WhenToWork

WhenToWork


4 / 5
31 reviews

Who Uses This Software?

WhenToWork provides online employee scheduling for all business types and sizes: from small "Mom & Pop" business to large Fortune 500 corporations.


Average Ratings

31 Reviews

  • 4 / 5
    Overall

  • 4 / 5
    Ease of Use

  • 4 / 5
    Customer Service

Product Details

  • Starting Price
    $15.00/month
  • Pricing Details
    NO setup charges, add-on costs or hidden fees.
  • Free Trial
    Yes
  • Deployment
    Cloud, SaaS, Web
    Mobile - Android Native
    Mobile - iOS Native
  • Training
    Documentation
    Live Online
  • Support
    Online
    24/7 (Live Rep)

Vendor Details

  • WhenToWork
  • www.whentowork.com
  • Founded 2000
  • United States

About WhenToWork

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. | Starting at just $15 a month | iPhone and Android Apps | US-based Support Center | Try it free - no credit card required


WhenToWork Features

  • Automated Scheduling
  • Employee Database
  • Reporting/Analytics
  • Schedule Distribution
  • Scheduling
  • Shift Swapping
  • Time Clock
  • Vacation/Leave Tracking
  • Alerts/Notifications
  • Appointment Scheduling
  • Automated Scheduling
  • Class Scheduling
  • Employee Scheduling
  • Facility Scheduling
  • Group Scheduling
  • Multi-Location
  • Real-time Scheduling
  • Resource Scheduling
  • Room Booking Management
  • Budgeting & Forecasting
  • Contractor Management
  • Employee Lifecycle Management
  • Labor Projection
  • Performance Appraisal
  • Recruiting Management
  • Scheduling
  • Skills Tracking
  • Time & Attendance
  • Variable Workforce

WhenToWork Reviews Recently Reviewed!


As an employee whose boss uses this app, W2W solves so many issues with freelance work.

Jun 16, 2018
3/5
Overall

3 / 5
Ease of Use

4 / 5
Features & Functionality

3 / 5
Customer Support

5 / 5
Value for Money
Likelihood to Recommend: 7.0/10 Not
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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.

Overall: Because I can respond to my boss announcements, I can get more hours. Anything that helps me get more work is a HUGE plus.

Easy and well worth the price

Jul 27, 2017
5/5
Overall

5 / 5
Ease of Use

4 / 5
Features & Functionality

5 / 5
Customer Support

5 / 5
Value for Money
Likelihood to Recommend: 10.0/10 Not
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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.

Overall: Less time required to schedule.

No time required to approve trades.

Great varied views to look at and evaluate the schedule.

Looking at your schedule has never been easier

Mar 27, 2018
5/5
Overall

5 / 5
Ease of Use

5 / 5
Features & Functionality

5 / 5
Customer Support

4 / 5
Value for Money
Likelihood to Recommend: 9.0/10 Not
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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.

Overall: 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.

Capterra loader

Outstanding Product That Saves You Time

Oct 24, 2018
5/5
Overall

5 / 5
Ease of Use

5 / 5
Features & Functionality

4 / 5
Customer Support

4 / 5
Value for Money
Likelihood to Recommend: 9.0/10 Not
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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.

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.

Not keeping up

Mar 24, 2017
2/5
Overall

2 / 5
Ease of Use

2 / 5
Features & Functionality

2 / 5
Customer Support

3 / 5
Value for Money
Likelihood to Recommend: 2.0/10 Not
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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.

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.

Great value, limited capabilities

Nov 07, 2018
4/5
Overall

5 / 5
Ease of Use

4 / 5
Features & Functionality

5 / 5
Value for Money
Likelihood to Recommend: 9.0/10 Not
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Pros: For the WhentoWork price point, there is little better. It serves all the most basic scheduling capabilities at a price point I have yet to see elsewhere on the market. I can generate decent reports and overall gets the job done.

Cons: There are many features I would like to see that I know I will never because of the current price point which I understand. Some include:

Templates for New Employee's shift Eligibility. I have to check each box an employee is eligible for EVERY single time I onboard. This increases the probability of human error substantial.

