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.

Pricing starting from:

USD 15.00/month

  • Free Version
  • Free Trial
  • Subscription

Top 5 alternatives to WhenToWork

Key benefits of WhenToWork

  • Schedules can be viewed in calendar, list, graphical, and chart formats, with hourly, daily, weekly, multi-week, and monthly display options, and listing by time, position, or employee.

  • Users can view which employees have seen and confirmed receipt of their schedules.

  • Shifts can be rescheduled or copied by dragging-and-dropping, with notifications sent automatically to employees to inform them of changes, and unassigned shifts can be added to the tradeboard for employees to sign up for.

  • Calendar sync allows users to view schedules in Microsoft Outlook, Google Calendar, and on their phones.

  • When creating schedules, AutoFill automatically honors maximum shifts and hours per day or week, minimum breaks between shifts, approved time off, and employee availability, and can be set to fill shifts based on employee skill or work time preferences, seniority, and more.

  • Devices

    Business size

    S M L

    Markets

    Australia, Brazil, Canada, China, Germany, India, Japan, Mexico, United States

    Supported Languages

    English

    Pricing starting from:

    USD 15.00/month

    • Free Version
    • Free Trial
    • Subscription

    Top 5 alternatives to WhenToWork

    Images

    WhenToWork Software - With the WhenToWork mobile apps, managers can edit and manage schedules, and employees can view schedules, send messages, and more
    WhenToWork Software - Shifts can be assigned to employees by managers, or employees can pick up unassigned shifts
    WhenToWork Software - The bulletin board can be used to share announcements and information with employees
    WhenToWork Software - The tradeboard allows employees to trade shifts
    WhenToWork Software - Employees can add the shifts they wish to switch or drop to the tradeboard
    WhenToWork Software - A list of all employees on shift can be viewed
    WhenToWork Software - Users can select which page they wish to have as their homepage in the WhenToWork app
    View 8 more
    WhenToWork video
    WhenToWork Software - With the WhenToWork mobile apps, managers can edit and manage schedules, and employees can view schedules, send messages, and more WhenToWork Software - Shifts can be assigned to employees by managers, or employees can pick up unassigned shifts WhenToWork Software - The bulletin board can be used to share announcements and information with employees WhenToWork Software - The tradeboard allows employees to trade shifts WhenToWork Software - Employees can add the shifts they wish to switch or drop to the tradeboard WhenToWork Software - A list of all employees on shift can be viewed WhenToWork Software - Users can select which page they wish to have as their homepage in the WhenToWork app

    Features

    Total features of WhenToWork: 20

    • Alerts/Notifications
    • Automated Scheduling
    • Calendar/Reminder System
    • Data Import/Export
    • Drag & Drop
    • Email Management
    • Employee Scheduling
    • Employee Time Tracking
    • Mobile Access
    • Multi-Location
    • Online Booking
    • Real-time Scheduling
    • Reminders
    • Reporting & Statistics
    • SMS Messaging
    • Schedule Distribution
    • Scheduling
    • Shift Swapping
    • Time Off Requests
    • Vacation/Leave Tracking

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    Reviews

    Overall rating

    4.4 /5
    (96)
    Value for Money
    4.5/5
    Features
    4.3/5
    Ease of Use
    4.4/5
    Customer Support
    4.3/5

    Already have WhenToWork?

    Software buyers need your help! Product reviews help the rest of us make great decisions.

    Write a Review!
    Showing 5 reviews of 96
    Taylor C. Taylor C.
    Overall rating
    • Industry: Higher Education
    • Company size: 1,001-5,000 Employees
    • Used Daily for 2+ years
    • Review Source

    Overall rating

    • Value for Money
    • Ease of Use
    • Customer Support
    • Likelihood to recommend 9.0 /10

    Outstanding Product That Saves You Time

    Reviewed on 24/10/2018

    When to Work has saved me so much time and effort for scheduling hundreds of employees. And a lot...

    When to Work has saved me so much time and effort for scheduling hundreds of employees. And a lot of its components allows the employee to take care of items which allows me to focus on other tasks. I cannot imagine doing my job and supervising all the staff I do without When to Work.

    Pros

    I really enjoy how this software allows employees to trade shifts, post on trade boards, and put in time off requests. This saves a lot of time sorting through emails and changing shifts myself. I am able to approve or deny requests and email specific employees, work groups or all the employees.

    Cons

    My only negative for this program is that the messaging component does not allow me to edit text. This would allow me to be more clear in emails and bold specific information.

    Shannan G. Shannan G.
    Overall rating
    • Industry: Hospital & Health Care
    • Company size: 51-200 Employees
    • Used Daily for 2+ years
    • Review Source

    Overall rating

    • Value for Money
    • Ease of Use
    • Customer Support
    • Likelihood to recommend 10.0 /10

    Your schedule solution

    Reviewed on 06/05/2019

    As a manager..whentowork has been a great solutuon. I used this at prior companies and brought it...

