WhenToWork 2026: Benefits, Features & Pricing

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Overview
Pricing and Plans
Features
Integrations
User Reviews

Overview

WhenToWork

4.4

(132)

Pricing

Starting at $28.00 per month

About WhenToWork

WhenToWork is an online employee scheduling solution that can be securely accessed from any location using a desktop or mobile device. With one-click scheduling features and automated notifications, it is designed to simplify scheduling for managers and employees. WhenToWork is suitable for businesses of any size in various industries including retail, education, media, government, financial services, and many others. A mobile app is available for iOS, Android, Windows, and Blackberry devices.

With this solution, varied and repeating schedules can be easily created. Employee shifts can be added as new or imported from a template. Managers can manually assign employees shifts or use an Autofill feature, which automatically prevents overtime and identifies conflicts with set preferences. The scheduling screen includes a drag-and-drop interface and various views, such as graphics, calendar, list, and chart. Other WhenToWork features include permission settings, time off information, employee trade-board, urgent text alerts, and more. This solution can be used to manage scheduling for multiple locations and/or departments.

Pricing is dependant on the number of employees. Businesses...

WhenToWork Screenshots

WhenToWork Pricing and Plans

Starting price: $28.00 per month

Free Trial

Free Version

Up to 10 employees

$28.00

flat rate, per month

Plan includes:

Autofill
Create
Employees and Managers
Fast Scheduling
Time off Information
Track Schedules
Upload Company Logo
View and Change Schedules

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WhenToWork Features

Popular features found in Employee Scheduling
Alerts/Notifications
Attendance Management
Calendar Management
Employee Management
Messaging
Mobile Access
Payroll Management
Reporting/Analytics
Schedule Distribution
Self Service Portal
Shift Swapping
Timesheet Management
More features of WhenToWork
Access Controls/Permissions
Activity Dashboard
Activity Tracking
Approval Process Control
Attendance Tracking
Automated Scheduling
Availability Management
Calendar/Reminder System
Calendar Sync
Color Codes/Icons
Customizable Fields
Customizable Reports
Customizable Templates
Data Import/Export
Drag & Drop
Electronic Payments
Email Management
Email Reminders
Employee Database
Employee Scheduling
Event Scheduling
Facility Scheduling
Group Scheduling
Mobile Alerts
Multi-Location
Online Booking
Online Time Clock
Real-Time Data
Real-Time Notifications
Real-time Scheduling
Real-Time Updates
Reminders
Reporting & Statistics
Scheduling
Shift Management
Shift Scheduling
SMS Messaging
Team Calendars
Third-Party Integrations
Time & Attendance
Time Off Management
Time Off Requests
Vacation/Leave Tracking

WhenToWork Integrations

Google Calendar

Microsoft Outlook

WhenToWork User Reviews

Overall Rating

4.4

Ratings Breakdown

58%

31%

Secondary Ratings

Ease of Use

4.5

Value for money

4.5

Customer support

4.3

Functionality

4.3

Alexander G.

Verified reviewer

Veterinary

11-50 employees

Used daily for more than 2 years

Review source

Reviewed November 2025

Whentowork always works

Ratings Breakdown

Ease of use

Value for money

Functionality

Pros:

This software has been something we used for quite some time now and it seems to be so user friendly and easy to drag and drop shifts.

Cons:

The only thing that I could possibly think of that may be a problem for a new user is not being able to mass edit shifts or select multiple shifts to delete at once.

Reasons for choosing WhenToWork

The amount of time it to to develop a shift on the other was complicated.

Amanda G.

Verified reviewer

Veterinary

11-50 employees

Used daily for more than 2 years

Review source

Reviewed December 2025

Great Scheduling & Communication Tool For Teams

Overall, I have always been extremely pleased with the ease of use and the accessibility of WhenToWork. The staff seems to love it as well for the fact that it is easy to submit time off and can always double check their schedule from anywhere with the app. I have also absolutely loved being able to create templates for our rotating shifts that make enter a new months schedule even easier. I also love that it has an easy way for the team to communicate with each other on one platform instead of having to create group chats.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

I have used WhenToWork for almost 10 years and overall, it is easy to use, makes scheduling a breeze, helps keep in line with payroll budgeting, helps with managing all departments shifts to ensure we have coverage where we need it. Not to mention the value you get for the capabilities it provides.

Cons:

The only thing I wish WhenToWork was capable of is also being a time clock so we wouldn't have to use 2 separate systems.

Reasons for switching to WhenToWork

It made scheduling so much easier and more streamlined.

Grace T.

Verified reviewer

Events Services

51-200 employees

Used weekly for less than 2 years

Review source

Reviewed September 2025

Good for basic

Overall the experience was fairly good. I had to adjust to a large learning curve to learn the software.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

When to work is nice for companies with bulk employees. My favorite part was the visual calendar with clear reprsentation on which shifts were scheduled.

