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Software · head to head

When I Work vs Backbar

When I Work logo

When I Work

Software

Scheduling and time tracking made simple

From
$2.5/user/month
Rated
-
Full reviewWebsite
B

Backbar

Software

Bar inventory management with drink costing and purchasing tools

From
On request
Rated
-
Full reviewWebsite

The short version

  • Each has a real cost: When I Work aPI key access, webhooks and SAML single sign on require the Premium plan at $8 per user per month; Backbar invoice syncing with inventory requires the top Professional plan at $129 per month billed monthly, as of August 2026

Where they differ

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

Attributes where When I Work and Backbar differ
AttributeWhen I WorkBackbar
Starting price$2.5/user/monthOn request
PlatformsWeb, Ios, AndroidWeb
Founded2010Unknown

Identical on both: pricing model (subscription), free tier (No), user rating (Not yet rated), category (Unknown).

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 When I Work

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

Only in Backbar

Nothing recorded that When I Work does not also cover.

What people use each for

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

When I Work

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

Backbar

No use cases recorded yet. See the Backbar review.

Where each one falls short

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

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

Backbar

  • Invoice syncing with inventory requires the top Professional plan at $129 per month billed monthly, as of August 2026
  • Pricing is charged per location, so multi-location bars pay the plan fee separately for each site, as of August 2026

Pricing, plan by plan

When I Work

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

Backbar

On request

No published plan breakdown. See the Backbar review.

Which should you pick?

Choose When I Work if

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

Choose Backbar if

Nothing in the data separates Backbar from When I Work on the points above - pick on price and on how each one feels to use.

Backbar review

Questions people ask

Is When I Work or Backbar better?
Neither clearly leads. When I Work starts at $2.5/user/month and Backbar at On request, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
Which is cheaper, When I Work or Backbar?
When I Work starts at $2.5/user/month and Backbar at On request.
Does When I Work or Backbar run on more platforms?
When I Work runs on Web, Ios, Android. Backbar runs on Web.
What is When I Work best used for?
When I Work is most often used for scheduling hourly shift workers across locations, time clock and timesheet capture for payroll, handling shift swaps, availability and time off requests. Of those, scheduling hourly shift workers across locations and time clock and timesheet capture for payroll are not what Backbar is typically brought in for.
What can When I Work do that Backbar cannot?
When I Work covers Shift scheduling, Time clock, Team messaging, Availability management.
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Related pages

More on When I Work

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