# WhenToWork Reviews 2026. Verified Reviews, Pros & Cons | Capterra > Is WhenToWork the right Employee Scheduling solution for you? Explore 136 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 (136) [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 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 BT Brianna T Assistant ManagerEvents Services, 51 - 200 employeesUsed the software for: 6-12 months. “Sometimes when there are a lot of events the schedule can look overwhelming.“ June 7, 2026 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 NW Nicole W AdministrativeHospital & Health Care, 10,001+ employeesUsed the software for: More than 2 years. “It's an easy to use app and wonderful place for all of our employees to have a direct access to their schedules, their coworkers schedules, the ability to use PTO, request time off, trade a shift with a coworker.“ September 19, 2024 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 136 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 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 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 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 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 VR Veornica R. Owner Cosmetics Used the software for: 1-2 years ### "Game changer in the scheduling world" April 29, 2025 5.0 All the employees lived how easy it was to read and to change shifts - we liked the ability to do extra unclaimed shifts. Pros I really appreciated the ease to use and understand. The emails were great as well as the shift change/drop Cons There wasnt anything I didnt like. Everyone liked it Review Source SB Steven B. Client Service Representative Lead Veterinary Used the software for: 1-2 years ### "Simple Scheduling Software" February 6, 2025 4.0 Pleasant and easy to use interface. Did not utilize all functions but enjoyed the aspects required of my position. Pros Creating employee profiles and the navigating the scheduler. Cons Did not have the opportunity to utilize all of its functions. 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 US Ugoma S. User Services Technician Libraries Used the software for: 1-2 years ### "Best Scheduling Platform!" November 10, 2024 5.0 I absolutely loved WhenToWork. I used it at a university library to publish weekly schedules for all library staff. What i also love about it, is there is an app that accompanies the platform. The app let's you know when you are scheduled to work, and who is actively working during the moment you check. On top of that, i had two accounts that i was the manager and user, and it was nice seeing from both perspectives, it allowed me to see if there were any issues. Also, i like that staff could select their weekly availability and also mark when they weren't available. It's a fantastic platform, and I recommend it to many. Pros I love how versatile When To Work is, and how it allows you use different schedule templates that fits your preference. You can divide up different departments and organize who is scheduled to work as well. Cons I have no complaints about WhenToWork, for me it fit the needs of my team, I published schedules weekly for staff. But if i had to think of one, i wish it could integrate with Microsoft or Google candles to create events. 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 VR Verified Reviewer Sign Language Interpreter Used the software for: 1-2 years ### "As an employee whose boss uses this app, W2W solves so many issues with freelance work. " June 16, 2018 3.0 Because I can respond to my boss announcements, I can get more hours. Anything that helps me get more work is a HUGE plus. 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. Review Source VR Verified Reviewer Senior Assistant Director of Business & Client Relations Higher Education Used the software for: 2+ years ### "WhenToWork Scheduling Software" January 23, 2019 4.0 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. Review Source ND Neal D. TA Used the software for: 2+ years ### "Looking at your schedule has never been easier" March 27, 2018 5.0 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. Review Source PG Peter G. EMT Hospital & Health Care Used the software for: 2+ years ### "Essential to The Busy Workplace" November 28, 2018 5.0 Pros I must say that the ease of use of this software and the mobility that it allows one to have is incredible. To be able to create an entire schedule for the staff at the office and the ability for them to review and approve their schedules remotely from their smartphones make this scheduling software a must for any workplace environment that requires people to be on the move constantly. Staff can also request time off, check compensation time balances and also send messages to each other in order to get shifts covered. Cons The only thing that I can say that I do not like about this software of ease of use when replacing someone on a shift. It can be a little confusing so you do have to pay extra attention to making sure someone is placed in the correct category. Review Source VR Verified Reviewer Graduate Assistant Higher Education Used the software for: 1-2 years ### "Great software" December 5, 2019 5.0 Great experience! Helps me keep organized and prepare for my shifts. Pros My organization uses this software to send out schedules and keep track of our hours. I love it. It always tells me how many hours a week I am working and I can also see everyone else's schedule. It also allows me to see what area I will be working before I even get to work so I can prepare. Cons The mobile app has a few difficulties. Unless I'm just looking up my schedule or see who else is working, I do everything else on the desktop version. Review Source VR Verified Reviewer Director of Digital Engagement Used the software for: 1-2 years ### "WhenToWork works, but isn't visually ideal" April 24, 2018 4.0 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? Review Source VR Verified Reviewer Planner Architecture & Planning Used the software for: 2+ years ### "Simple Employee Scheduling" July 27, 2019 5.0 Pros Ease of employee management and scheduling. Mobile website. Allows employees to switch shifts with each other in a controlled environment. Cons Slightly dated and clunky interface, with no mobile application. Review Source RW Rylee W. Junior Facilitator Facilities Services Used the software for: 6-12 months ### "Best Scheduling System I've Ever Used!" September 1, 2023 5.0 Pros I love that WhenToWork shows me everyone who is scheduled that day, and also has a description box for what tasks I am to complete that day. Cons Requesting time off could be a little bit easier but it's pretty straight forward once someone shows you how to do it. Review Source Alex M. Event Content Manager E-Learning Used the software for: 2+ years ### "whentowork is a life saver" June 2, 2020 5.0 Pros so easy to use it almost makes you want to cry Cons the design can feel a bit outdated but that is ok Reason for choosing WhenToWork it just felt like a better fit overall Review Source DW Donna W. Practice admin Hospital & Health Care Used the software for: 2+ years ### "Love this employee scheduling program " December 5, 2022 5.0 Pros My staff loves having their schedule available at their fingertips . Very user friendly Cons I have no complaints . It’s very easy to use Review Source SM Scott M. Manager Hospital & Health Care Used the software for: 2+ years ### "Checking coverage and handling PTO with ease " August 7, 2020 5.0 Pros The simplicity of the design and layout of the administrative area plus the scheduling of employees into their shifts is very simplistic. I could see how this could be made into something super clicky but W2W decided to take the logical approach. Cons I have yet to fall into a problem for my use of the software. I manage a call center so the calendar views with numerous titles to tasks has been extremely helpful in my position. Review Source VR Verified Reviewer Business Development Manager Used the software for: 2+ years ### "Great from both a user and administrator standpoint." July 14, 2018 4.0 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. Review Source AB Aidan B. General Manager Security and Investigations Used the software for: 2+ years ### "Simple, Basic - Has never changed with the ages" December 14, 2020 2.0 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 Reason for choosing WhenToWork It was cheap and easy everyone has atleast tried it locally. Review Source Similar Products Featured ## Send me user reviews about this product ### Fill out the form and we'll send a list of the top-rated software based on real user reviews directly to your inbox.