Shift scheduling and timekeeping are core operational levers for small-to-medium CNC shops. When I Work vs Deputy: this head-to-head comparison evaluates scheduling, time clocks, integrations, pricing, and real-world fit so operations managers, production planners, and shop owners can choose the right tool to increase throughput, reduce manual errors, and connect attendance data with ERP/MES systems. The article explains vendor differences, integration patterns for shop-floor systems, expected labor-cost impacts, and a practical pilot plan to validate ROI.
TL;DR:
Choose When I Work for faster adoption: typical pilot and initial rollout in 1–2 weeks with lower per-user cost; best for shops that need straightforward shift-first scheduling and strong mobile UX.
Choose Deputy for granular rules and payroll mapping: supports biometric and advanced attendance controls that reduce payroll exceptions by double digits in many cases and integrates with HR/payroll systems for complex overtime and premium pay.
Pilot both for 30–60 days, measure adoption rate (>85% target), change in overtime hours (aim for 10–25% reduction), and integration latency (real-time webhooks vs nightly CSV).
When I Work and Deputy are cloud-native workforce management platforms designed for hourly workforces. When I Work focuses on simplicity and fast onboarding with a mobile-first scheduler, messaging, and a basic time clock. Deputy positions itself as a more feature-rich workforce platform, adding advanced scheduling rules, payroll-ready exports, and optional biometric attendance. Both vendors serve SMBs through mid-market customers, and are widely adopted in retail, healthcare, hospitality, and manufacturing.
Industry research and vendor materials report typical adoption timeframes: When I Work deployments often complete basic scheduling setup in under two weeks for single-site shops, while Deputy pilots that leverage advanced pay rules and payroll mappings typically require several weeks of configuration. Typical users per shop range from single-digit operators to 100+ employees; most CNC and contract manufacturing shops fall into the 5–50 user band where subscription pricing and rollout complexity are meaningful purchase considerations. For background on workforce management concepts that frame these choices, see this workforce management overview.
Hourly manufacturing teams use these platforms to solve three recurring challenges: predictable shift coverage across machines, accurate capture of operator hours for labor costing, and fast communication of schedule changes to avoid production gaps. Common manufacturing scenarios include multi-machine shifts where one operator monitors several CNCs, overlapping setup periods where operators need split-shift handling, and operator rotation across work centers. Both tools support templates for recurring schedules, on-call pools, and split-shift patterns—important for shops running staggered start times or 12-hour rotations.
Operational KPIs influenced by effective scheduling include overtime rate, schedule fill rate (target >95%), and on-time shift coverage. Shops tracking these metrics often see faster decision cycles, e.g., being able to reassign operators within minutes rather than waiting hours, which reduces idle machine time and improves throughput.
When I Work: simple schedule creation, mobile push notifications, basic time clock with GPS and geofencing options, shift swapping with manager approvals, payroll export via CSV or third-party payroll connectors. See vendor capabilities at When I Work's features page.
Deputy: advanced rota rules, biometric and facial recognition time clocks (optional hardware), granular overtime and premium pay settings, wider payroll connectors and payroll-ready exports. For details on scheduling capabilities, see Deputy's product overview.
Both products aim to reduce manual timesheet edits and improve schedule visibility on shop floors where operator tech comfort varies. Adoption barriers typically include operator smartphone availability, limited shop-floor connectivity, and change resistance—factors addressed later in the pilot section.
Both platforms support shift templates and repeating schedules, but they approach complexity differently. When I Work emphasizes fast template creation for repeating weekly patterns and simple split shifts. It allows schedulers to copy schedules across weeks and publish quickly with mobile notifications. Deputy provides more structured repeating patterns (rota templates) and supports advanced published rules such as minimum staffing per role and coverage windows—helpful for shops that need strict coverage across machine cells or staggered setups.
In practice, a small CNC shop can create a 2-week rotating schedule in either system; When I Work will typically be faster to publish, while Deputy will enforce coverage rules and ensure legal or contractual limits (e.g., maximum weekly hours) before publishing.
