# WhenToWork Reviews 2026. Verified Reviews, Pros & Cons | Capterra > Is WhenToWork the right Employee Scheduling solution for you? Explore 133 verified user reviews from people in industries like yours to make a confident choice. Source: https://www.capterra.com/p/80499/WhenToWork/reviews --- WhenToWork 4.4 (133) [View alternatives](https://www.capterra.com/p/80499/WhenToWork/alternatives/) Provider data verified by our Software Research team, and reviews moderated by our Reviews Verification team. [Learn more](https://www.capterra.com/our-story/) * * * Last updated March 13th, 2026 # Reviews of WhenToWork Ease of use 4.5 Customer Service 4.3 ## Pros and Cons in Reviews GL Griffin L Senior Administrative AssistantVeterinary, 51 - 200 employeesUsed the software for: More than 2 years. “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.“ December 17, 2025 Alexander G ManagerVeterinary, 11 - 50 employeesUsed the software for: More than 2 years. “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.“ November 9, 2025 GL Griffin L Senior Administrative AssistantVeterinary, 51 - 200 employeesUsed the software for: More than 2 years. “Whentowork did exactly what we needed for staff scheduling and staff management.“ December 17, 2025 GT Grace T Event AssistantEvents Services, 51 - 200 employeesUsed the software for: 1-2 years. “I did not like how complicated it was to navigate when to work.“ September 16, 2025 Ell M LVTVeterinary, 11 - 50 employeesUsed the software for: 6-12 months. “It is helpful to see my schedule and everyone else that I work with, wish it was a little bit more streamlined to navigate.“ May 26, 2025 co corinne o SupervisorFacilities Services, 11 - 50 employeesUsed the software for: 6-12 months. “had a staff that was less than reliable.“ May 13, 2025 RH Renee H OperationsHospitality, 2 - 10 employeesUsed the software for: More than 2 years. “Program is a great value to limit extensive overhead costs.“ February 19, 2026 CS Cornelius Tian Andi S Dining staffCommercial Real Estate, 51 - 200 employeesUsed the software for: 6-12 months. “It is confusing for the first time to pick some shifts“ April 13, 2025 ## Showing most helpful reviews Showing 1-25 of 133 Reviews Sort by: Most Helpful Rating Company Size Reviewer's Role Length of Use Frequency of Use William M. President & CEO Security and Investigations Used the software for: 2+ years ### "Mancini International, Inc in support of WhenToWork" November 16, 2022 5.0 100 percent Pros The customer support in real time is beyond amazing. Whenever we send an operational question someone (Most of the time \[SENSITIVE CONTENT\]) get back to us in 5-10 minutes. Cons We have not found any issues that we feel need addressing Reason for choosing WhenToWork We had conversations with companies that are currently using the software. Review Source RD Robert D. Sports Director Recreational Facilities and Services Used the software for: 1-2 years ### "Review for WhenToWork" November 7, 2024 5.0 I loved using this platform when I was a Sports Director for a YMCA. Pros Allowed me to schedule employees through an app. I loved the dashboard that allowed employees to drop and pick up shifts. Cons The look of the site/dashboard seemed outdated but it worked. Alternatives considered [Jobber](https://www.capterra.com/p/127994/Jobber/)[Clockify](https://www.capterra.com/p/169607/Clockify/) Reason for choosing WhenToWork The organization used WhenToWork in another department. Review Source EL Emma L. Domestic Cleaning Consumer Services Used the software for: Less than 6 months ### "When to work review" February 26, 2025 2.0 Not that great i uninstalled and trialled other apps Pros To be honest not alot. It didnt work for my business Cons Glitches. It wouldnt update the schedule, would clock in and out. Review Source LW Laina W. Admin Cosmetics Used the software for: 6-12 months ### "When to Work is perfect for may part time employees" January 9, 2025 5.0 Pros All the features you want for scheduling and more for a nice price. Cons There are so many features it can take a little time to learn them all. Switched from [Workday Workforce Management](https://www.capterra.com/p/264766/Workday-Payroll-and-Workforce-Management/) When to Work was more cost effective and easier to use on mobile for my team Review Source TO TERI O. Supervisor Government Administration Used the software for: 2+ years ### "When to Work" August 20, 2024 5.0 Pros Easy to customize to your team. Not hard to pick up and lots of way to display the schedules. It also has a messaging system perfect for part time staff. Cons It has so many features it takes a little time to learn. Alternatives considered [When I Work](https://www.capterra.com/p/121248/When-I-Work/) Reason for choosing WhenToWork Pricing and UI both worked for my team and budget. Former coworker recommended. Switched from [T-Macss](https://www.capterra.com/p/10003628/T-Macss/) Too hard for part time staff to access. Review Source RS Rebecca S. Early Childhood Development Specialist Education Management Used the software