Free can be the right place to start
A very small team with a straightforward workday may be able to evaluate its process with a manual template, a calculator or a free software tier. Start by identifying the missing capability: is it collecting hours, reviewing corrections, limiting access or getting a usable file into payroll?
Read the limits before inviting everyone
A free tier may limit people, locations, exports, reports or history. A free trial may expire; an early-access pilot may have incomplete integrations. Read the terms that apply to the actual offer instead of treating all uses of the word “free” as equivalent.
Gates currently offers a free early-access pilot for teams up to 30 without a payment card. The proposed ongoing Free tier is intended for up to 3 employees after launch. Paid plans are not currently enabled, and the pilot does not automatically become a paid subscription.
Pay for a demonstrated problem, not a future possibility
Before upgrading, show the task the paid capability would improve. That might be a manager approval step, employee-specific access or an export you need every pay period. A feature you might use someday is a different priority from a recurring problem costing time now.
Keep an alternate record during evaluation
A free test is still a test. Employees can lose connectivity, misunderstand a button or miss an action. Tell them how to record and report actual work when the app does not save a punch. Keep the established payroll process running in parallel until the full handoff is understood.
Evaluate the exit, not just the entry
Make sure you can export the information you need and understand what happens when a trial or subscription ends. Budget-conscious decisions are easier when your records are not tied to a confusing cancellation process.
Use a short written decision
Write down the required capabilities, total annual cost and one completed sample handoff. Then choose whether to stay manual, continue a free evaluation or pay for a tested workflow. There is no need to buy a larger HR suite merely to collect and review hours.
Product guidance for the current early-access pilot. Keep your existing payroll records while evaluating the workflow. Last reviewed October 17, 2026.