WhenToHelp 2026: Benefits, Features & Pricing

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Overview
Pricing and Plans
Features
Integrations
User Reviews

Overview

WhenToHelp

4.5

(8)

Pricing

Starting at $16.00 per month

About WhenToHelp

Catering to non-profit organizations and businesses in the healthcare, event services, government administration, hospitality, and entertainment industries, WhenToHelp is an online volunteer scheduling and management software. It enables coordinators and volunteers to access schedules, make changes, and customize the application through a centralized system.

Administrators can utilize the platform to create recurring schedules, autofill assignments, send reminders, assign shifts, upload organization logos, copy templates, print data, and more. WhenToHelp helps supervisors set up trade boards, change shifts, approve time-off, notify volunteers, control access permissions and move or clone shifts using drag-and-drop functionality. Additionally, it allows users to list schedules by volunteer, position or time in a variety of configurable formats including graphical, calendar, list and chart.

WhenToHelp facilitates calendar integration with third-party platforms such as Microsoft Outlook and Google Calendar. Organizations can also access the application via smartphones and desktops.

WhenToHelp Screenshots

WhenToHelp Pricing and Plans

Starting price: $16.00 per month

Free Trial

Free Version

1-10 helpers

$16.00

flat rate, per month

Plan includes:

View schedules
Change schedules
Track schedules, volunteers & coordinators

11-30 helpers

$33.00

flat rate, per month

Plan includes:

View schedules
Change schedules
Track schedules, volunteers & coordinators

31-60 helpers

$54.00

flat rate, per month

Plan includes:

View schedules
Change schedules
Track schedules, volunteers & coordinators

61-100 helpers

$78.00

flat rate, per month

Plan includes:

View schedules
Change schedules
Track schedules, volunteers & coordinators

101-150 helpers

$97.00

flat rate, per month

Plan includes:

View schedules
Change schedules
Track schedules, volunteers & coordinators

151-200 helpers

$117.00

flat rate, per month

Plan includes:

View schedules
Change Schedules
Track schedules, volunteers & coordinators

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WhenToHelp Features

Popular features found in Volunteer Management
Attendance Tracking
Event Management
Member Directory
Membership Management
Mobile Access
Recognition Management
Registration Management
Self Service Portal
Time Tracking
Volunteer Recruiting
More features of WhenToHelp
Absence Management
Alerts/Notifications
Availability Management
Calendar Management
Calendar Sync
Customizable Fields
Drag & Drop
For Nonprofits
Multi-Location
Online Booking
Real-Time Notifications
Real-time Scheduling
Reminders
Reporting & Statistics
Scheduling
SMS Messaging
Third-Party Integrations

WhenToHelp Integrations

Google Calendar

Microsoft Outlook

WhenToHelp User Reviews

Overall Rating

4.5

Ratings Breakdown

50%

Secondary Ratings

Ease of Use

4.3

Value for money

4.8

Customer support

4.8

Functionality

4.5

Have you used WhenToHelp and would like to share your experience with others?

Christina (.

Verified reviewer

Entertainment

51-200 employees

Used daily for more than 2 years

Review source

Reviewed September 2018

Easy for a Support Manager

The experience has been good. The staff seems to like the notifications. I as the manager like that I can add notes to their schedule if I think their schedule may change at the last minute. I have not had any issues with the software in the 3 years that I have been using it.

Ratings Breakdown

Ease of use

Functionality

Pros:

- Easy for me as a support manager with only 6-8 team members working on a single day to schedule - Like the feature of being able to sort and only see those staff members that are assigned to my job descriptions - Love the trade board feature, so it is up to the staff member to find other staff members to cover for them if they cannot work an assigned shift. It also covers both staff members if one or the other does not show up for a covered shift. - The time availability feature that the staff members can adjust on their own as their availability change is very convenient and saves the managers a ton of time - Love the communication provided by the software. When schedules are published and every time a change is made to a staff member's schedule.

Cons:

- for some reason, the majority of the time the initial email to get new staff members set-up in the system always goes to spam - to add a meeting you can't simply add all, you must it to each individual employee - other employees can see all other employees schedules can sometimes cause issues

Charmetra B.