No csv import for schedule. We used an alternative scheduling software because the abilities of WhenToWork were limited. However we had to manually input them into WhenToWork because they lack any mass-import system.

Capterra loader

Amazing scheduling service

Oct 23, 2018
5/5
Overall

5 / 5
Ease of Use

5 / 5
Features & Functionality

5 / 5
Customer Support

5 / 5
Value for Money
Likelihood to Recommend: 10.0/10 Not
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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.

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!

Capterra loader

Use this for staff scheduling and organizational flow.

Jun 21, 2018
4/5
Overall

5 / 5
Ease of Use

4 / 5
Features & Functionality

5 / 5
Customer Support

5 / 5
Value for Money
Likelihood to Recommend: 10.0/10 Not
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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.

Overall: Our scheduling would suffer greatly without this software. I like the mobility benefits that allow for use on a hand held device.

When to Work solve a unique problem for us.

Jan 15, 2018
4/5
Overall

5 / 5
Ease of Use

4 / 5
Features & Functionality

4 / 5
Customer Support

5 / 5
Value for Money
Likelihood to Recommend: 8.0/10 Not
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Pros: Web base so it accessible from any internet connected device.

Saas solution so no maintenance of the software needed.

Very versatile and configurable to adjust to and schedule cycle.

Support is better than most.

Cons: Being a Saas web app it depends on the internet so if your internet is slow or down you cant use the app.

Has some limitations compared to other software.

Overall: This is a good product that helped us schedule our casual staff.

Easily set-up and easy for my staff to figure out. Very intuitive.

May 18, 2017
4/5
Overall

4 / 5
Ease of Use

3 / 5
Features & Functionality

4 / 5
Customer Support

4 / 5
Value for Money
Likelihood to Recommend: 9.0/10 Not
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Pros: The different modes and the interface. The ease of setup and the ability for my staff to request time off that alerts me when I try to schedule someone when I have approved time off.

Cons: More import/export functions would be nice and the ability to merge between accounts. The mobile site could be better.

WhenToWork at the Univeristy

Sep 02, 2016
3/5
Overall

3 / 5
Ease of Use

2 / 5
Features & Functionality

2 / 5
Customer Support

2 / 5
Value for Money
Likelihood to Recommend: 3.0/10 Not
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Pros: Easy to use by staff.

Cons: Older technology, not updating the system, not listening to what their customers want.

Overall: WhenToWork needs some upgrades, but the administration seems reluctant to change anything with the software. Not responsive to suggested up grades to the software to better service our needs.

Recommendations to other buyers: Not sure it is the best application for large collegiate programs.

WhenToWork works, but isn't visually ideal

Apr 24, 2018
4/5
Overall

2 / 5
Ease of Use

3 / 5
Features & Functionality

4 / 5
Customer Support

4 / 5
Value for Money
Likelihood to Recommend: 8.0/10 Not
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Pros: I used WhenToWork while working in retail as an employee, so my experience with the product comes primarily from being a user, rather than a scheduling manager. I appreciated the ability to login from anywhere to see upcoming shifts - there's no reason why anyone should lack the ability to check their schedule online today. I also like the automatic notification to email whenever a new schedule is posted.

Cons: Much like any employee scheduling platform, it is only as successful as the individuals managing it. I found the tradeboard feature to be clunky and usually did not solve the problem of employees needing to trade shifts. Additionally, it was difficult to determine how to trade shifts when that needed to happen - would a manager need to provide approval or not?

Employes and Employers satisfied

Oct 04, 2016
5/5
Overall

5 / 5
Ease of Use

5 / 5
Features & Functionality

4 / 5
Customer Support

5 / 5
Value for Money
Likelihood to Recommend: 10.0/10 Not
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Pros: Real time updates

Community building between workers

Great options to exchange shifts and comunications

Cons: Net very easy to use from your android device but it's still ok

Overall: I used it on the management of an aquatic center and it's definetly a solution for laborwork organization. I always loved the option of exchanging shifts with coworkers and making sure I where I had to work. Just loved it!

