RotaCloud
Cheaper for 10 people
From$13.50/mo
10 people: $13.50 a month · $162 a year
- No free plan
- No yearly discount listed
- No startup credits listed
- 2 plans · priced per plan
RotaCloud vs When I Work: pricing compared
Plans, list prices and what a team of 5, 10 or 25 pays on each, from Surba's catalog of HR tools. Updated for 2026.
At a glance
Side by side
RotaCloud starts at $13.50/mo (Standard (1-5 employees)) and When I Work at $2.50/user/mo (Essentials). For 10 people that's $13.50 vs $25 a month: RotaCloud is $11.50 a month (46%) cheaper than When I Work on list price.
When I Work
HR
From$2.50/user/mo
10 people: $25 a month · $300 a year
- No free plan
- No yearly discount listed
- No startup credits listed
- 3 plans · priced per user
Plans
RotaCloud and When I Work plans
Every plan with a public price, in US dollars.
RotaCloud
Standard (1-5 employees)
Drag-and-drop rotas · Shift swapping · Holiday management
$13.50/mo
Pro (1-5 employees)
Bulk shift actions · Labour forecasting · Budget caps
$20.25/mo
GBP prices for 1-5 employees (£10/£15 per month, £120/£180 per year) converted at 1 GBP = 1.35 USD; price scales with team size. Add-ons: Time & Attendance £4.50, SMS £2. 500+ employees custom quote.
Prices from RotaCloud's pricing page, checked 26 Oct 2026.
When I Work
Essentials
Auto scheduling · Multi-week scheduling · Multi-location scheduling
$2.50/user/mo
Pro
Advanced scheduling · Scheduling rules · Role permissions
$5/user/mo
Premium
API key access · Webhooks · SAML/SSO
$8/user/mo
Per user per month as listed; page offers monthly or annual billing without separate annual rates. Time Tracking & Attendance add-on priced separately.
Prices from When I Work's pricing page, checked 26 Oct 2026.
Team cost
What each costs your team
Entry paid plans, per month and per year at list price.
| Team | RotaCloud (Standard (1-5 employees)) | When I Work (Essentials) | Difference |
|---|---|---|---|
| 5 people | $13.50/mo$162/yr a year | $12.50/mo$150/yr a year | When I Work $1 less a month |
| 10 people | $13.50/mo$162/yr a year | $25/mo$300/yr a year | RotaCloud $11.50 less a month |
| 25 people | $13.50/mo$162/yr a year | $62.50/mo$750/yr a year | RotaCloud $49 less a month |
RotaCloud is priced per plan. When I Work is priced per user. Per-user prices are multiplied by the team; per-plan prices aren't. Before tax; yearly discounts not applied.
FAQ
RotaCloud vs When I Work: questions
Which is cheaper, RotaCloud or When I Work?
RotaCloud starts at $13.50/mo (Standard (1-5 employees)) and When I Work at $2.50/user/mo (Essentials). For 10 people that's $13.50 vs $25 a month: RotaCloud is $11.50 a month (46%) cheaper than When I Work on list price. Compare features too: the cheaper plan isn't always the closer match.
Do RotaCloud and When I Work have free plans?
RotaCloud has no free plan in Surba's catalog. When I Work has no free plan in Surba's catalog.
More comparisons
Other HR comparisons
Paying for RotaCloud or When I Work? Track it in Surba.
Surba reminds you before every renewal, shows your whole software spend in your currency, and flags tools that overlap — like these two.