WhenToWork Pricing, Features, Reviews & Comparison of Alternatives

WhenToWork

Online employee scheduling with native mobile apps

4.45/5 (88 reviews)

WhenToWork overview

What is 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.
www.whentowork.com

Pricing

Starting from
$15/month
Pricing options
Subscription
Free trial
Value for money
View Pricing Plans

Devices

Business size

S
M
L

Markets

United States, Canada, Australia, China, India and 4 other markets, Japan, Germany, Brazil, Mexico

Supported languages

English
WhenToWork screenshot: With the WhenToWork mobile apps, managers can edit and manage schedules, and employees can view schedules, send messages, and moreWhenToWork screenshot: Shifts can be assigned to employees by managers, or employees can pick up unassigned shiftsWhenToWork screenshot: The bulletin board can be used to share announcements and information with employeesWhenToWork screenshot: The tradeboard allows employees to trade shiftsWhenToWork screenshot: Employees can add the shifts they wish to switch or drop to the tradeboardWhenToWork screenshot: A list of all employees on shift can be viewedWhenToWork screenshot: Users can select which page they wish to have as their homepage in the WhenToWork app

WhenToWork reviews

Value for money
Features
Ease of use
Customer support
  4.5
  4.3
  4.4
  4.3
Amanda Laroche

Best scheduling software out there!

Used daily for 2+ years
Reviewed 2018-12-04
Review Source: Capterra

I have used When to Work for about 6 years. It started just online, but now that there is an app, it makes like EASY!

Pros
This software is so easy to use! It is the best thing that has happened to scheduling. All I do, is download the app to my phone and I can see my schedule and who is also working. Working for a company with 3 hotels, this makes communication easy. You can send a message to anyone on your team so you don't have to give your phone number out to everyone. Your boss can also post a message to everyone to see too. Now there is no excuse for someone to say "Oh I didn't know I had to work" because it is literally on your phone that you look at everyday!

Cons
There really isn't anything that I don't like about When to Work. I think it's great!

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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Shannan Greaves

Your schedule solution

Used daily for 2+ years
Reviewed 2019-05-06
Review Source: Capterra

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.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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Anonymous

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

Used daily for 1-2 years
Reviewed 2018-06-16
Review Source: Capterra

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.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 7/10

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Robin Pearce

Great Schedule Communication

Used daily for 1-2 years
Reviewed 2020-04-13
Review Source: Capterra

WhenToWork has streamlined the scheduling process and made it MUCH easier on the employees. Less "I didn't know my schedule" issues after implementation of this product.

Pros
Ease in which the schedule can be changed and the staff notified of the changes. It eliminates all the emails back and forth.

Cons
The employee is supposed to have to confirm that they received the email but it doesn't enforce this.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 9/10

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Chris Hamilton

WhentoWork Review

Used daily for 1-2 years
Reviewed 2019-10-08
Review Source: Capterra

Fantastic. There are a few functions that I would love for whentowork to add. Barring those things, there is not a better software out there.

Pros
When to Work has made my nurse and cna scheduling extremely simple. Scheduling was done on an excel spreadsheet nightmare when I first came to the company. It has since been cleaned up, partially because of whentowork.

Cons
I have met with a few other companies. There are certain features that are somewhat lacking from Whentowork. An example of one is the ability to have manager status approve or deny overtime. On-shift gives the ability to force the manager to approve the shift pickup if they are going into overtime. This helps me be aware of who is going into overtime and who is not.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 9/10

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WhenToWork pricing

Starting from
$15/month
Pricing options
Subscription
Free trial
View Pricing Plans

30-day free trial, no credit card required.
Pricing is based on the number of employees, and discounts are available for paying for 3, 6 or 12 months in advance.

WhenToWork features

Automatic Notifications
Data Import/Export
Reminders
Reporting & Statistics

API (523 other apps)
Activity Dashboard (442 other apps)
Activity Tracking (265 other apps)
Applicant Tracking (314 other apps)
Customizable Branding (306 other apps)
Customizable Reporting (300 other apps)
Employee Database (286 other apps)
Employee Management (351 other apps)
Employee Onboarding (250 other apps)
Employee Portal (253 other apps)
Employee Self Service (248 other apps)
Performance Management (244 other apps)
Real Time Reporting (261 other apps)
Recruitment Management (267 other apps)
Self Service Portal (326 other apps)
Third Party Integration (355 other apps)

Additional information for WhenToWork

Key features of WhenToWork

  • Shift scheduling
  • Schedule creation
  • AutoFill
  • Shift import
  • Drag-and-drop interface
  • Configurable schedule formats
  • Automatic notifications
  • Email & SMS notifications
  • Time off requests
  • Manual & automatic shift assignment
  • Schedule reminders
  • Company bulletin board
  • Employee tradeboard
  • Multi-location & multi-department
  • Change tracking
  • Data export
  • Schedule statistics
  • Urgent text alerts
  • Schedule confirmations
View All Features

Benefits

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.