--- title: "WhenToWork Reviews, Pros and Cons - 2026 Software Advice" description: "Reviews of WhenToWork. Learn how real users rate this software's ease-of-use, functionality, overall quality and customer support. Talk to our advisors to see if WhenToWork is a good fit for you!" source_url: "https://www.softwareadvice.com/scheduling/whentowork-profile/reviews/" page_type: "reviews" language: "en" --- 1 million+ businesses helped. Get advice Get Free Advice [Home](https://www.softwareadvice.com/) / [Employee Scheduling Software](https://www.softwareadvice.com/hr/employee-scheduling-comparison/) / [WhenToWork](https://www.softwareadvice.com/scheduling/whentowork-profile/) / WhenToWork Reviews Software Advice offers objective insights based on verified user reviews and independent product and market research. When our advisors match you to a software provider, we may earn a referral fee. [Overview](https://www.softwareadvice.com/scheduling/whentowork-profile/) Reviews [Alternatives](https://www.softwareadvice.com/scheduling/whentowork-profile/alternatives/) # WhenToWork User Reviews ## Reviews summary - Overall rating: 4.4/5 - Total reviews: 137 ### Secondary ratings - Ease of use: 4.5/5 - Customer support: 4.3/5 - Value for money: 4.5/5 - Functionality: 4.3/5 ### Rating distribution - 5 stars: 80 reviews (58%) - 4 stars: 42 reviews (31%) - 3 stars: 9 reviews (7%) - 2 stars: 6 reviews (4%) - 1 star: 0 reviews (0%) ### Most mentioned pros - WhenToWork allowed us to maintain a complex schedule for nearly 60 students workers through its user-friendly platform. - Our student workers are able to navigate the site and app well. - 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. ### Most mentioned cons - We managed over 100 employees on when to work and it was very difficult to navigate to the basic features. - not enough notifications were sent when employees requested time off. - Not a dealbreaker, but inconvenient when I'm writing the schedule on the white board each morning ## WhenToWork customer reviews Showing reviews 1-25 of 137 (page 1). ### Easy to use and straightforward - Overall rating: 5/5 - Reviewer: Bianca S. - Verified reviewer: Yes - Industry: Higher Education - Company size: 501-1000 employees - Product usage: Used daily for more than 2 years - Reviewed: July 2026 - Review source details: This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you. My overall experience is great. The way we can create employees and add their availability helps my team create shifts that holds both employer and employee accountable. #### Ratings breakdown - Ease of use: 5/5 - Value for money: 5/5 - Customer support: 5/5 - Functionality: 5/5 #### Pros I work for a university and i like the ease of use of the software. Our student workers are able to navigate the site and app well. It makes sense to the users and the managers. I like the trade board feature. It allows my team members to pick up shifts and trade.i like the manager approval safeguards. When i do have an issue with When to Work. customer service responds right away and trouble shoot quickly. Our when to work is not linked to payroll software. Our institution provides another payroll software. I believe the software is worth the money. There have been mergers and aquisitions that have driven the cost up, however, due to our long standing partnership, we have been able to negotiate a price. #### Cons It is limited in features and the appearance of the software and on the app could improve. Maybe when to work can do some improvement on the app and the look of the dashboard. --- ### Great Scheduling & Communication Tool For Teams - Overall rating: 5/5 - Reviewer: Amanda G. - Verified reviewer: Yes - Industry: Veterinary - Company size: 11-50 employees - Product usage: Used daily for more than 2 years - Reviewed: December 2025 - Review source details: This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you. 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: 5/5 - Value for money: 5/5 - Customer support: 5/5 - Functionality: 5/5 #### 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. --- ### You get what you pay for. - Overall rating: 2/5 - Reviewer: Sara V. - Verified reviewer: Yes - Industry: Retail - Company size: 11-50 employees - Product usage: Used daily for more than 2 years - Reviewed: June 2026 - Review source details: This review was submitted organically. No incentive was offered This website is barely functional. It has terrible design and is very ineffective. It's inexpensive, but at what cost. #### Ratings breakdown - Ease of use: 2/5 - Value for money: 3/5 - Customer support: 1/5 - Functionality: 1/5 #### Pros This software looks like a website from 1997. It's laughably bad UI and took everyone on our team a while to figure out because it's so backwards. #### Cons There was no reporting - when you take someone off the schedule you cannot download any shift info. This is not very useful for future planning. #### Reasons for switching to WhenToWork Some manager thought this product was better than another woefully poor product. --- ### Whentowork always works - Overall rating: 5/5 - Reviewer: Alexander G. - Verified reviewer: Yes - Industry: Veterinary - Company size: 11-50 employees - Product usage: Used daily for more than 2 years - Reviewed: November 2025 - Review source details: This review was submitted organically. No incentive was offered #### Ratings breakdown - Ease of use: 5/5 - Value for money: 4/5 - Functionality: 5/5 #### 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. --- ### A