WhenToWork

WhenToWork

Online employee scheduling with native mobile apps

4.4/5 (69 reviews)

WhenToWork Overview

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
US$15,00/month
Pricing options
Free Trial
Subscription
Value for money

Devices

Business size

S
M
L

Markets

Asia, Australia, Brazil, Canada, China and 5 others, Europe, Germany, India, Japan, Latin America

Supported Languages

English

WhenToWork Reviews

Overall rating
4.4/5
87% positive reviews
39
Excellent
21
Very good
6
Average
3
Poor
0
Terrible
Shannan G.

Your schedule solution

Used Daily for 2+ years
Reviewed on 2019/05/06
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
Kylie M.

Love this!

Used Daily for 1+ year
Reviewed on 2018/11/28
Review Source: Capterra

I really believe our company has benefited from this website. It is very helpful to both management, and the staff we schedule.

Pros

This website is amazing if you have to manage the schedules of a lot of people at once. I love how customizable it is and that you can make and save staffing templates. It also always you to email your staff directly from the site. When a schedule is published, all staff on that given schedule will receive an email with what they are working, and it even allows the staff to trade shifts amongst others that are authorized for the position so there is much less confusion later. This website has made scheduling so much easier.

Cons

If you go to assign someone to a shift position you don't have them trained on the system allows you to do it, but gives a pop up that says "___ has been authorized for the position ___". this pop up can be easy to miss if you aren't paying close attention. I wish there was a to see a date list for when you authorized positions. Also, there is a feature where you can delete all shifts with a given position title which is very helpful, but I wish it would allow you to bulk delete some shifts without deleting all of them.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

9.0/10
Kody D.

Easy and well worth the price

Used Daily for 6-12 months
Reviewed on 2017/07/27
Review Source: Capterra

Less time required to schedule.
No time required to approve trades.
Great varied views to look at and evaluate the schedule.

Pros

The pricing structure is very friendly and very affordable for businesses. For teams that have at least 20 employees and are shift based and have trades, this tool is a dream come true. Managers do not need to approve trades as long as they fit within adjustable boundaries per employee (shifts per day, hours per day, days per week, hours per week). Multiple locations with shared shifts as well as multiple entirely separate locations are supported for easy expansion and better pricing options. The mobile app is very functional and particularly useful for the employees. Less so for managers, but still has its benefits. Auto-schedule capabilities saved me hundreds of hours throughout the year. Employee availability and time preferences are brilliant and the auto-scheduler does a fabulous job keeping things even across the board (or weighted if you prefer to schedule by seniority, etc.)

Cons

I wish I could copy a week and say "this is their schedule until the following end date", but I am required to go to each individual week and paste the copied schedule. Still FAR better than the previous 3 scheduling tools we tried in our organization.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

10.0/10
Neal D.

Looking at your schedule has never been easier

Used Daily for 2+ years
Reviewed on 2018/03/27
Review Source: Capterra

Easy to check my work schedule. I can even log into the phone fine. Always available never crashed. Can't really complain about this product honestly.

Pros

One great thing about this product is that it shows you when you are working next. Whenever I forget my hours I just log into whentowork and check my hours. There is also an option enabled so that you can just see your own hours or everyone else's hours. Since I work part time this tool is great and I am so grateful it exists.

I also like how you can import it to your calendar if you have one anywhere else.

The calendar view is great!

Cons

Nothing really to complain about this software really. There are a lot of other options on this website like contact manager, request time off,...I don't use any of that functionality because of our companies protocols. Adds a bit of clutter to overall design.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

9.0/10
Verified Reviewer

WhenToWork Scheduling Software

Used Daily for 2+ years
Reviewed on 2019/01/23
Review Source: Capterra

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.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

8.0/10

WhenToWork Pricing

Starting from
US$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

  • Automatic Notifications
  • Automatic Reminders
  • Data Import/Export
  • Reporting & Statistics

  • API
  • Activity Dashboard
  • Activity Tracking
  • Applicant Tracking
  • Customizable Branding
  • Customizable Reporting
  • Employee Database
  • Employee Management
  • Employee Onboarding
  • Employee Portal
  • Employee Self Service
  • Performance Management
  • Real Time Reporting
  • Recruiting Management
  • Self Service Portal
  • Third Party Integration

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

    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: US$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:

    Large Enterprises, Mid Size Business, Small 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