    As a manager..whentowork has been a great solutuon. I used this at prior companies and brought it on board at my latest institution. Staff find it easy to use. Schedules can be covered with one click! Memo boards stop staff from taking the memo off your bulletin board ..ensures all see it...love this product

    Pros

    Easy to use...alot of tracking options, great for multiple shift times and duties. Great way to communicate with staff regularly

    Cons

    Can be a little slow to update once you get to know the program and are able to use it well.

    Alternatives Considered

    Schedule it

    Reasons for Switching to WhenToWork

    Been around for over a decade...ine stop shop to communicate, schedule and track your staff!
    Verified Reviewer
    Overall rating
    • Used Daily for 1+ year
    • Review Source

    Overall rating

    • Value for Money
    • Ease of Use
    • Customer Support
    • Likelihood to recommend 7.0 /10

    As an employee whose boss uses this app, W2W solves so many issues with freelance work.

    Reviewed on 16/06/2018

    Because I can respond to my boss announcements, I can get more hours. Anything that helps me get...

    Because I can respond to my boss announcements, I can get more hours. Anything that helps me get more work is a HUGE plus.

    Pros

    This app may not be pretty, but it is pretty useful. I have automatic notifications turned on as well as push notifications on my email. I get notifications from W2W FASTER than I do with my email notifications. This allows me to respond to emails quicker and get more hours as a freelancer.

    I love that I can respond to alerts in-app, instead of loading up my email, which sometimes takes awhile. In my line of work, whoever responds first gets the hours. Having this app vastly increases my response time, and in turn, has increased the number of hours I work. This alone makes the app worth it.

    Cons

    As I said before, it's just not visually appealing. It looks like something that was made in the early 2000s. Since I'm only on the user side, not an admin, there might be options to make it look better, but I somehow doubt it.

    While the main functions of the app are super easy to use, the navigation can be a little confusing.

    Given that my job involves a lot of highly confidential information, this app should log me out regularly. Unfortunately, I'm always immediately logged in. With this sensitive information being right there on my phone, it is imperative that I log out. The only way I have even found a way to do so is by removing my profile from the dashboard. But doing this removes my personalized settings as well, rendering it completely useless.

    What I would like to see is an option where my username is saved, but my password is not. The password could even be a customizable number that is separate from my account password for easy access.

    Verified Reviewer
    Overall rating
    • Industry: Higher Education
    • Company size: 51-200 Employees
    • Used Daily for 2+ years
    • Review Source

    Overall rating

    • Value for Money
    • Ease of Use
    • Customer Support
    • Likelihood to recommend 8.0 /10

    WhenToWork Scheduling Software

    Reviewed on 23/01/2019

    Overall I am happy with W2W. I would recommend to others because it is so easy to use.

    Overall I am happy with W2W. I would recommend to others because it is so easy to use.

    Pros

    All of our student staff (approx. 120) use WhenToWork to schedule, set preferences, trade shifts, and request time off. What I like most is the ease of use. Our staff are quick to pick up how it works. The preferences portion of W2W is most important to our operation. The students will simply block areas they are unable to work and show areas in green that they are unable to work. This helps the pro staff avoid scheduling conflicts.

    Cons

    WhenToWork has not changed much over the past few years, although it may not have to. What I like least about the software is that it does not have a timeclock function. A simple clock in/out function would help the pro staff compare when the staff were scheduled to work and when they actually worked.

    Ariel L. Ariel L.
    Overall rating
    • Industry: Higher Education
    • Company size: 1,001-5,000 Employees
    • Used Daily for 2+ years
    • Review Source

    Overall rating

    • Value for Money
    • Ease of Use
    • Customer Support
    • Likelihood to recommend 10.0 /10

    Great Product for College Residence Hall Desk

    Reviewed on 22/04/2021

    Overall great experience with this software. Very user friendly. You can post schedules weeks and...

    Overall great experience with this software. Very user friendly. You can post schedules weeks and months in advance. The app is very user friendly and helpful when you are on the go!

    Pros

    The software is great for scheduling shifts. This is a very empowering software because it allows students the option to pick up work shifts, place them on the trade board for others to pick-up. It takes the work off of the admistriator and in the hands of the staff. All the administrator needs to do is approve shifts which is great for oversight and accountability.

    Cons

    I wish the software had a clock-in/clock-out functionality.

    Showing 5 reviews of 96 Read all reviews

    WhenToWork FAQs

    Below are some frequently asked questions for WhenToWork.

    WhenToWork offers the following pricing plans:

    • Starting from: USD 15.00/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.

    WhenToWork has the following typical customers:

    Self Employed, 2-10, 11-50, 51-200, 201-500, 501-1,000, 1,001+

    WhenToWork supports the following languages:

    English

    WhenToWork supports the following devices:

    Android (Mobile), iPhone (Mobile)

    We do not have any information about what integrations WhenToWork has

    WhenToWork offers the following support options:

    Email/Help Desk, 24/7 (Live rep), Chat

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