Simple and Reliable Scheduling Tool - Overall rating: 4/5 - Reviewer: Griffin L. - Verified reviewer: Yes - Industry: Veterinary - Company size: 51-200 employees - Product usage: Used daily for more than 2 years - Reviewed: December 2025 - Review source details: This review was submitted organically. No incentive was offered 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: 5/5 - Value for money: 5/5 - Customer support: 4/5 - Functionality: 3/5 #### 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. --- ### Decent scheduling software - Overall rating: 4/5 - Reviewer: Brianna T. - Verified reviewer: Yes - Industry: Events Services - Company size: 51-200 employees - Product usage: Used daily for less than 12 months - Reviewed: June 2026 - Review source details: This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you. #### Ratings breakdown - Ease of use: 5/5 - Value for money: 4/5 - Customer support: 3/5 - Functionality: 5/5 #### Pros WhenToWork allowed us to maintain a complex schedule for nearly 60 students workers through its user-friendly platform. I liked that students could drop and pick up shifts and change shifts within the platform. #### Cons The interface could be more modern and appealing to the eye. Sometimes when there are a lot of events the schedule can look overwhelming. --- ### Great scheduling software! - Overall rating: 5/5 - Reviewer: Renee H. - Verified reviewer: Yes - Industry: Hospitality - Company size: 2-10 employees - Product usage: Used weekly for more than 2 years - Reviewed: February 2026 - Review source details: This review was submitted organically. No incentive was offered Managed between 2-10 employees schedules. Was able to either send it to their email and/or text. Easy to add new staff. #### Ratings breakdown - Ease of use: 5/5 - Value for money: 5/5 - Customer support: 5/5 - Functionality: 5/5 #### Pros Easy to use for a smaller business, allowed for staff to be emailed their schedules weekly. Program is a great value to limit extensive overhead costs. #### Cons I don't have a whole lot to complain about, it's a really straight forward application that streamlines scheduling. --- ### Great, but could use a few touch ups - Overall rating: 4/5 - Reviewer: Ell M. - Verified reviewer: Yes - Industry: Veterinary - Company size: 11-50 employees - Product usage: Used daily for less than 12 months - Reviewed: May 2025 - Review source details: This review was submitted organically. No incentive was offered 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: 5/5 - Functionality: 4/5 #### 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 --- ### When2Work Review - Overall rating: 5/5 - Reviewer: Isaac L. - Verified reviewer: Yes - Industry: Recreational Facilities and Services - Company size: 11-50 employees - Product usage: Used daily for less than 2 years - Reviewed: September 2025 - Review source details: This review was submitted organically. No incentive was offered 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: 5/5 - Value for money: 5/5 - Customer support: 5/5 - Functionality: 5/5 #### 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. --- ### When to work is great for work! - Overall rating: 5/5 - Reviewer: Shana P. - Verified reviewer: Yes - Industry: Veterinary - Company size: 2-10 employees - Product usage: Used daily for less than 6 months - Reviewed: June 2026 - Review source details: This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you. Very good. Will continue to use the app. It’s better that other ones the business has used in the past. #### Ratings breakdown - Ease of use: 5/5 - Value for money: 5/5 - Customer support: 5/5 - Functionality: 5/5 #### Pros Very user friendly and not as expensive as other scheuduling tools. Customer support is always helpful and easy to reach. #### Cons Sometimes takes a while to reflect changes and that app sometimes glitches but otherwise no complaints. --- ### Employee Schedules - Overall rating: 4/5 - Reviewer: corinne o. - Verified reviewer: Yes - Industry: Facilities Services - Company size: 11-50 employees - Product usage: Used daily for less than 12 months - Reviewed: May 2025 - Review source details: This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you. 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: 4/5 - Value for money: 3/5 - Customer support: 2/5 - Functionality: 3/5 #### 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. --- ### Great and convenient app - Overall rating: 5/5 - Reviewer: Danielle C. - Verified reviewer: Yes - Industry: Hospital & Health Care - Company size: 11-50 employees - Product usage: Used daily for less than 2 years - Reviewed: March 2025 - Review source details: This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you. I had a great experience with it. The channels were also great #### Ratings breakdown - Ease of use: 5/5 - Value for money: 5/5 - Customer support: 5/5 - Functionality: 5/5 #### Pros loved the access to scheduling, vacations, and inter communication #### Cons nothing that I can think of at this time. All the experience I had was positive. --- ### WhentoWork - Overall rating: 4/5 - Reviewer: Alex T. - Verified reviewer: Yes - Industry: Hospital & Health Care - Company size: 51-200 employees - Product usage: Used daily for free trial - Reviewed: February 2025 - Review source details: This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you. #### Ratings breakdown - Ease of use: 5/5 - Value for money: 5/5 - Customer support: 4/5 - Functionality: 5/5 #### Pros The