Cons:

I did not like how complicated it was to navigate when to work. We managed over 100 employees on when to work and it was very difficult to navigate to the basic features.

Griffin L.

Verified reviewer

Veterinary

51-200 employees

Used daily for more than 2 years

Review source

Reviewed December 2025

A Simple and Reliable Scheduling Tool

Overall, my experience with WhenToWork has been positive. It is straightforward to use, easy for staff to learn, and effective for managing schedules across departments. While it lacks labor cost tracking, it remains a reliable and efficient scheduling tool that helps keep communication and coverage organized.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Whentowork did exactly what we needed for staff scheduling and staff management. There was a very minimal learning curve to get it down!

Cons:

One limitation of WhenToWork is that it does not track labor costs. While it works well for scheduling, having built-in labor cost tracking would make it easier to monitor staffing expenses and evaluate schedules against budget goals in real time.

Ell M.

Verified reviewer

Veterinary

11-50 employees

Used daily for less than 12 months

Review source

Reviewed May 2025

Great, but could use a few touch ups

It is helpful to see my schedule and everyone else that I work with, wish it was a little bit more streamlined to navigate. It's been helpful for our company

Ratings Breakdown

Ease of use

Functionality

Pros:

The ability to see when I and other employees work. It helps me map out the schedule for the day. I like being able to access from my phone

Cons:

To see everyone's full role for the day (example: for Assistant roles, you have to click into them to see the doctor they are assigned to for the day), I have to click into their name, then when I hit back it scrolls me to the top of the page. Not a dealbreaker, but inconvenient when I'm writing the schedule on the white board each morning

Ugoma S.

Verified reviewer

Libraries

11-50 employees

Used daily for less than 2 years

Review source

Reviewed November 2024

Best Scheduling Platform!

I absolutely loved WhenToWork. I used it at a university library to publish weekly schedules for all library staff. What i also love about it, is there is an app that accompanies the platform. The app let's you know when you are scheduled to work, and who is actively working during the moment you check. On top of that, i had two accounts that i was the manager and user, and it was nice seeing from both perspectives, it allowed me to see if there were any issues. Also, i like that staff could select their weekly availability and also mark when they weren't available. It's a fantastic platform, and I recommend it to many.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

I love how versatile When To Work is, and how it allows you use different schedule templates that fits your preference. You can divide up different departments and organize who is scheduled to work as well.

Cons:

I have no complaints about WhenToWork, for me it fit the needs of my team, I published schedules weekly for staff. But if i had to think of one, i wish it could integrate with Microsoft or Google candles to create events.

Isaac L.

Verified reviewer

Recreational Facilities and Services

11-50 employees

Used daily for less than 2 years

Review source

Reviewed September 2025

When2Work Review

My overall experience is good with this app. There isn't much to complain about. It serves its purpose as a schedule app.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

The app is straight forward. It shows my schedule before anything else. It allows me to trade shifts with coworkers easily. The app is easy to navigate and pick up.

Cons:

The GUI is rough and could use refining. Sometimes when I open the app it just closes itself. There are other graphical glitches that could be looked into.

Veornica R.

Verified reviewer

Cosmetics

2-10 employees

Used daily for less than 2 years

Review source

Reviewed April 2025

Game changer in the scheduling world

All the employees lived how easy it was to read and to change shifts - we liked the ability to do extra unclaimed shifts.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

I really appreciated the ease to use and understand. The emails were great as well as the shift change/drop

Cons:

There wasnt anything I didnt like. Everyone liked it

Cornelius Tian Andi S.

Verified reviewer

Commercial Real Estate

51-200 employees

Used daily for less than 12 months

Review source

Reviewed April 2025

WhenToWork

WhenToWork is very useful and easy to use it when used to it

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

WhenToWork provides many features and customizable tools.

Cons:

It is confusing for the first time to pick some shifts

corinne o.

Verified reviewer

Facilities Services

11-50 employees

Used daily for less than 12 months

Review source

Reviewed May 2025

Employee Schedules

had a staff that was less than reliable. this removed the "I didn't know I was on the schedule"

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

employees can see their schedule and not pretend they don't know when they are scheduled to work. It's clear

Cons:

not enough notifications were sent when employees requested time off. It appeared as if it was approved upon request.

Showing 1 - 10 of 132 Reviews

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WhenToWork 2026: Benefits, Features & Pricing

Overview

About WhenToWork

WhenToWork Screenshots

WhenToWork Pricing and Plans

WhenToWork Features

WhenToWork Integrations

WhenToWork User Reviews

WhenToWork Popular Comparisons

Other Top Recommended Employee Scheduling Software

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