schedules and more time keeping shifts covered.
Is Sling really free?
Sling does offer a free plan for up to 30 users, but feature access is limited. The Free plan covers shift scheduling, time-off requests, available shifts, news sharing, and one-on-one messaging. Mobile time tracking, labor cost management, overtime tracking, and group messaging start on the Premium plan at $2 per user per month.
For some teams, the free plan is enough to replace paper schedules. However, as managers begin looking for time tracking or clearer labor visibility, they may find that those features sit behind paid plans.
Does When I Work integrate with my payroll provider?
Yes. When I Work provides direct payroll integrations with Rippling, Gusto, Paychex, QuickBooks Online Plus, and more, so approved hours can move straight into your payroll system without manual re-entry. New When I Work customers also get their first six months of Rippling free.
Sling integrates with Toast Payroll and several restaurant POS systems, but its payroll options are limited outside the Toast ecosystem. If reducing payroll admin and minimizing manual errors is important to you, and you don’t run payroll through Toast, direct integrations can make a noticeable difference.
Is there a free trial for When I Work?
Yes. When I Work offers a 14-day free trial with no credit card required. It includes auto-scheduling and the time clock, so you can see how it works with your own team before you commit.
Sling also offers a 15-day free trial of its paid plans, in addition to its free tier.
Is Sling good for multi-location businesses?
Sling does support multiple locations, either in one shared account or through separate accounts for sites that need their own rules. For businesses managing more than one site, visibility and consistent scheduling controls become increasingly important.
When I Work offers multi-location scheduling, so managers can oversee schedules across storefronts or job sites under one account. Scheduling and messaging stay aligned across every location from one place.
Is Sling or When I Work better for restaurants?
Sling is a strong option for restaurants already on Toast, since it syncs employee data with Toast POS and exports timesheets to Toast Payroll.
When I Work is a better fit for restaurants that use a different POS or run payroll through a provider like Gusto or QuickBooks Online Plus. Auto-scheduling and labor forecasting help managers staff busy shifts and fill gaps when servers call out.
Is When I Work good for healthcare scheduling?
Yes. Healthcare teams use When I Work to schedule staff by role or department and share staff across facilities. Qualification tags help keep certified staff on specialized shifts, and overtime tracking shows scheduled and worked hours side by side so managers can rebalance shifts before overtime adds up.
Scheduling rules flag compliance issues before you publish. Kaiser Permanente Woodland Hills Medical Center saved 10 hours per week on scheduling after switching to When I Work.
Does Sling offer photo clock-in?
No. Sling uses geofencing to confirm location, not identity. When I Work offers photo verification at clock-in.
How difficult is it to migrate from Sling to When I Work?
Most teams can switch in a few steps:
- Export your employee list from Sling as a CSV file
- Start a When I Work free trial and upload your employees
- Assign positions and set availability
- Run auto-scheduling and publish your first schedule