pricing structure is highly accommodating and cost-effective for businesses. For teams comprising at least 20 employees, particularly those operating in shifts and engaged in trades, this tool is exceptionally beneficial #### Cons It has an unappealing interface, but performs exceptionally well --- ### As an employee whose boss uses this app, W2W solves so many issues with freelance work. - Overall rating: 3/5 - Reviewer: Verified Reviewer - Verified reviewer: Yes - Product usage: Used daily for less than 2 years - Reviewed: June 2018 - Review source details: This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you. Because I can respond to my boss announcements, I can get more hours. Anything that helps me get more work is a HUGE plus. #### Ratings breakdown - Ease of use: 3/5 - Value for money: 5/5 - Customer support: 3/5 - Functionality: 4/5 #### 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. --- ### WhenToWork Scheduling Software - Overall rating: 4/5 - Reviewer: Verified Reviewer - Verified reviewer: Yes - Industry: Higher Education - Company size: 51-200 employees - Product usage: Used daily for more than 2 years - Reviewed: January 2019 - Review source details: This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you. Overall I am happy with W2W. I would recommend to others because it is so easy to use. #### Ratings breakdown - Ease of use: 5/5 - Value for money: 4/5 - Customer support: 3/5 - Functionality: 3/5 #### 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. --- ### When to work is the best! - Overall rating: 5/5 - Reviewer: Angela S. - Verified reviewer: Yes - Industry: Hospital & Health Care - Company size: 10000+ employees - Product usage: Used daily for more than 2 years - Reviewed: August 2024 - Review source details: This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you. Like I stated above, I enjoy when to work I think it’s very easy to use and never fails me #### Ratings breakdown - Ease of use: 5/5 - Value for money: 5/5 - Customer support: 4/5 - Functionality: 5/5 #### Pros It’s easy to use to schedule myself, pick up shifts and trading shifts #### Cons Nothing really, I have changed from when to work to something else and we went back to when to work because everyone likes it --- ### Easy to use - Overall rating: 5/5 - Reviewer: Carlos H. - Verified reviewer: Yes - Industry: Public Safety - Company size: 11-50 employees - Product usage: Used weekly for more than 2 years - Reviewed: June 2019 - Review source details: This review was submitted organically. No incentive was offered Allowing everyone to visibly see all those who or scheduled on duty. We have many different levels of employees and allows us to see each employees titles at one time. This also has allowed us to assign task when other groups are need for support because we can see who is scheduled to work. #### Ratings breakdown - Ease of use: 5/5 - Functionality: 4/5 #### Pros What I like best about WhenToWork is that all my employees and can see their schedules and the schedules of their coworkers. This lets them know and to be able to plan their day due to who is scheduled, has time off for the day. What I also really like about WhenToWork is that we 10 different sections schedules that employees fall under and you can see the group you need at one time which makes it nice. Instead of seeing all fifty plus employees I can just see just the employees that I supervise. If I need to another group I can do that too. #### Cons The main thing that I dislike about WhenToWork is imputing schedules for long periods of time are not easy enough. If you do not have full access you can only put in the person schedule week by week. The person that has full access can put in a persons schedule for months at a time. That would be nice access to have for those that do not have full access. --- ### Best scheduling software out there! - Overall rating: 5/5 - Reviewer: Amanda L. - Verified reviewer: Yes - Industry: Hospitality - Company size: 11-50 employees - Product usage: Used daily for more than 2 years - Reviewed: December 2018 - Review source details: This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you. I have used When to Work for about 6 years. It started just online, but now that there is an app, it makes like EASY! #### Ratings breakdown - Ease of use: 5/5 - Value for money: 5/5 - Customer support: 5/5 - Functionality: 5/5 #### Pros This software is so easy to use! It is the best thing that has happened to scheduling. All I do, is download the app to my phone and I can see my schedule and who is also working. Working for a company with 3 hotels, this makes communication easy. You can send a message to anyone on your team so you don't have to give your phone number out to everyone. Your boss can also post a message to everyone to see too. Now there is no excuse for someone to say "Oh I didn't know I had to work" because it is literally on your phone that you look at everyday! #### Cons There really isn't anything that I don't like about When to Work. I think it's great! --- ### This is a wonderful tool for employee scheduling! - Overall rating: 5/5 - Reviewer: Verified Reviewer - Verified reviewer: Yes - Industry: Leisure, Travel & Tourism - Company size: 11-50 employees - Product usage: Used daily for more than 2 years - Reviewed: April 2019 - Review source details: This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you. #### Ratings breakdown - Ease of use: 5/5 - Functionality: 5/5 #### Pros We have been using this for years now and it is an