A free When I Work alternative for small teams

Schedule Gizmo is a free schedule maker for small teams that need a clear rota, not a full workforce app. When I Work adds a time clock, team messaging and shift swaps, billed per user. Schedule Gizmo makes the schedule itself: one page your staff read from a link or the wall, with no staff accounts or per-user fees.

Try it with this exampleSee the comparison

Free, no sign-up. Print it, save it as a PDF or share a link.

Updated

Northside Store rota

9–15 November 2026

1 to check

NameMon9Tue10Wed11Thu12Fri13Sat14Sun15
Priya40 h9am–5pm9a–5pManager9am–5pm9a–5pManager9am–5pm9a–5pManager9am–5pm9a–5pManager9am–5pm9a–5pManagerOffOff
Tom26 h8am–2pm8a–2pStock8am–2pm8a–2pStock8am–2pm8a–2pStockOffOff9am–5pm9a–5pFloorOff
Lena40 hOff12pm–8pm12p–8pFloor12pm–8pm12p–8pFloor12pm–8pm12p–8pFloor12pm–8pm12p–8pFloor12pm–8pm12p–8pFloorOff
Sam32 hOffOffOff10am–6pm10a–6pTill10am–6pm10a–6pTill10am–6pm10a–6pTill10am–6pm10a–6pTill
Jo16 hOffOffOffOffOff9am–5pm9a–5pTill9am–5pm9a–5pTill
Unfilled1 shift12pm–6pm12p–6pFloor (to check: no one yet)
NameMondayTuesdayWednesdayThursdayFridaySaturdaySunday
Priya9am–5pm Manager9am–5pm Manager9am–5pm Manager9am–5pm Manager9am–5pm ManagerOffOff
Tom8am–2pm Stock8am–2pm Stock8am–2pm StockOffOff9am–5pm FloorOff
LenaOff12pm–8pm Floor12pm–8pm Floor12pm–8pm Floor12pm–8pm Floor12pm–8pm FloorOff
SamOffOffOff10am–6pm Till10am–6pm Till10am–6pm Till10am–6pm Till
JoOffOffOffOffOff9am–5pm Till9am–5pm Till
UnfilledOffOffOffOffOffOff12pm–6pm Floor
  • Manager
  • Stock
  • Floor
  • Till

Pick a dayDetails below

Monday9

  • Priya9am–5pm9a–5pManager
  • Tom8am–2pm8a–2pStock

Off: Lena, Sam, Jo

Tuesday10

  • Priya9am–5pm9a–5pManager
  • Tom8am–2pm8a–2pStock
  • Lena12pm–8pm12p–8pFloor

Off: Sam, Jo

Wednesday11

  • Priya9am–5pm9a–5pManager
  • Tom8am–2pm8a–2pStock
  • Lena12pm–8pm12p–8pFloor

Off: Sam, Jo

Thursday12

  • Priya9am–5pm9a–5pManager
  • Lena12pm–8pm12p–8pFloor
  • Sam10am–6pm10a–6pTill

Off: Tom, Jo

Friday13

  • Priya9am–5pm9a–5pManager
  • Lena12pm–8pm12p–8pFloor
  • Sam10am–6pm10a–6pTill

Off: Tom, Jo

Saturday14

  • Tom9am–5pm9a–5pFloor
  • Lena12pm–8pm12p–8pFloor
  • Sam10am–6pm10a–6pTill
  • Jo9am–5pm9a–5pTill

Off: Priya

Sunday15

  • Sam10am–6pm10a–6pTill
  • Jo9am–5pm9a–5pTill
  • Unfilled12pm–6pm12p–6pFloor (to check: no one yet)

Off: Priya, Tom, Lena

To checkFloor, Sun: no one yet

5 peopleMade with Schedule Gizmo

At a glance

Choose When I Work for
Time clock, swaps, team messaging
Choose Schedule Gizmo for
Just the schedule, free
Price difference
No per-user fees

Schedule Gizmo and When I Work compared

Schedule Gizmo and When I Work, feature by feature
FeatureSchedule GizmoWhen I Work
CostYes: Free; Pro is $9 a month for the whole schedulePartly: From $2.50 per user a month; no free plan, 14-day trial
Staff accountsYes: None: a link or the printed pagePartly: Each person with a login is a paid seat
Making the scheduleYes: Type or paste one line per personYes: Drag-and-drop scheduler, auto scheduling
Printed page for the wallYes: Designed to print on one pagePartly: Built for the app first
Time clock and attendanceNo: Not includedYes: Built-in time clock
Shift swaps and time-off requestsNo: Not includedYes: In the app
Team messagingPartly: Pro emails the team when the schedule changesYes: Built-in chat
Hours and gapsYes: Hours per person, unfilled shifts flaggedYes: Hours, labor reports

Facts about When I Work were checked on (sources: When I Work pricing review (Noon, October 2026)). Prices and features change, so check their site before you decide.

Which one should you use?

Choose When I Work when

  • You need a time clock, attendance and timesheets for payroll.
  • Staff swap shifts and request time off in an app, and you approve them there.
  • You run several locations with role permissions.

Choose Schedule Gizmo when

  • You have a small team and only need everyone to know who works when.
  • Paying per person doesn't make sense for part-timers and seasonal staff.
  • Some staff won't install an app or remember a password.

Moving over takes about a minute

Type one line per person: name, days, time and role. Add "Unfilled" for shifts nobody has yet. Share one link, print it for the back room, or both.

Priya Mon-Fri 9am-5pm Manager
Tom Mon-Wed 8am-2pm Stock; Sat 9am-5pm Floor
Unfilled Sun 12pm-6pm Floor

Questions

Is Schedule Gizmo a full replacement for When I Work?

No. It has no time clock, shift swaps or team chat. It replaces the schedule part: making it, printing it and sharing it. If you need the rest, When I Work is the better fit.

How much does When I Work cost?

When we checked in November 2026, plans started at $2.50 per user a month for one location and $5 per user a month for several, after a 14-day free trial. See their site for current prices.

Do my staff need accounts?

No. Anyone with the link can see the schedule, and it prints on one page. Only you need an account, and only to save schedules.

Can staff see it on their phones?

Yes. The link opens on today first, then the rest of the week. With Pro, a live link always shows the latest version and the team can get an email when it changes.

Related

See your own schedule on one page

It takes about a minute. No account needed.

Make a schedule