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:
$15.00/month
- Free Trial
- Subscription
Key benefits of WhenToWork
Devices
Business size
Markets
Supported Languages
Pricing starting from:
$15.00/month
- Free Trial
- Subscription
Images
Features
Total features of WhenToWork: 17
- Alerts/Notifications
- Assignment Management
- Automated Scheduling
- Charting
- Data Import/Export
- Drag & Drop
- Email Management Software
- Employee Scheduling Software
- Employee Time Tracking
- Multi-Department/Project
- Multi-Location
- Online Booking
- Reminders
- Reporting & Statistics
- SMS Messaging
- Shift Swapping
- Time Off Requests
Alternatives
QuickBooks Time
7shifts
Findmyshift
Planday
Reviews
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- Industry: Higher Education Software
- Company size: 1,001-5,000 Employees
- Used Daily for 2+ years
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support Software
- 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.
- Industry: Hospital & Health Care
- Company size: 51-200 Employees
- Used Daily for 2+ years
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support Software
- 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.
- Used Daily for 1+ year
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support Software
- 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.
- Industry: Higher Education Software
- Company size: 51-200 Employees
- Used Daily for 2+ years
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support Software
- 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.
- Industry: Recreational Facilities & Services
- Company size: 51-200 Employees
- Used Daily for 2+ years
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Review Source
Overall rating
- Value for Money
- Ease of Use
- Customer Support Software
- Likelihood to recommend 10.0 /10
Amazing scheduling service
Reviewed on 23/10/2018
I schedule 50 staff in 4 different departments mostly high school students. This relives all of the...
I schedule 50 staff in 4 different departments mostly high school students. This relives all of the scheduling pressure off of me. It forces them to be responsible and reliable. I no longer spend hours doing schedules or filling in for people who forgot shifts. Love love love this program! Oh! And their customer service is quick and helpful!
Pros
It is so easy to use for both me and my staff! The app is user friendly and it is simple with little room for error. It saves me so much time scheduling my staff in 4 different departments.
Cons
My only complaint is I can’t get a push notification on my app. I have to login to see the alert.
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?
We do not have any information about WhenToWork features
Q. Who are the typical users of WhenToWork?
WhenToWork has the following typical customers:
Self Employed, 2-10, 11-50, 51-200, 201-500, 501-1,000, 1,001+
Q. What languages does WhenToWork support?
WhenToWork supports the following languages:
English
Q. Does WhenToWork support mobile devices?
WhenToWork supports the following devices:
Android (Mobile), iPhone (Mobile)
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:
Email/Help Desk, 24/7 (Live rep), Chat
Related categories
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