for: 6-12 months ### "Works pretty well, could use some updates" January 27, 2022 4.0 This software has worked very well for us so far. It is not perfect, but is better than what we had before. Pros This was easy to set up, and has many features that are a vast improvement over the free app we were using before. I like the bulk edit feature, as before I had to edit each shift individually. Cons The bulk edit feature should also allow you to assign shifts. There are many times when I want to assign a whole group of shifts to a certain person, and it doesn't allow that. It can edit everything else about the shifts, and can unassign or delete shifts, but it can't assign them. Also, there was some talk about making it possible to to bulk edits over a month instead of a week, but that doesn't seem to have happened yet. We repeat the same schedule over an entire semester, so if someone quits or changes schedules, I have to repeat the same edits on every week. It would be nice to just do it once! Switched from [SocialSchedules](https://www.capterra.com/p/156644/OpenSimSim/)[Homebase](https://www.capterra.com/p/153076/Homebase/) Better features. The features we wanted were switching to the paid version of the apps we were using. Turned out our university was already paying for WhenToWork, so the cost difference didn't matter as much. Review Source CC Chris C. Director of Aquatic Center Recreational Facilities and Services Used the software for: 2+ years ### "WhenToWork Just Plain Works" July 26, 2023 5.0 Pros WhenToWork is a game changer. The ease of scheduling and the instantaneous changes are crucial for our rec department. The subbing feature is top notch. Very excited to explore all of the new features of Pro. The product support team is top notch as well. They are easy to talk to, quick to respond, and get you what you need. Cons I really cannot think of a con to using WhenToWork. It is a product that just simply works and works well. Alternatives considered [SubItUp](https://www.capterra.com/p/147984/SubItUp/) Reason for choosing WhenToWork WhenToWork just works better and is an amazing value for the money. Review Source SG Shannan G. Manager Hospital & Health Care Used the software for: 2+ years ### "Your schedule solution " May 6, 2019 4.0 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. Alternatives considered [Schedule it](https://www.capterra.com/p/159974/Schedule-It/) Reason for choosing WhenToWork Been around for over a decade...ine stop shop to communicate, schedule and track your staff! Review Source cO corinne O. Supervisor Facilities Services Used the software for: 6-12 months ### "Employee Schedules" May 13, 2025 4.0 had a staff that was less than reliable. this removed the "I didn't know I was on the schedule" 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. Review Source Taylor C. Assistant Director Higher Education Used the software for: 2+ years ### "Outstanding Product That Saves You Time" October 24, 2018 5.0 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. Review Source DC Danielle C. RVT Inventory Manager Hospital & Health Care Used the software for: 1-2 years ### "Great and convenient app" March 18, 2025 5.0 I had a great experience with it. The channels were also great 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. Review Source AT Alex T. Reablement Officer Hospital & Health Care Used the software for: I used a free trial ### "WhentoWork" February 6, 2025 4.0 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 Review Source VK Vatsal K. Secretary Computer Software Used the software for: 1-2 years ### "Great Scheduling Platform for Work" November 15, 2022 5.0 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](https://www.capterra.com/p/121248/When-I-Work/) Review Source VR Verified Reviewer Fellow Hospital & Health Care Used the software for: 1-2 years ### "Great value, limited capabilities" November 7, 2018 4.0 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. Review Source KM Kylie M. Operations Specialist Museums and Institutions Used the software for: 1-2 years ### "Love this!" November 28, 2018 5.0 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. Review Source KD Kody D. Manager, Operations & Support Center Information Technology and Services Used the software for: 6-12 months ### "Easy and well worth the price" July 27, 2017 5.0 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. Review Source VR Verified Reviewer Recreation Programmer Recreational Facilities and Services Used the software for: 2+ years ### "Great for Scheduling and Communication!" April 16, 2020 5.0 Pretty positive, very user-friendly and though it doesn't have a ton of extra features it does exactly what we need it to do. Pros This product makes it easy to communicate schedules, open shifts, and any changes to the schedule without having to send a million emails. Cons Setting up and changes schedules can be tedious and can take a lot of steps. Review Source KC Kevin C. General Manager Veterinary Used the software for: 2+ years ### "Not keeping up" March 