Aedan Rose vs When I Work
Restaurant-specific scheduling that lives in the same platform as reservations, online ordering, CRM, and an agentic AI Copilot — at a flat price, not per user.
Restaurant-specific scheduling that lives in the same platform as reservations, online ordering, CRM, and an agentic AI Copilot — at a flat price, not per user.
When I Work is a horizontal scheduling tool used across many industries. Aedan Rose is built specifically for restaurants — scheduling sits alongside reservations, ordering, AI customer service, analytics, and menu intelligence in one platform.
A side-by-side view of what each platform offers. We list both wins and tradeoffs honestly — When I Work is a strong scheduling tool, so we don't pretend it lacks scheduling depth it clearly has.
| Feature | When I Work | Aedan Rose |
|---|---|---|
| Starting Price | Free tier available; paid plans priced per user | Free plan, then $79/mo (30-day free trial) |
| Employee Scheduling | Yes — mature, cross-industry | Yes — from the Online Ordering plan ($79/mo) |
| Restaurant-specific Shift Types | Generic shifts | Regular, OT, Holiday, On-Call, Overnight |
| Shift Trades & Swaps | Yes | Swap, Cover, Open (paid plans) |
| Team Chat | Yes | Built in (paid plans) |
| Time Clock | Yes — with GPS clock-in | Geofenced timeclock (Full House+) |
| Reservations & Floor Plan | No | Reservations + drag-and-drop floor plan |
| Online Ordering | No | Embeddable widget + standalone order page |
| Guest-facing AI | No | Multi-agent AI in 100+ languages, 24/7 |
| Loyalty, CRM & Branded Email | No | Built in (all paid plans) |
| Agentic AI Copilot for operators | No | Aedan Rose Copilot (Manager plan) |
| Pricing Model | Per user — scales with team size | Flat, per-location — unlimited team members |
In Aedan Rose, the roster you build shares one login and one database with the reservations, orders, and analytics that run the rest of the floor.
Drag-and-drop weekly schedules with five shift types (Regular, OT, Holiday, On-Call, Overnight), three trade types (Swap, Cover, Open), and role permissions for owner, admin, manager, server, hostess, and employee.
Take reservations, VIP section bookings with live Stripe deposits, and online orders — through an embeddable widget and a standalone order page — from the same system your team clocks into.
On the Manager plan ($949/mo), the Aedan Rose Copilot reads your live data and proposes then executes actions with your approval — it can build a schedule, message staff, edit the menu, and manage your CRM.
When I Work is a capable platform in its lane. For a schedule that needs to coexist with the rest of restaurant operations, Aedan Rose is built around the whole job.
When I Work is industry-agnostic. Aedan Rose was designed around FOH/BOH realities — server, hostess, manager, owner, admin, employee roles with restaurant-specific shift types, plus team chat, tasks, time-off/PTO, and shift trades from the Online Ordering plan up.
When I Work covers scheduling. You still need a reservation tool, online ordering, a chatbot, email marketing, and analytics. Aedan Rose handles all of that — including loyalty, CRM, and branded email on every paid plan — under one login.
When I Work charges per user as you grow. Aedan Rose is a flat, per-location plan with unlimited team members — the same price whether you have 5 or 50 staff.
When I Work helps you schedule the team. Aedan Rose schedules the team AND handles every guest reservation, order, and question — 24/7 — with an agentic Copilot for you on the Manager plan.
Where When I Work solves one slice, Aedan Rose ties the whole front-of-house together — reservations, ordering, customer service, marketing, loyalty, and analytics share one database and one bill. Every capability below is built in; plans are noted so nothing is oversold.
Specialized AI agents handle reservations, ordering, menu questions, and FAQs in 100+ languages, 24/7 — and actually complete the action, not just route it.
Sell VIP sections, private rooms, and bottle service with live Stripe deposits taken right in the booking flow — connect your own Stripe and keep your processing rate. (All plans.)
Built-in diner loyalty and rewards that recognize returning guests across reservations, orders, and chat. (All paid plans.)
A guest database shared with reservations, orders, and AI chat — every diner profile is always current. (All paid plans; guest-intelligence insights included.)
Send branded, restaurant-specific email campaigns from the same database that powers your bookings — no separate list-syncing tool. (All paid plans.)
Core and advanced inventory — recipes, imports, insights — plus the Money Dashboard and a geofenced timeclock, on the Full House plan and up.
A win-back workspace to view guest history and send re-engagement campaigns — plus the hands-off automatic follow-up engine — on every paid plan.
Revenue analytics from Online Ordering ($79); customer-behavior, real-time monitoring, and engagement analytics on Full House; peak-time patterns and top-performance insights on Manager.
Scheduling, team chat, tasks, time-off/PTO, and shift trades from the Online Ordering plan ($79/mo); the floor plan on Full House ($299/mo) and up — plus free iOS and Android team apps.
No marketing handwave: When I Work has real strengths. If your priorities map to these, weigh them carefully.
Cross-industry breadth: When I Work supports retail, healthcare, fitness, and many other verticals. If your business spans multiple industries (e.g., restaurant + retail concept), the cross-industry consistency matters.
Polished mobile app: When I Work has invested heavily in their mobile app — shift visibility, time-off requests, swap workflows are well-tested with millions of users.
Mature time-clock and timesheet features: Their time-tracking, GPS clock-in, and timesheet approval workflows are deep — useful for distributed or multi-site operations.
Wide payroll integrations: ADP, Gusto, QuickBooks, Square Payroll, and others. If your payroll already runs through one of these, the integration is plug-and-play.
When I Work's public paid pricing runs roughly $2.50-$8 per user per month, so the bill grows with every hire — a 25-person team runs roughly $62-$200/mo for scheduling alone. Aedan Rose Full House is a flat $299/mo with a geofenced time clock and unlimited team members, plus reservations, ordering, AI customer service, and analytics. Your price stays put as the roster grows.
Typical monthly cost with When I Work: roughly $2.50-$8 per user per month — about $62-$200 for a 25-person team, scheduling only, scaling with headcount.
Aedan Rose Full House at $299/mo: flat, per-location rate with scheduling and geofenced time clock included — the price doesn't move as you hire. Just need the roster? Scheduling is included from the Online Ordering plan ($79/mo). See full pricing.
No lock-in, no long onboarding. Start free, build your first week, and go live when you're ready.
Create your Aedan Rose account with no credit card and no contract. Nothing changes on your current tool until you're ready.
Export your existing schedule as CSV for reference and build your recurring week with drag-and-drop shift types and roles. Most operators do this in one sitting.
Staff join through free iOS and Android apps to view shifts, request swaps, and chat — while reservations, ordering, and analytics come online in the same login.