Verified reviewer

Non-Profit Organization Management

Self-Employed

Used daily for more than 2 years

Review source

Reviewed January 2021

This scheduling system has been a Blessing for our Non Profit

I am truly pleased with the wehentohelp scheduling system. When I started this job htey used a basic calendar and if changes were made or needed you had to email every single volunteer(we have 104 volunteeres). Now all changes can be made in real time.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

I love that after approval from whentohelp.com this program is free for Non Profits! What an awesome thing for a company to help out Non Profits who have small budgets!

Cons:

I haven't had the opportunity to explore all of the whentohelp's awesome features because of my crazy schedule but I love that it is user friendly! There are so many customization features. I like the fact that the system automatically sends a shift reminder to volunteers and you can send one as well. There is a "bulletin board" where you can pin important messages and the messaging system is great as well. I can either send a message to everyone, a specific person, or a specific group.

Melody E.

Verified reviewer

Non-Profit Organization Management

51-200 employees

Used weekly for more than 2 years

Review source

Reviewed October 2018

Excellent for creating and maintaining schedules, simple or complex

I have used this program for years to create schedules for various departments in my church. Some of those departments include ushers, children’s ministry, our coffee shop, cleaning shifts and more. I can create various shifts for these departments as needed and set up for the days and times we need. I can add new volunteers into the program and set up usernames for them. I can also remove users as needed. This allows users to login and see their schedule or the whole schedule. It also send an email with their shifts to all scheduled users/volunteers whenever I publish the schedule. I have also used this to schedule our summer camp/retreat shifts, which is even more complex and intensive with as many as 40 shifts in a day for a 10 day event. This has been a huge help as we manage the needs of our church. It keeps schedules organized and in a central location.

Ratings Breakdown

Ease of use

Functionality

Pros:

This program allows me to create schedules for lots of different departments and jobs within my church.

Cons:

Like any database, there is a lot of set up required to create and manage schedules and users. Set up is tedious, but once it’s done is allows great functionality.

Anna H.

Verified reviewer

Used daily for less than 6 months

Review source

Reviewed May 2018

I use this for my job to see my schedule which is helpful.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

I like that I can see my schedule and all my shifts. I like that there are different options for viewing my schedule (like I can see everyone's or just mine and I can view in day, month, or week mode).

Cons:

The thing I like the least is that whenever someone picks up a dropped shift, our manager has to approve it. But once someone picks it up, it does not show that it needs to be picked up anymore. It has caused confusion about who is working when, especially if our manager does not approve the request in time.

michael g.

Education Management

11-50 employees

Used daily for more than 2 years

Review source

Reviewed July 2018

Best scheduling software product.

The ease to schedule 30 people who have different availability times during the weeks.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

People put in their work preferences and makes scheduling so much easier. It prevents you from scheduling people when they are not available.

Cons:

There is absolutely nothing I like least about this product. Every bell and whistle is a benefit and a blessing when doing the work schedule.

Kenly G.

Government Administration

1001-5000 employees

Used daily for less than 12 months

Review source

Reviewed November 2018

WhentoWork

Ratings Breakdown

Ease of use

Value for money

Functionality

Pros:

This is an easy program to use. We have a large volume of staff and are able to create schedules for multiple locations easily. Employees are able to block out availability and time off. Most of the features are self explanatory. I really enjoy being able to view someone's availability on the same screen while you are making the schedule.

Cons:

You have to pay extra to have larger numbers of employees. Wish you were able to send emails/txt to anyone on staff even if they did not have that setting selected; for emergency contact use.

Emily S.

Verified reviewer

Veterinary

51-200 employees

Used daily for less than 6 months

Review source

Reviewed September 2018

Created Structure

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

I like that this has made scheduling our veterinarians a breeze. They are always wanting to trade shifts and request days off which was a nightmare! This is very easy to use and efficient.

Cons:

Nothing! I like everything about this software!

David C.

Used other for less than 2 years

Review source

Reviewed December 2017

Easy to use, straightforward

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

User-friendly, makes it simple to schedule, trade, or drop a shift. Also found eat easy to let my manager know when I could and couldn't work. Generally, as an employee I found that it let me do the things I needed to do with a minimum amount of fuss.

Cons:

No major complaints--I have found that it occasionally runs slow, but that also may be the ancient work laptop we sometimes used it one.

Showing 1 - 8 of 8 Reviews