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WhenToWork Logo

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Online employee scheduling with native mobile apps

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WhenToWork Pricing, Features, Reviews and Alternatives

WhenToWork product overview

Price starts from

40

Per month

Flat Rate

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
    Knowledge Base
    FAQs/Forum

    Training options

    Documentation
    Videos

    WhenToWork pricing information

    Value for money

    4.5

    /5

    111

    Starting from

    40

    Per month

    Flat Rate

    Pricing options

    Free plan
    Subscription
    Free trial
    Pricing range

    Value for money contenders

    WhenToWork features

    Functionality

    4.3

    /5

    111

    Total features

    51

    4 categories

    Most valued features by users

    Activity Dashboard
    Self Service Portal
    Third-Party Integrations
    Reporting & Statistics
    Alerts/Notifications
    Customizable Reports
    Employee Database
    Data Import/Export

    WhenToWork users reviews

    Overall Rating

    4.5

    /5

    111

    Positive reviews

    90

    %

    Rating breakdown
    • Value for money
    • Ease of use
    • Features
    • Customer support
    • Likelihood to recommend8.64/10
    Rating distribution

    5

    4

    3

    2

    1

    65

    35

    7

    4

    0

    Pros
    The different modes and the interface. The ease of setup and the ability for my staff to request time off that alerts me when I try to schedule someone when I have approved time off.
    It's great because they have an app and you can also access it via a website, and the app is user friendly.
    I love the ease of access with this program. Makes building staffing schedules very quick and easy.
    Cons
    It randomly signs me out frequently and it's a bit annoying to have to log back in.
    Getting set up on the program is a bit confusing.
    No automatic book on/off. No automatic alerts when someone isnt on shift.

    Overall rating contenders

    AvatarImg
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    Greg G.

    Operations Fellow

    Higher Education, 1,001-5,000 employees

    Review source

    Overall Rating

    It's an Ugly Scheduling Tool that works rather well

    Reviewed 2 years ago

    Transcript

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

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    Daniel R.

    Entertainment, 11-50 employees

    Used daily for 6-12 months

    Review source

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

    Share this review:

    Works great it if is your main schedule

    Reviewed 5 years ago

    We have found that less people "call out sick" once this software was implemented.

    Pros

    It is easy to post a shift for trade, take a shift, communicate with fellow employees, etc. The website and mobile app both work great.

    Cons

    This software does not integrate with our POS which is our main scheduling software. When people clock in, they need to use our main platform. Therefore, any changes made in WhenToWork have to be manually entered into the other database. This creates a lot of extra labor for admin staff.

    VK
    AvatarImg

    Vatsal K.

    Computer Software, 11-50 employees

    Used daily for 1-2 years

    Review source

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

    Share this review:

    Great Scheduling Platform for Work

    Reviewed 2 years ago

    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.

    AB
    AvatarImg

    Aidan B.

    Security and Investigations, 51-200 employees

    Used daily for 2+ years

    Review source

    Overall Rating
    • Value for money
    • Ease of use
    • Features
    • Customer support

    Share this review:

    Simple, Basic - Has never changed with the ages

    Reviewed 4 years ago

    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

    KM
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    Kylie M.

    Museums and Institutions, 501-1,000 employees

    Used daily for 1-2 years

    Review source

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

    Share this review:

    Love this!

    Reviewed 6 years ago

    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.

    KD
    AvatarImg

    Kody D.

    Information Technology and Services, 51-200 employees

    Used daily for 6-12 months

    Review source

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

    Share this review:

    Easy and well worth the price

    Reviewed 7 years ago

    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...

    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

    Q. What type of pricing plans does WhenToWork offer?

    WhenToWork has the following pricing plans:
    Starting from: $40.00/month
    Pricing model: Subscription
    Free Trial: Available | (No Credit Card required)


    Q. Who are the typical users of WhenToWork?

    WhenToWork has the following typical customers:
    Freelancers, Large Enterprises, Mid Size Business, Non Profit, Public Administrations, Small Business


    Q. What languages does WhenToWork support?

    WhenToWork supports the following languages:
    English


    Q. Does WhenToWork support mobile devices?

    WhenToWork supports the following devices:
    Android, iPad, iPhone


    Q. Does WhenToWork offer an API?

    No, WhenToWork does not have an API available.


    Q. What other apps does WhenToWork integrate with?

    WhenToWork integrates with the following applications:
    Microsoft Outlook, Google Calendar


    Q. What level of support does WhenToWork offer?

    WhenToWork offers the following support options:
    24/7 (Live rep), Email/Help Desk, Knowledge Base, FAQs/Forum

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