Availability management and swap workflows differ in workflow flexibility. When I Work allows employees to set availability and make swap requests; managers can approve or deny. Swap requests are generally self-service and intuitive, which aids adoption among front-line operators. Deputy supports self-serve swaps but includes escalation workflows and rule-based validations (for example, prevent swaps that create overtime or violate required rest periods). Deputy’s approval chains reduce manager rework for complex schedules but require initial rules configuration.
Both tools allow time-off requests with approval and integrate those into schedule conflict checks. For shops with formal policies (breaks, minimum rest), Deputy’s policy enforcement is typically stronger out of the box.
Automated reminders reduce no-shows and late arrivals. Industry reports and vendors estimate automated reminders and push notifications can lower no-shows by 10–25% depending on workforce characteristics. When I Work uses push, email, and SMS (where configured) and is known for a strong mobile UX that encourages employee interaction. Deputy supports push and email and adds broadcast messaging and shift-specific reminders that can include attachments or checklists for complex setups.
Geofencing for clock-ins is available in both platforms as a deterrent for off-site punching; the implementation and granularity vary. Deputy’s biometric and facial recognition options add a layer of fraud prevention beyond GPS-based checks. For operator-facing workflows and adoption patterns on the shop floor, see our guide on operator interaction.
When I Work is optimized for simplicity: shift drag-and-drop scheduling, basic labor cost views, and quick publish. Deputy is optimized for rules: award interpretation, premium pay, and multi-location scheduling with role-based constraints. When I Work tends to be less prescriptive with fewer configuration steps; Deputy’s expressiveness requires more setup but better supports complex labor legislation and payroll mapping.
When I Work offers GPS-based clock-ins, PINs, and mobile timekeeping with basic overtime rules. Deputy adds biometric options, facial recognition, and richer overtime rule engines (including threshold-based and award-specific rules useful in unionized environments or shops with multiple pay categories). Both produce exports for payroll, but Deputy’s payroll-ready mapping reduces manual edits when integrating with systems like ADP and QuickBooks.
Both platforms expose APIs and webhooks; Deputy’s API tends to support more payroll mapping features and richer audit logs. When I Work supports common payroll partners and CSV exports suitable for nightly ingestion into payroll systems. Shops that need real-time attendance for MES routing should confirm webhook support and timestamp fidelity.
This demo comparison helps operations teams visualize shift swapping, mobile punch flows, and time-clock behavior across both apps.
| Feature / Spec | When I Work | Deputy |
|---|---|---|
| Base price | Lower per-user; simple tiers | Mid-range with tiered feature sets |
| Free tier | Limited free trial | Trial available; no free tier for full features |
| Mobile apps | iOS/Android, strong UX | iOS/Android, robust mobile features |
| Time clock types | Mobile GPS, PIN, kiosk | Mobile GPS, kiosk, biometric/facial |
| Offline punching | Limited offline caching | Offline caching; kiosk hardware options |
| Geofencing | Yes (basic) | Yes (configurable) |
| Integrations with payroll/HR/ERP | ADP/QuickBooks via connectors and CSV | ADP/QuickBooks/Gusto with payroll mapping |
| CSV/API exports | CSV, API, webhooks | CSV, API, webhooks, payroll-ready exports |
| Role-based permissions | Basic roles | Granular roles & approval chains |
| Broadcast messaging | Yes | Yes, with attachments/checklists |
| Compliance features | Basic audit logs | Advanced audit logs and award rules |
| Audit logs | Timecard history | Detailed event-level audit trail |
Strengths and limitations summary:
When I Work: Strengths are speed to value, low complexity, and strong mobile adoption. Limitations include fewer built-in payroll rules and less granular permissions.
Deputy: Strengths are advanced pay rules, richer attendance controls, and payroll-ready exports. Limitations are higher configuration overhead and potentially higher subscription cost.
Integration partners commonly cited by both vendors include ADP, QuickBooks, Gusto, and export-based flows into ERP. Customers that need MES ingestible formats should verify whether the platform can deliver structured CSVs or webhook payloads matching MES schemas.
Both When I Work and Deputy support direct connectors to major payroll systems such as ADP and QuickBooks, but the depth varies. Deputy typically offers payroll-ready exports with mapped pay codes, premiums, and cost-center fields that cut down manual reconciliation. When I Work provides CSV exports and direct connectors for common payrolls but may require light transformation for shops with complex pay rules. For technical readers planning mapping and ETL, see the MES integration guide.