Awesome softtware

Dec 08, 2016
5/5
Overall

5 / 5
Ease of Use

5 / 5
Features & Functionality

5 / 5
Customer Support

5 / 5
Value for Money
Likelihood to Recommend: 10.0/10 Not
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Comments: Easy to use for the schedule and to keep track of time off requests and staff can easily put shifts on trade board and slick how emails the schedule to you

EASY!!! AMAZING!!!

Aug 01, 2018
5/5
Overall

5 / 5
Ease of Use

5 / 5
Features & Functionality

5 / 5
Customer Support

5 / 5
Value for Money
Likelihood to Recommend: 10.0/10 Not
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Pros: very esay to use, very easy to set up and group users into categories or zones, very Mobile friendly

Cons: the mobile side of it could be more accessible to see all staff schedules at once without jumping to a full version

Overall: Organization and Pace of mind

Great for scheduling employee shifts

May 30, 2018
5/5
Overall

5 / 5
Ease of Use

5 / 5
Features & Functionality

5 / 5
Customer Support

5 / 5
Value for Money
Likelihood to Recommend: 10.0/10 Not
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Pros: Great for scheduling employee shifts. Very easy to use. Employees can log into from phone or home to check schedules, changes shifts, etc. Load employees numbers and they can text and ask to trade shifts. Manager will have to approve any shift changes.

Cons: A lot of data at first, and can be somewhat confusing to employees. Really good took once you mess with it.

Overall: Up to date shifts for work.

Capterra loader

W2W meets all our scheduling needs!

Jul 22, 2018
4/5
Overall

4 / 5
Ease of Use

4 / 5
Features & Functionality

4 / 5
Customer Support

4 / 5
Value for Money

Pros: I really like that I can import previous weeks or create templates. That cuts way down on the data entry of creating a schedule for our employees. I love that I can link my schedule to my iPhone and always know when I am scheduled to work!

Cons: I can't think of any cons to W2W. I could always do with a lower price, but I'm pretty sure they are about average compared to other similar software.

Great from both a user and administrator standpoint.

Jul 14, 2018
4/5
Overall

4 / 5
Ease of Use

4 / 5
Features & Functionality

4 / 5
Customer Support

4 / 5
Value for Money

Pros: WhenToWork is an intuitive scheduling software on both the user side and the admin side. Lots of display preferences and options to see other employees' schedules. Text and email notifications for when a schedule is posted and/or modified.

Cons: The tradeboard interface is not user friendly. It can be hard to determine who has already traded shifts or if the shift is still available.

This is a very helpful sight.

Jun 26, 2018
5/5
Overall

4 / 5
Ease of Use

5 / 5
Features & Functionality

4 / 5
Customer Support

4 / 5
Value for Money
Likelihood to Recommend: 8.0/10 Not
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Pros: What I like the most about this is that I can drop and trade shifts online and other people can pick them up.

Cons: What I like the least about this software is that when someone picks up a dropped shift, the dropped symbol goes away ( until a manager approves everything) and then it just looks like no one has dropped anything.

When to Work has a bit of a learning curve, but is very useful for employee scheduling.

Mar 11, 2018
4/5
Overall

3 / 5
Ease of Use

3 / 5
Features & Functionality
Likelihood to Recommend: 6.0/10 Not
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Pros: W2W allows you to view your work schedule in multiple forms whether it be day view, week view, or month view. These viewing methods are also available for the trade board.

Cons: There are many different viewing options and tabs and little support given when first navigating W2W. However, after some trial and error, the software is not too hard to figure out.

Nice software for scheduling employees

Sep 15, 2017
4/5
Overall

5 / 5
Ease of Use

4 / 5
Features & Functionality

4 / 5
Customer Support

4 / 5
Value for Money
Likelihood to Recommend: 9.0/10 Not
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Pros: WhenToWork frees up time for management. typically, we would have to take quite a long time putting together employee schedules. With this software, our time is significantly shortened.

