WhenToWork

Online employee scheduling with native mobile apps

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.


Key benefits of WhenToWork

  • 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.

  • Images

    WhenToWork Software - With the WhenToWork mobile apps, managers can edit and manage schedules, and employees can view schedules, send messages, and more
    WhenToWork Software - Shifts can be assigned to employees by managers, or employees can pick up unassigned shifts
    WhenToWork Software - The bulletin board can be used to share announcements and information with employees
    WhenToWork Software - The tradeboard allows employees to trade shifts
    WhenToWork Software - Employees can add the shifts they wish to switch or drop to the tradeboard
    WhenToWork Software - A list of all employees on shift can be viewed
    WhenToWork Software - Users can select which page they wish to have as their homepage in the WhenToWork app
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    WhenToWork video
    WhenToWork Software - With the WhenToWork mobile apps, managers can edit and manage schedules, and employees can view schedules, send messages, and more
    WhenToWork Software - Shifts can be assigned to employees by managers, or employees can pick up unassigned shifts
    WhenToWork Software - The bulletin board can be used to share announcements and information with employees
    WhenToWork Software - The tradeboard allows employees to trade shifts
    WhenToWork Software - Employees can add the shifts they wish to switch or drop to the tradeboard
    WhenToWork Software - A list of all employees on shift can be viewed
    WhenToWork Software - Users can select which page they wish to have as their homepage in the WhenToWork app

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    WhenToWork

    4,5 (111)
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    Starting Price

    US$16,00
    month
    US$2,50
    month

    Pricing Options

    Free version
    Free trial
    Free version
    Free trial

    Features

    49
    111

    Integrations

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    17

    Ease of Use

    4,5 (111)
    4,5 (1 079)

    Value for Money

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    4,4 (1 079)

    Customer Service

    4,4 (111)
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    Reviews

    Overall rating

    4,5 /5
    (111)
    Value for Money
    4,5/5
    Features
    4,3/5
    Ease of Use
    4,5/5
    Customer Support
    4,4/5

    Already have WhenToWork?

    Software buyers need your help! Product reviews help the rest of us make great decisions.

    Showing 5 reviews of 111
    Daniel
    Daniel
    Overall rating
    • Industry: Entertainment
    • Company size: 11–50 Employees
    • Used Daily for 6-12 months
    • Review Source

    Overall rating

    • Ease of Use
    • Likelihood to recommend 7.0 /10

    Works great it if is your main schedule

    Reviewed on 2019/10/23

    We have found that less people "call out sick" once this software was implemented.

    We have found that less people "call out sick" once this software was implemented.

    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.

    Vatsal
    Overall rating
    • Industry: Computer Software
    • Company size: 11–50 Employees
    • Used Daily for 1+ year
    • Review Source

    Overall rating

    • Ease of Use
    • Likelihood to recommend 9.0 /10

    Great Scheduling Platform for Work

    Reviewed on 2022/11/15

    My overall experience has been pretty smooth except one feature of exchanging multiple shifts for...

    My overall experience has been pretty smooth except one feature of exchanging multiple shifts for one, for which I have had to contact my supervisor till now.

    Pros

    I really liked the ease of use while scheduling shifts for the employees and while checking your weekly schedule. It is very easy to trade or drop shifts and I really like the other functionalities such as see who you are working with on which shift, who is working now and later, pick up shifts, contact supervisor, request time off, and color code your availability calendar. I also like the fact that it automatically syncs my shift times to my Google calendar so it is easy to organise on my calendar.

    Cons

    I feel like the user interface on the mobile app could be a little better and I wish there was an option to swap multiple shifts for a single shift with someone else. This is because sometimes someone has two 4 hour shifts while someone else has a single 8 hour shift and there is no option to put two shifts in exchange for one on the trade board.

    Alternatives Considered

    When I Work
    Aidan
    Overall rating
    • Industry: Security & Investigations
    • Company size: 51–200 Employees
    • Used Daily for 2+ years
    • Review Source

    Overall rating

    • Value for Money
    • Ease of Use
    • Customer Support
    • Likelihood to recommend 0.0 /10

    Simple, Basic - Has never changed with the ages

    Reviewed on 2020/12/14

    Simple, low quality we long outgrew this

    Simple, low quality we long outgrew this

    Pros

    Simple - Effective scheduling software - Nothing more

    Cons

    Has never evolved with the ages, there is so many ways this can increase/improve
    App doesnt do enough
    Website does everything
    No automatic book on/off
    No automatic alerts when someone isnt on shift
    No automation at all

    Kylie
    Overall rating
    • Industry: Museums & Institutions
    • Company size: 501–1 000 Employees
    • Used Daily for 1+ year
    • Review Source

    Overall rating

    • Value for Money
    • Ease of Use
    • Customer Support
    • Likelihood to recommend 9.0 /10

    Love this!

    Reviewed on 2018/11/28

    I really believe our company has benefited from this website. It is very helpful to both management,...

    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.

    Kody
    Overall rating
    • Industry: Information Technology & Services
    • Company size: 51–200 Employees
    • Used Daily for 6-12 months
    • Review Source

    Overall rating

    • Value for Money
    • Ease of Use
    • Customer Support
    • Likelihood to recommend 10.0 /10

    Easy and well worth the price

    Reviewed on 2017/07/27

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

    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.

    Showing 5 reviews of 111 Read all reviews

    WhenToWork FAQs

    Below are some frequently asked questions for WhenToWork.

    WhenToWork offers the following pricing plans:

    • Starting from: US$16,00/month
    • Pricing model: Subscription
    • Free Trial: Available

    Pricing is based on the number of employees, and discounts are available for paying for 3, 6, or 12 months in advance.

    WhenToWork has the following typical customers:

    Self Employed, 2–10, 11–50, 51–200, 201–500, 501–1 000, 1 001–5 000

    WhenToWork supports the following languages:

    English

    WhenToWork supports the following devices:

    Android (Mobile), iPhone (Mobile), iPad (Mobile)

    We do not have any information about what integrations WhenToWork has

    WhenToWork offers the following support options:

    Email/Help Desk, FAQs/Forum, Knowledge Base, 24/7 (Live rep)

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