Integration patterns fall into three categories: real-time webhooks for attendance events, scheduled CSV/SFTP exports for payroll ingestion, and two-way APIs for roster and timecard synchronization. Deputy exposes webhooks and APIs suitable for near-real-time workflows; When I Work also supports APIs but many shops use nightly CSV exports for payroll. Expected latency varies: webhooks deliver events in seconds to minutes, while nightly CSV exports have a one-day lag. Typical integration effort ranges from a few hours for simple CSV mappings to several days or weeks for secure API-based integrations that require field mapping, error handling, and testing.
For shops feeding attendance into MES to route operators and machines, low-latency webhooks are preferred because they enable near-real-time operator availability updates. For more context on why low-latency scheduling and attendance data matter, read our article on real-time scheduling data.
Practical use cases include:
Syncing scheduled shifts to MES so jobs with operator skill tags auto-assign when a qualified operator is on shift.
Sending clock-in/out timestamps to payroll and to the MES for machine utilization analytics.
Using webhook events to trigger automated tooling or fixture changeover checklists via a connected app.
Integration decisions should consider security (SFTP vs API keys), mapping of pay codes to cost centers, and the cadence of data transfer. Shops that lack in-house middleware often use Zapier or lightweight ETL for initial pilots, but custom middleware or direct API integration provides better control and lower long-term reconciliation effort.
External resources with integration best practices include detailed product pages and technical guides; see When I Work's feature documentation at https://wheniwork.com/features and Deputy's scheduling documentation at https://www.deputy.com/features/scheduling-software for platform-specific details.
Improved scheduling directly reduces overtime and idle time by matching labor supply to demand. Industry case studies suggest well-implemented scheduling systems can reduce overtime by 10–25% and cut administrative scheduling time by several hours per week for small shops. For CNC shops facing machining bottlenecks, reducing unscheduled overtime and preventing understaffed shifts can increase available machine hours and improve throughput without hiring additional staff.
A basic ROI example: if a shop reduces overtime by 10 hours per week at $35/hour average fully loaded cost, savings are $350/week or ~$18,200/year—often offsetting subscription costs within months.
Compliance matters: wage and hour rules require accurate recordkeeping. The U.S. Department of Labor's Wage and Hour Division provides guidance on recordkeeping obligations and overtime rules that employers must follow; see the Department of Labor's guidance at https://www.dol.gov/agencies/whd. Both When I Work and Deputy provide audit logs and timecard histories; Deputy's event-level audit trail is typically more granular for dispute resolution and compliance investigations.
Accurate timestamps reduce payroll errors and protect against wage-hour claims. Deputy’s biometric options add anti-fraud protection for shops concerned about buddy-punching; When I Work mitigates fraud with GPS geofencing and kiosk modes but lacks some biometric features.
Key reports to track in a pilot include:
Scheduled vs actual hours (variance target <5%)
Overtime hours and overtime cost trends
Schedule fill rate (target >95%)
No-show and late arrival rates
Time-to-publish schedules (goal: <48 hours before shift start for predictable shifts)
National labor and wage statistics from the Bureau of Labor Statistics can help quantify potential savings and benchmark local wage assumptions; see the BLS data at https://www.bls.gov. For broader workforce strategy, scheduling is one element of labor management benefits—our article on the labor management benefits explains how scheduling tools fit into a comprehensive labor management program. Finally, improved scheduling is one tactic among several to address workforce constraints discussed in our piece on machinist shortage strategies.
Choose When I Work when speed of adoption, ease of use, and lower per-user cost matter most.
Choose Deputy when complex pay rules, payroll-ready exports, and biometric attendance are required.
Prioritize Deputy for multi-site shops with varied pay policies; prioritize When I Work for single-site shops that need fast, visible scheduling.
If MES/ERP integration requires real-time attendance events, confirm webhook support and timestamp fidelity before committing.
Budget: plan for configuration time—Deputy often needs more initial configuration hours than When I Work.
Small shops (5–25 users): When I Work often provides the fastest path to consistency and adoption because of its fewer steps and simpler interface.
Mid-market shops (25–150 users): Deputy’s advanced features and payroll mapping pay dividends when managing multiple roles, pay codes, and locations.