24, 2017 2.0 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. Review Source AL Ariel L. Director of Residence Life and Community Standards Higher Education Used the software for: 2+ years ### "Great Product for College Residence Hall Desk" April 22, 2021 5.0 Overall great experience with this software. Very user friendly. You can post schedules weeks and months in advance. The app is very user friendly and helpful when you are on the go! Pros The software is great for scheduling shifts. This is a very empowering software because it allows students the option to pick up work shifts, place them on the trade board for others to pick-up. It takes the work off of the admistriator and in the hands of the staff. All the administrator needs to do is approve shifts which is great for oversight and accountability. Cons I wish the software had a clock-in/clock-out functionality. Review Source CH Chris H. Admin Hospital & Health Care Used the software for: 1-2 years ### "WhentoWork Review" October 8, 2019 5.0 Fantastic. There are a few functions that I would love for whentowork to add. Barring those things, there is not a better software out there. Pros When to Work has made my nurse and cna scheduling extremely simple. Scheduling was done on an excel spreadsheet nightmare when I first came to the company. It has since been cleaned up, partially because of whentowork. Cons I have met with a few other companies. There are certain features that are somewhat lacking from Whentowork. An example of one is the ability to have manager status approve or deny overtime. On-shift gives the ability to force the manager to approve the shift pickup if they are going into overtime. This helps me be aware of who is going into overtime and who is not. Review Source RP Robin P. Illinois Scheduling Manager Education Management Used the software for: 1-2 years ### "Great Schedule Communication" April 13, 2020 5.0 WhenToWork has streamlined the scheduling process and made it MUCH easier on the employees. Less "I didn't know my schedule" issues after implementation of this product. Pros Ease in which the schedule can be changed and the staff notified of the changes. It eliminates all the emails back and forth. Cons The employee is supposed to have to confirm that they received the email but it doesn't enforce this. Reason for choosing WhenToWork Hot schedules and the POS integrated time clock. Hot schedules is a very good platform but whentowork seemed easier for the staff. The POS integration was great from the management perspective as you could see sales/man hour but it didn't auto notify the staff. Review Source VR Verified Reviewer Fitness and Wellness Coordinator Higher Education Used the software for: 2+ years ### "The Best Scheduling Tool!" February 5, 2020 4.0 Scheduling for various programs is organized. I also appreciate the alerts that it sends to staff and myself for basic scheduling and shift trades. Pros You can set employee schedules, for various programs/departments, easily. It is also easy to teach staff members how to utilize the scheduling functions so that they can take over the scheduling tasks. Cons I do not have any cons yet. I appreciate the functions of When to Work and feel like it has everything that I need so far. Review Source DA Daniel A. IT Coordinator Government Administration Used the software for: 2+ years ### "When to Work solve a unique problem for us." January 15, 2018 4.0 This is a good product that helped us schedule our casual staff. 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. Review Source NS Natalie S. Manager Food & Beverages Used the software for: 2+ years ### "Whentowork Review " March 5, 2020 5.0 I love it! Works great for our needs. Employees can see there schedule immediately. They can request off, trade shifts, etc all from their phone. When working with teenagers this help there be no excuse about “not knowing”. We love using it! Pros I love how easy it is to use for me and my employees. It’s easy for them to schedule off, trade shifts, as well as for me to see that too. Cons I wish there could be more communication between employees other than the messenger board. Review Source SB Sarah B. Operations/Aquatics Manager Government Administration Used the software for: 2+ years ### "Best Software that I have ever bought" January 9, 2019 5.0 I have been using When2Work for 4 years now. Prior to that, we used excel spreadsheets. This product has greatly decreased the time it takes to produce a schedule, and the headache of distributing the schedule to all employees. This product put the responsibility of scheduling on the employee, not the manager. I sincerely mean it when I say this product has increased my productivity and decreased my frustration. My employees love it as well. They can swap shifts, put in time off requests and message each other. Pros Price, Easy of use Customer support Functionality Cons The messages that you send to your employees do not automatically save, instead they disappear after 1 month. Review Source Similar Products Featured