WhenToWork

Online employee scheduling with native mobile apps

4.5 /5 (91 reviews) Write a Review!

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.

WhenToWork Overview

Pricing

Starting from
$15.00/month

Pricing options

Free Trial
Subscription
Value for money

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

Devices
Business size
S M L
Markets
United States, Canada, Australia, China, India and 4 others, Japan, Germany, Brazil, Mexico
Supported Languages
English

Media

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

WhenToWork Reviews

WhenToWork Reviews

Overall rating
4.5
/
5
Excellent
54

Very good
28

Average
6

Poor
3

Terrible
0

Value for Money
4.5
Features
4.3
Ease of Use
4.4
Customer Support
4.3
90% recommended this app
Taylor C.

Outstanding Product That Saves You Time

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.


Shannan G.

Your schedule solution

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


Verified Reviewer

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

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


Scott M.

Checking coverage and handling PTO with ease


Robin P.

Great Schedule Communication

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.


Taylor C.
Industry: Higher Education
Company size: 1,001-5,000 Employees

Outstanding Product That Saves You Time

Used Daily for 2+ years
Reviewed on 10/24/2018
Review Source: Capterra

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.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend: 9.0/10

Shannan G.
Industry: Hospital & Health Care
Company size: 51-200 Employees

Your schedule solution

Used Daily for 2+ years
Reviewed on 5/6/2019
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
Customer Support

Likelihood to recommend: 10.0/10

Verified Reviewer

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

Used Daily for 1+ year
Reviewed on 6/16/2018
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
Customer Support

Likelihood to recommend: 7.0/10

Scott M.
Industry: Hospital & Health Care
Company size: 501-1,000 Employees

Checking coverage and handling PTO with ease

Used Daily for 2+ years
Reviewed on 8/7/2020
Review Source: Capterra

Pros

The simplicity of the design and layout of the administrative area plus the scheduling of employees into their shifts is very simplistic. I could see how this could be made into something super clicky but W2W decided to take the logical approach.

Cons

I have yet to fall into a problem for my use of the software. I manage a call center so the calendar views with numerous titles to tasks has been extremely helpful in my position.

Rating breakdown

Ease of Use

Likelihood to recommend: 10.0/10

Robin P.
Industry: Education Management
Company size: 501-1,000 Employees

Great Schedule Communication

Used Daily for 1+ year
Reviewed on 4/13/2020
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
Customer Support

Likelihood to recommend: 9.0/10

User recommendation
8.6/10
Based on 91 user ratings
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WhenToWork Pricing

WhenToWork Pricing

Starting from
$15.00/month
Free Trial
Subscription
Value for money

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.

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.

Value for Money
4.5/5
Based on 91 user ratings
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WhenToWork Features

WhenToWork Features

API
Activity Dashboard
Activity Tracking
Applicant Tracking
Automatic Notifications
Customizable Branding
Customizable Reporting
Data Import/Export
Employee Database
Employee Management
Employee Onboarding
Employee Portal
Employee Self Service
Performance Management
Real Time Reporting
Recruitment Management
Reminders
Reporting & Statistics
Self Service Portal
Third Party Integration
Features
4.3/5
Based on 91 user ratings
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Categories

Additional information for WhenToWork

Additional information for WhenToWork

Key features of WhenToWork

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

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.

  • WhenToWork FAQs

    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: $15.00/month

    Pricing model: Subscription

    Free Trial: Available

    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.

    Q. What are the main features of WhenToWork?

    WhenToWork offers the following features:

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

    Q. Who are the typical users of WhenToWork?

    WhenToWork has the following typical customers:

    Small Business, Large Enterprises, Mid Size Business

    Q. What languages does WhenToWork support?

    WhenToWork supports the following languages:

    English

    Q. What type of pricing plans does WhenToWork offer?

    WhenToWork has the following pricing plans:

    Subscription

    Q. Does WhenToWork support mobile devices?

    WhenToWork supports the following devices:

    Android, iPhone

    Q. What other apps does WhenToWork integrate with?

    We do not have any information about what integrations WhenToWork has

    Q. What level of support does WhenToWork offer?

    WhenToWork offers the following support options:

    Online Support