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Restaurants · head to head

SpotOn vs When I Work

SpotOn logo

SpotOn

Restaurants

Restaurant tech that works as hard as you

From
On request
Rated
-
Full reviewWebsite
When I Work logo

When I Work

Restaurants

Scheduling and time tracking made simple

From
$2.5/user/month
Rated
-
Full reviewWebsite

The short version

  • Each has a real cost: SpotOn credit card processing issues with handheld devices reported by users; When I Work aPI key access, webhooks and SAML single sign on require the Premium plan at $8 per user per month
  • They diverge on capability: SpotOn covers Cloud POS, When I Work covers Shift scheduling.
  • Prices and features above were last checked on 30 August 2026.

Where they differ

Only the attributes on which SpotOn and When I Work actually diverge.

Attributes where SpotOn and When I Work differ
AttributeSpotOnWhen I Work
Starting priceOn request$2.5/user/month
Pricing modelUnknownsubscription
Founded20172010

Identical on both: free tier (No), platforms (Web, iOS, Android), user rating (Not yet rated), category (Restaurants).

What each one covers

Drawn from each product's published feature list. An absence here means we hold no record of it - not that the product lacks it.

Only in SpotOn

  • Cloud POS
  • Online ordering
  • Reservations
  • Loyalty programs
  • Marketing tools
  • Reporting
  • DoorDash
  • Google

Only in When I Work

  • Shift scheduling
  • Time clock
  • Team messaging
  • Availability management
  • Shift swapping
  • Mobile apps
  • ADP
  • Gusto

Both cover

  • QuickBooks
  • Web support
  • Ios support
  • Android support

What people use each for

The jobs each tool is most often brought in to do.

SpotOn

  • Point of Salenot When I Work
  • Order Managementnot When I Work
  • Inventory Controlnot When I Work
  • Staff Schedulingnot When I Work

When I Work

  • Scheduling hourly shift workers across locationsnot SpotOn
  • Time clock and timesheet capture for payrollnot SpotOn
  • Handling shift swaps, availability and time off requestsnot SpotOn

Where each one falls short

Documented limitations, not opinions. Every one is a constraint you would hit in normal use.

SpotOn

  • Credit card processing issues with handheld devices reported by users
  • System crashes and lost tickets in high-volume restaurants
  • Customer tabs can disappear from system, resulting in lost revenue
  • Menu edits live only in back office; no real-time updates to handhelds
  • Limited hardware options with no direct accessory purchases available

When I Work

  • API key access, webhooks and SAML single sign on require the Premium plan at $8 per user per month
  • Scheduling rules, role permissions and custom reporting require the Pro plan at $5 per user per month
  • There is no free plan; the trial lasts 14 days
  • Enterprise arrangements are priced by quote with no published rate

Pricing, plan by plan

SpotOn

On request
  • All-In PlanFree
    • Hardware included
    • Card present: 2.79% + $0.20
    • Keyed: 3.79% + $0.20
  • POS Essentials$55/month
    • Best value
    • Card present: 2.45% + $0.15
    • Hardware discounted

When I Work

$2.5/user/month
  • Standard$2.5/user/month
    • Scheduling
    • Messaging
  • Advanced$6/user/month
    • Time clock
    • Labor forecasting

Which should you pick?

Choose SpotOn if

  • You need cloud pos.
  • You work on Web, iOS, Android.
  • You also want online ordering.
SpotOn review

Choose When I Work if

  • You need shift scheduling.
  • You work on Web, Ios, Android.
  • You also want time clock.
When I Work review

Questions people ask

Is SpotOn or When I Work better?
Neither clearly leads. SpotOn starts at On request and When I Work at $2.5/user/month, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
Which is cheaper, SpotOn or When I Work?
SpotOn starts at On request and When I Work at $2.5/user/month.
Does SpotOn or When I Work run on more platforms?
SpotOn runs on Web, iOS, Android. When I Work runs on Web, Ios, Android.
What is SpotOn best used for?
SpotOn is most often used for point of sale, order management, inventory control, staff scheduling. Of those, point of sale and order management are not what When I Work is typically brought in for.
What can SpotOn do that When I Work cannot?
SpotOn covers Cloud POS, Online ordering, Reservations, Loyalty programs. When I Work covers Shift scheduling, Time clock, Team messaging, Availability management. Both handle QuickBooks, Web support, Ios support, Android support.

Answered from the vendors’ own pages

SpotOn: What hardware does SpotOn require?

SpotOn provides proprietary hardware including countertop terminals (Station 15 at $750), tableside handhelds ($297), and kitchen display systems. All hardware is included with the All-In Plan or purchased separately with other plans.

Source
When I Work: What is the pricing structure?

Plans start at $2.50 per user per month, billed in user tiers of five, with pricing that scales flexibly with team size.

Source
SpotOn: Does SpotOn have online ordering?

Yes, SpotOn offers commission-free online ordering with a white-label app option and integration into their Core Bundle. The system supports QR code ordering and digital menus.

Source
When I Work: Are there long-term contracts required?

No long-term contracts, no hidden surprises, and no enterprise-only paywalls. The platform scales as your business grows without binding agreements.

Source
SpotOn: What payment processing fees does SpotOn charge?

Fees vary by plan. All-In Plan: 2.79% + $0.20 for card-present transactions. POS Essentials: 2.45% + $0.15. Business or custom plans offer negotiated rates.

Source
When I Work: Is there a free trial available?

Try When I Work free for 14 days with full access to all core features. No credit card is required for the trial period.

Source
When I Work: Can I adjust or cancel my plan anytime?

You can upgrade, downgrade, or cancel at any time and adjust your plan at any time or use hibernation options during seasonal downtime.

Source
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