WhenToWork
About WhenToWork
WhenToWork is an online employee scheduling solution which enables businesses of all sizes to schedule employee shifts manually or automatically, and allows employees to view their schedules, swap shifts, request time off, and more.
With WhenToWork, users can create repeating or varied weekly schedules for one or multiple locations, with the ability to add shifts manually or import them from a template. The drag-and-drop interface allows users to copy and move shifts, with employees automatically notified by text or email of any changes. Shifts can also be unassigned and moved to the tradeboard for employees to claim. Users can view which employees have seen and confirmed receipt of their schedules. When time off requests are approved, the schedule is updated automatically.
WhenToWork also includes an AutoFill feature which can create optimal schedules according to a range of parameters. When creating schedules, AutoFill automatically honors minimum breaks between shifts, maximum hours or shifts per day or week, approved time off, and any times which employees are listed as being unavailable. Employees can record their work time preferences, specifying which times they prefer and dislike to work, which can be taken into account when scheduling. Users can also choose to fill shifts by seniority, based on hire date, or using priority groups, which are defined for each employee.
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- Industry: Museums & Institutions
- Company size: 501–1,000 Employees
- Used Daily for 1+ year
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Review Source
Overall rating
- Ease of Use
- Likelihood to recommend 9.0 /10
Use it daily
Reviewed on 21/11/2018
Pros
I love the ease of access with this program. Makes building staffing schedules very quick and easy. The interface is very user friendly as well.
Cons
I wish there was a way to be able to see all recipients on messages. There are times that staff members will message me and I forward the message to someone else who tells me that they already received the message,
- Industry: Computer Software
- Company size: 11–50 Employees
- Used Daily for 1+ year
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Review Source
Overall rating
- Ease of Use
- Likelihood to recommend 9.0 /10
Great Scheduling Platform for Work
Reviewed on 15/11/2022
My overall experience has been pretty smooth except one feature of exchanging multiple shifts for...
My overall experience has been pretty smooth except one feature of exchanging multiple shifts for one, for which I have had to contact my supervisor till now.
Pros
I really liked the ease of use while scheduling shifts for the employees and while checking your weekly schedule. It is very easy to trade or drop shifts and I really like the other functionalities such as see who you are working with on which shift, who is working now and later, pick up shifts, contact supervisor, request time off, and color code your availability calendar. I also like the fact that it automatically syncs my shift times to my Google calendar so it is easy to organise on my calendar.
Cons
I feel like the user interface on the mobile app could be a little better and I wish there was an option to swap multiple shifts for a single shift with someone else. This is because sometimes someone has two 4 hour shifts while someone else has a single 8 hour shift and there is no option to put two shifts in exchange for one on the trade board.
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When I Work- Industry: Security & Investigations
- Company size: 51–200 Employees
- Used Daily for 2+ years
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
- Likelihood to recommend 0.0 /10
Simple, Basic - Has never changed with the ages
Reviewed on 14/12/2020
Simple, low quality we long outgrew this
Simple, low quality we long outgrew this
Pros
Simple - Effective scheduling software - Nothing more
Cons
Has never evolved with the ages, there is so many ways this can increase/improve
App doesnt do enough
Website does everything
No automatic book on/off
No automatic alerts when someone isnt on shift
No automation at all
- Industry: Museums & Institutions
- Company size: 501–1,000 Employees
- Used Daily for 1+ year
-
Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
- Likelihood to recommend 9.0 /10
Love this!
Reviewed on 28/11/2018
I really believe our company has benefited from this website. It is very helpful to both management,...
I really believe our company has benefited from this website. It is very helpful to both management, and the staff we schedule.
Pros
This website is amazing if you have to manage the schedules of a lot of people at once. I love how customizable it is and that you can make and save staffing templates. It also always you to email your staff directly from the site. When a schedule is published, all staff on that given schedule will receive an email with what they are working, and it even allows the staff to trade shifts amongst others that are authorized for the position so there is much less confusion later. This website has made scheduling so much easier.
Cons
If you go to assign someone to a shift position you don't have them trained on the system allows you to do it, but gives a pop up that says "___ has been authorized for the position ___". this pop up can be easy to miss if you aren't paying close attention. I wish there was a to see a date list for when you authorized positions. Also, there is a feature where you can delete all shifts with a given position title which is very helpful, but I wish it would allow you to bulk delete some shifts without deleting all of them.
- Industry: Information Technology & Services
- Company size: 51–200 Employees
- Used Daily for 6-12 months
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support
- Likelihood to recommend 10.0 /10
Easy and well worth the price
Reviewed on 27/07/2017
Less time required to schedule.
No time required to approve trades.
Great varied views to look at...
Less time required to schedule.
No time required to approve trades.
Great varied views to look at and evaluate the schedule.
Pros
The pricing structure is very friendly and very affordable for businesses. For teams that have at least 20 employees and are shift based and have trades, this tool is a dream come true. Managers do not need to approve trades as long as they fit within adjustable boundaries per employee (shifts per day, hours per day, days per week, hours per week). Multiple locations with shared shifts as well as multiple entirely separate locations are supported for easy expansion and better pricing options. The mobile app is very functional and particularly useful for the employees. Less so for managers, but still has its benefits. Auto-schedule capabilities saved me hundreds of hours throughout the year. Employee availability and time preferences are brilliant and the auto-scheduler does a fabulous job keeping things even across the board (or weighted if you prefer to schedule by seniority, etc.)
Cons
I wish I could copy a week and say "this is their schedule until the following end date", but I am required to go to each individual week and paste the copied schedule. Still FAR better than the previous 3 scheduling tools we tried in our organization.
WhenToWork FAQs
Below are some frequently asked questions for WhenToWork.Q. What type of pricing plans does WhenToWork offer?
WhenToWork offers the following pricing plans:
- Starting from: USD 40.00/month
- Pricing model: Subscription
- Free Trial: Available
Pricing is based on the number of employees, and discounts are available for paying for 3, 6, or 12 months in advance.
Q. Who are the typical users of WhenToWork?
WhenToWork has the following typical customers:
Self Employed, 2–10, 11–50, 51–200, 201–500, 501–1,000, 1,001–5,000
Q. What languages does WhenToWork support?
WhenToWork supports the following languages:
English
Q. Does WhenToWork support mobile devices?
WhenToWork supports the following devices:
Android (Mobile), iPhone (Mobile), iPad (Mobile)
Q. What other apps does WhenToWork integrate with?
WhenToWork integrates with the following applications:
Google Calendar, Microsoft Outlook
Q. What level of support does WhenToWork offer?
WhenToWork offers the following support options:
Email/Help Desk, FAQs/Forum, Knowledge Base, 24/7 (Live rep)
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