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WhenToWork

Online employee scheduling with native mobile apps

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WhenToWork Pricing, Features, Reviews and Alternatives

WhenToWork product overview

Price starts from

$

15

/momonth
Per Feature

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.

Key benefits of using 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.
  • Typical customers

    Freelancers
    Small businesses
    Mid size businesses
    Large enterprises

    Platforms supported

    Web
    Android
    iPhone/iPad

    Support options

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

    Training options

    Documentation
    Live Online

    WhenToWork pricing information

    Value for money

    4.5

    /5

    96

    Price starts from

    $

    15

    /momonth
    Per Feature

    Pricing options

    Free plan
    Subscription
    Free trial
    Pricing range

    Value for money contenders

    WhenToWork features

    Functionality

    4.3

    /5

    96
    Total Features20 4 categories

    Most valued features by users

    Reporting & Statistics
    Alerts/Notifications
    Data Import/Export
    Reminders
    Mobile Access
    Scheduling
    Email Management
    Real-time Scheduling

    WhenToWork users reviews

    Overall rating

    4.5

    /5

    96

    Positive reviews

    90%

    Write a review
    Rating breakdown
    • Value for money
    • Ease of use
    • Features
    • Customer support
    • Likelihood to recommend8.59/10
    Rating distribution

    5

    4

    3

    2

    1

    57

    29

    6

    4

    0

    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.

    KD

    Kody D.

    The user interface improved while I used it and I liked the visualization to help with scheduling. It allowed for you to paint the different priorities which was very helpful.

    KD

    Kerianne D.

    Multiple locations with shared shifts as well as multiple entirely separate locations are supported for easy expansion and better pricing options.

    KD

    Kody D.

    Cons
    It randomly signs me out frequently and it's a bit annoying to have to log back in.

    CG

    Corrie G.

    Getting set up on the program is a bit confusing.

    KL

    Kathy L.

    No automatic book on/off. No automatic alerts when someone isnt on shift.

    AB

    Aidan B.

    Overall Rating

    It's an Ugly Scheduling Tool that works rather well

    Reviewed 22 days ago

    Transcript

    Greg: Hey, my name is Greg, I'm a lifeguard and I give WhenToWork three out of five stars. For more reviews...

    Overall Rating
    • Value for money
    • Ease of use
    • Features
    • Customer support
    • Likelihood to recommend9/10

    Share this review:

    Outstanding Product That Saves You Time

    Reviewed 3 years ago

    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.

    Overall Rating
    • Value for money
    • Ease of use
    • Features
    • Customer support
    • Likelihood to recommend10/10

    Share this review:

    Your schedule solution

    Reviewed 3 years ago

    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.

    Overall Rating
    • Value for money
    • Ease of use
    • Features
    • Customer support
    • Likelihood to recommend7/10

    Share this review:

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

    Reviewed 4 years ago

    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,...

    Overall Rating
    • Value for money
    • Ease of use
    • Features
    • Customer support
    • Likelihood to recommend8/10

    Share this review:

    WhenToWork Scheduling Software

    Reviewed 3 years ago

    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.

    Overall Rating
    • Value for money
    • Ease of use
    • Features
    • Customer support
    • Likelihood to recommend10/10

    Share this review:

    Great Product for College Residence Hall Desk

    Reviewed 9 months ago

    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.

    WhenToWork FAQs and common questions

    WhenToWork has the following pricing plans:
    Starting from: $15.00/month
    Pricing model: Subscription
    Free Trial: Available | (No Credit Card required)


    WhenToWork has the following typical customers:
    Freelancers, Large Enterprises, Mid Size Business, Small Business


    WhenToWork supports the following languages:
    English


    WhenToWork supports the following devices:
    Android, iPhone


    No, WhenToWork does not have an API available.


    WhenToWork offers the following support options:
    24/7 (Live rep), Email/Help Desk, Chat

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