invaluable tool. The employees are able to log in themselves to view schedules, request time off, send messages, etc. It has saved us countless hours of work and paper! #### Cons There really is not anything negative to be said about this software --- ### Use it daily - Overall rating: 5/5 - Reviewer: Preston W. - Verified reviewer: Yes - Industry: Museums and Institutions - Company size: 501-1000 employees - Product usage: Used daily for less than 2 years - Reviewed: November 2018 - Review source details: This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you. #### Ratings breakdown - Ease of use: 4/5 - Functionality: 4/5 #### Pros I love the ease of access with this program. Makes building staffing schedules very quick and easy. The interface is very user friendly as well. #### Cons I wish there was a way to be able to see all recipients on messages. There are times that staff members will message me and I forward the message to someone else who tells me that they already received the message, --- ### Works great it if is your main schedule - Overall rating: 5/5 - Reviewer: Daniel R. - Verified reviewer: Yes - Industry: Entertainment - Company size: 11-50 employees - Product usage: Used daily for less than 12 months - Reviewed: October 2019 - Review source details: This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you. We have found that less people "call out sick" once this software was implemented. #### Ratings breakdown - Ease of use: 4/5 - Functionality: 3/5 #### 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. --- ### Great Scheduling Software - Overall rating: 4/5 - Reviewer: William S. - Verified reviewer: Yes - Industry: Law Enforcement - Company size: 11-50 employees - Product usage: Used daily for less than 12 months - Reviewed: December 2022 - Review source details: This review was submitted organically. No incentive was offered It is great and easy to use. The short feature videos are a great help. #### Ratings breakdown - Ease of use: 5/5 - Value for money: 5/5 - Customer support: 5/5 - Functionality: 4/5 #### Pros It is easy to use, employees like using it. #### Cons nothing really, still evaluating different features. --- ### Works for scheduling - Overall rating: 4/5 - Reviewer: Chris G. - Verified reviewer: Yes - Industry: Computer Networking - Company size: 2-10 employees - Product usage: Used daily for more than 2 years - Reviewed: May 2019 - Review source details: This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you. It works good for basic scheduling and remote viewing and allows people to bid on shifts that are open. #### Ratings breakdown - Ease of use: 4/5 - Functionality: 4/5 #### Pros I can see my schedule remotely. It lets me know where to be and when. i also know who I will be working with and who will be working at other locations. #### Cons It doesn't let me easily see openings so I can pick up time where I want to. I shows openings but not necessarily where they are. I don't want to take a shift if its too far away or with someone I don't mesh with and I have to "do the math" to figure out where its and who with. --- ### Easy to set up and get going quickly, excellent customer support - Overall rating: 5/5 - Reviewer: Verified Reviewer - Verified reviewer: Yes - Industry: Hospitality - Company size: 5001-10000 employees - Product usage: Used daily for less than 12 months - Reviewed: December 2018 - Review source details: This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you. #### Ratings breakdown - Ease of use: 4/5 - Value for money: 5/5 - Customer support: 5/5 - Functionality: 4/5 #### Pros Ease of setup. It was easy to quickly get the employee list in, create positions, and start populating a schedule with the click of a button. #### Cons It does not include a timekeeping function. That's not what it's made for, so as a scheduling system I think it is great, but I wish that it either had a timekeeping function or directly interfaced with timekeeping systems. --- ### WhenToWork is super easy and efficient! - Overall rating: 5/5 - Reviewer: Mark W. - Verified reviewer: Yes - Industry: Broadcast Media - Company size: 10000+ employees - Product usage: Used weekly for less than 2 years - Reviewed: May 2020 - Review source details: This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you. WhenToWork is overall fantastic. There's almost nothing I would change about it as an employee who uses it. I don't set schedules on it from a management side so I can't speak to that. But as an employee, it's an excellent tool to monitor your schedule. #### Ratings breakdown - Ease of use: 5/5 - Functionality: 5/5 #### Pros The software is incredibly easy to navigate and use whether it be to check your own schedule, set preferences for your own schedule, check the schedule of your co-workers and message management. I also love how you can sync the WhenToWork Calendar with Google Calendar and other personal calendars so when a schedule is added or changed, it automatically reflects that update into your personal calendar. It's absolutely perfect. #### Cons There's very little not to like about the software. I guess I wish when looking at "everyone's schedule" for a week or month, it would be nice if the layout was a little more compact, but I understand with a lot of employees that's not necessarily an easy, or even a realistic goal to accomplsih. ## More reviews [Next reviews](https://www.softwareadvice.com/scheduling/whentowork-profile/reviews/?page=2) --- WhenToWork Reviews, Pros and Cons - 2026 Software Advice