Cons: There are some limitations in regard to functionality. Overall, they do not adversely affect the product.

Overall: More efficient staff scheduling

Nov 05, 2017
5/5
Overall

4 / 5
Ease of Use

4 / 5
Features & Functionality

4 / 5
Customer Support

5 / 5
Value for Money
Likelihood to Recommend: 8.0/10 Not
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Not for me

Nov 15, 2018
2/5
Overall

2 / 5
Ease of Use

2 / 5
Features & Functionality

Pros: It does its job, just terribly. So, when using it to schedule, that's really it - it schedules you, but that's all I can say about it.

Cons: Almost everything. I hated the aesthetic, its over complicating things that should be simple, the way it was set up.

Capterra loader

Easy to use, but needs a makeover

Aug 20, 2018
4/5
Overall

5 / 5
Ease of Use

4 / 5
Features & Functionality
Likelihood to Recommend: 8.0/10 Not
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Pros: This software makes scheduling employees very simple. I also like how you can see everyone's schedule in addition to yours.

Cons: The formatting feels outdated. The site works well, but it needs to improve on its look.

During undergrad it was effective in managing college life and a job

Jul 25, 2018
5/5
Overall

5 / 5
Ease of Use

5 / 5
Features & Functionality

5 / 5
Customer Support

5 / 5
Value for Money

Pros: 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.

Cons: This may have been improved but when proposing trades, it would have been more helpful to see users that preferred or frequently wanted those shifts.

Great Interactive Scheduling Tool

Sep 12, 2018
5/5
Overall

5 / 5
Ease of Use

5 / 5
Features & Functionality

5 / 5
Value for Money
Likelihood to Recommend: 10.0/10 Not
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Pros: The most appreciated feature on WhentoWork would be for the staff to request and approve their own trades. This feature makes it much easier than management trying to find coverage. We also love how easy it is to use colors for quick glances on who is working when.

Cons: The only con when using WhenoWork is the busyness of the main page. Many options on views and such are a bit overwhelming to navigate through - especially when we rarely use more than 5 functions.

Overall: The main benefit would be having all scheduling conversations, requests, trades, etc all in one location. No random text messages or phone requests. It all goes on WhentoWork and easy to keep track of.

strazari smeni

Nov 04, 2016
5/5
Overall

5 / 5
Ease of Use

5 / 5
Features & Functionality

5 / 5
Customer Support

5 / 5
Value for Money

Comments: By submitting this review, you are confirming that it meets the Capterra Reviews Program Guidelines.

Your privacy is important to us. Read our terms of useBy submitting this review, you are confirming that it meets the Capterra Reviews Program Guidelines.

Your privacy is important to us. Read our terms of useBy submitting this review, you are confirming that it meets the Capterra Reviews Program Guidelines.

Your privacy is important to us. Read our terms of use

Works great for scheduling employees

Nov 03, 2016
5/5
Overall

5 / 5
Ease of Use

4 / 5
Features & Functionality

5 / 5
Customer Support

5 / 5
Value for Money
Likelihood to Recommend: 10.0/10 Not
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Pros: The fact that you can import a schedule. Employee notifications. Ease of use.

Cons: I would like to be able to repeat just one block at a time for several weeks.

Overall: No more posting schedules or calling employees about schedule changes! This makes is so much easier and notifies employees of changes. Also, no excuses because employees can check their schedule whenever they want.

Excellent product

Dec 13, 2016
5/5
Overall

5 / 5
Ease of Use

5 / 5
Features & Functionality

5 / 5
Customer Support

5 / 5
Value for Money

Comments: I would recommend this to anyone. It makes life so much easier for you and your staff as well . It's awesome

Alright at best

Nov 19, 2015
3/5
Overall

3 / 5
Ease of Use

4 / 5
Customer Support

Comments: W2W has some improvements to make. Hard to use, terrible UI.

Great softeware

Apr 20, 2015
5/5
Overall

5 / 5
Ease of Use

5 / 5
Customer Support

Comments: easy to use and workers love it