Helping businesses choose
better software since 1999
better software since 1999
Guides & Research
Capterra’s researchers use a mix of verified reviews, independent research and objective methodologies to bring you selection and ranking information you can trust. While we may earn a referral fee when you visit a provider through our links or speak to an advisor, this has no influence on our research or methodology.
Capterra carefully verified over 2 million reviews to bring you authentic software and services experiences from real users. Our human moderators verify that reviewers are real people and that reviews are authentic. They use leading tech to analyze text quality and to detect plagiarism and generative AI. Learn more.
Capterra lists all providers across its website—not just those that pay us—so that users can make informed purchase decisions. Capterra is free for users. Software and service providers pay us for sponsored profiles to receive web traffic and sales opportunities. Sponsored profiles include a link-out icon that takes users to the provider’s website. Learn more.
Trusted to schedule millions of employees worldwide, WhenToWork puts you in control by easily creating employee schedules, assigning shifts, and communicating with your employees from anywhere. Save time by assigning shifts with a single click and letting your employees swap shifts on their own. Send automated email and text notifications to keep everyone up to date.
Provider
WhenToWork
Located In
United States
Foundation
2000
Open API
Unverified
Deployment
Cloud, SaaS, Web-Based
Mobile Apps
iOS, Android
Training
Documentation, Videos
Support
24/7 (Live rep), Email/Help Desk, Knowledge Base, FAQs/Forum
WhenToWork provides online employee scheduling for all business types and sizes: from small "Mom & Pop" business to large Fortune 500 corporations.
Content Source: WhenToWork
Based on other buyer's searches, these are the products that could be a good fit for you.
WhenToWork Reviews
Pros
I love how easy it is to use and how useful it is overall. It sends reminders too, which is super helpful.
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.
The user interface improved while I used it and I liked the visualization to help with scheduling. It allowed for you to paint the different priorities which was very helpful.
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.
Cons
There actually isn't any feature that I dislike or have had any trouble with using.
Sometimes it has too many things and it's hard to understand what some features do and that they even exist.
I hated the aesthetic, its over complicating things that should be simple, the way it was set up.
A lot of data at first, and can be somewhat confusing to employees.
Most Recent Video User Review for WhenToWork
SEE ALL VIDEO REVIEWS
It's an Ugly Scheduling Tool that works rather well
Greg G.
"Outstanding Product That Saves You Time"
Overall: When to Work has saved me so much time and effort for scheduling hundreds of employees. And a lot of its components allows the employee to take care of items which allows me to focus on other tasks. I cannot imagine doing my job and supervising all the staff I do without When to Work.
Pros: I really enjoy how this software allows employees to trade shifts, post on trade boards, and put in time off requests. This saves a lot of time sorting through emails and changing shifts myself. I am able to approve or deny requests and email specific employees, work groups or all the employees.
Cons: My only negative for this program is that the messaging component does not allow me to edit text. This would allow me to be more clear in emails and bold specific information.
"Your schedule solution "
Overall: 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.
"Not keeping up"
Overall: We have been using W2W for more than five years, we just switched to a different scheduling platform that has provided what W2W has not. the platform works ok, but its old and clunky. It's taken way too long to get an actual app that works for phones and tablets. Compared to many other scheduling software companies W2W feels like opening a spreadsheet in 1997 compared to today's modern scheduling platforms.
Pros: It was a reasonable starter program especially when there were fewer options. If functions fine.
Cons: Compared to other platforms, for the cost, others are integrating and innovating better and providing more bang for the buck. Others are also offering additional companion software/apps that can work with their scheduling software.
"Amazing scheduling service"
Overall: I schedule 50 staff in 4 different departments mostly high school students. This relives all of the scheduling pressure off of me. It forces them to be responsible and reliable. I no longer spend hours doing schedules or filling in for people who forgot shifts. Love love love this program! Oh! And their customer service is quick and helpful!
Pros: It is so easy to use for both me and my staff! The app is user friendly and it is simple with little room for error. It saves me so much time scheduling my staff in 4 different departments.
Cons: My only complaint is I can’t get a push notification on my app. I have to login to see the alert.
"Use this for staff scheduling and organizational flow."
Overall: Our scheduling would suffer greatly without this software. I like the mobility benefits that allow for use on a hand held device.
Pros: This software is very simple to use and efficient. I find that it easy to search for staff member by name, position, or telephone number. It is also very easy to export lists for email and other communications.
Cons: I think that when a shift has been "picked up" pending approval it should let others know that there are already a bid to pick it up, often there are five to six people trying to pick up the same shift when one is on the trade board.