Capability comes with configuration cost. Deputy typically reduces recurring manual payroll edits at the cost of higher initial setup and potentially a higher subscription tier. When I Work lowers the barrier to entry but may require supplemental manual rules for complex premium pay scenarios. Measure the total cost of ownership: subscription fees, integration effort, and the labor hours saved in payroll reconciliation.
Suggested KPIs for a 30–60 day pilot: adoption rate (aim for >85%), overtime reduction (10–25%), schedule fill rate (>95%), and time spent by schedulers per week (target reduction 30–50%).
A practical pilot plan:
Define objectives: cut overtime by X%, improve schedule fill to Y%, or reduce payroll edits by Z%.
Select representative users: include a mix of machine operators, schedulers, and a payroll admin.
Pilot duration: 30–60 days to capture multiple pay cycles and cover weekday/weekend patterns.
Metrics to capture: adoption rate, scheduled vs actual hours, overtime hours, number of payroll adjustments, and qualitative adoption feedback.
Research from MIT Sloan on scheduling optimization and pilots recommends focusing on measurable short-term wins and scaling once integration points are proven; see relevant research at https://sloanreview.mit.edu.
Pitfalls include under-training operators, ignoring limited shop-floor connectivity, and treating integration as an afterthought. Avoid these by scheduling short, role-specific training sessions, provisioning kiosks for operators without smartphones, and validating timestamp fidelity during pilot tests. Use simple data validation: compare three random shifts of scheduled hours versus clock-in/out timestamps to ensure exports match expected values.
A simple ROI model:
Baseline overtime reduction estimate: 10 hours/week at $30/hr = $300/week.
Annualized labor savings: $300 52 = $15,600.
Annual subscription cost: $X per user * N users (example: $5/user/month * 20 users = $1,200/year).
Net first-year benefit: $15,600 - $1,200 - integration/setup costs.
Adjust assumptions using real local wages (BLS data) and include implementation time in the calculation. Practical pilots often demonstrate payback in under a year for shops that realize measurable overtime and payroll reconciliation savings.
When I Work is the better choice for small CNC shops that need fast adoption, simple scheduling, and strong mobile usability. Deputy is the better fit for shops that require advanced pay rules, payroll-ready exports, and biometric attendance controls. Pilot both for 30–60 days and validate integration needs with your MES/ERP before committing.
For a visual walkthrough of these concepts, check out this helpful video:
When I Work generally positions itself with lower per-user pricing and simpler tiers, making it attractive for small shops with tight budgets. Deputy typically has mid-range per-user pricing but includes more advanced features in higher tiers; shops should evaluate total cost of ownership including integration and configuration time. Ask vendors for an itemized quote that includes API access, hardware (kiosks/biometrics), and any payroll connector fees to compare apples-to-apples.
Both platforms include anti-fraud measures: geofencing, kiosk modes, and photographic timestamps; Deputy additionally offers biometric and facial recognition options for stronger prevention. While technology reduces casual buddy-punching, policy enforcement and periodic audits remain necessary for robust controls. For compliance-sensitive shops, choose a solution with a detailed audit trail and hardware options that meet your security posture.
Deputy typically provides more payroll-ready exports and deeper connectors to payroll systems like ADP and QuickBooks, minimizing manual edits during payroll. When I Work supports common payroll connectors and CSV exports that work well for many small shops but may require extra mapping for complex pay codes. For MES/ERP integrations, verify webhook support and timestamp fidelity; see our [MES integration guide](/blog/definitive-guide-to-manufacturing-execution-systems-mes) for mapping considerations.
Basic adoption for When I Work can occur in 1–2 weeks for single-site shops, including schedule setup and operator onboarding. Deputy pilots that use advanced rules and payroll mapping commonly require several weeks of configuration and testing. Adoption speed depends on operator training, network connectivity, and whether kiosk hardware or biometrics are part of the rollout.
Both platforms support some degree of offline caching for mobile timekeeping and kiosk modes that can handle intermittent connectivity, but reliability varies by configuration and hardware. Deputy offers more robust kiosk hardware options and offline resilience for high-dependency environments. Test offline scenarios during a pilot to confirm that timestamps sync accurately when connectivity is restored.