name: When I Work FinOps
description: >
  FOCUS-aligned FinOps reference for When I Work API consumption costs.
  When I Work charges on a per-user per-month model. API access requires
  the Premium plan at $8.00/user/month. Organizations should track active
  user seat counts carefully as costs scale linearly with headcount.
specificationVersion: "1.0"
url: https://wheniwork.com/pricing

focus:

  provider: When I Work
  providerURL: https://wheniwork.com
  serviceName: When I Work Workforce Management Platform

  billingModel:
    type: per-seat
    description: >
      Charges are based on the number of active user seats per billing period.
      Costs scale linearly with the number of employees on the platform.
    currency: USD
    billingCycle: monthly

  services:

    - name: Essentials Plan
      sku: essentials
      unitPrice: 2.50
      unit: user/month
      currency: USD
      apiIncluded: false
      description: Core scheduling for single-location teams.

    - name: Pro Plan
      sku: pro
      unitPrice: 5.00
      unit: user/month
      currency: USD
      apiIncluded: false
      description: Advanced scheduling for multi-location businesses.

    - name: Premium Plan
      sku: premium
      unitPrice: 8.00
      unit: user/month
      currency: USD
      apiIncluded: true
      description: >
        Full-featured plan including API key access, webhooks, and SAML/SSO.
        Required for any programmatic integration with When I Work.

  costDrivers:
    - name: Active User Seats
      description: >
        The primary cost driver is the number of active employee seats.
        Adding or removing users adjusts billing proportionally.
      impact: high

    - name: Plan Tier Selection
      description: >
        Upgrading from Essentials ($2.50) to Premium ($8.00) to enable API
        access represents a 3.2x per-seat cost increase. Organizations should
        evaluate whether all seats need Premium or only admin/integration seats.
      impact: high

    - name: Multi-Location Usage
      description: >
        Organizations with multiple locations may require the Pro or Premium
        tier to unlock multi-location scheduling and reporting features.
      impact: medium

  costOptimization:
    - strategy: Right-size plan per user role
      description: >
        Consider whether all employees need Premium plan access or if only
        integration and admin accounts require API-enabled Premium seats.
        Note that When I Work bills per user so mixed-plan configurations
        may not be available; verify with vendor.

    - strategy: Use webhooks over polling
      description: >
        Webhook-driven integrations reduce the number of API calls required,
        lowering the risk of rate limiting and reducing integration complexity
        on the Premium plan.

    - strategy: Monitor seat count regularly
      description: >
        Remove inactive or terminated employee accounts promptly to avoid
        paying for unused seats. When I Work allows seat adjustments at any time.

    - strategy: Annual negotiation
      description: >
        Contact When I Work sales for volume discounts for large organizations.
        Publicly listed pricing is the standard monthly rate.

  freeOfferings:
    - name: 14-Day Free Trial
      description: All plans include a 14-day free trial with no credit card required.
      apiAccess: true
      limitations: Trial period only; full Premium features including API access available.