--- title: "WhenToWork Reviews 2026. Verified Reviews, Pros & Cons | Capterra" description: "Is WhenToWork the right Employee Scheduling solution for you? Explore 137 verified user reviews from people in industries like yours to make a confident choice." source_url: "https://www.capterra.com/p/80499/WhenToWork/reviews/" page_type: "reviews" language: "en" --- WhenToWork 4.4 (137) [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 August 26th, 2026 # Reviews of WhenToWork Ease of use 4.5 Customer Service 4.3 ## Pros and Cons in Reviews Bianca S Assistant Director of Conferences and EventsHigher Education, 501 - 1,000 employeesUsed the software for: More than 2 years. “The way we can create employees and add their availability helps my team create shifts that holds both employer and employee accountable.“ July 25, 2026 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. “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 SP Shana P OwnerVeterinary, 2 - 10 employeesUsed the software for: Less than 6 months. “Sometimes takes a while to reflect changes and that app sometimes glitches but otherwise no complaints.“ June 29, 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 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 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 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 ## Showing most helpful reviews Showing 1-25 of 137 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 GT Grace T. Event Assistant Events Services Used the software for: 1-2 years ### "Good for basic" September 16, 2025 3.0 Overall the experience was fairly good. I had to adjust to a large learning curve to learn the software. Pros When to work is nice for companies with bulk employees. My favorite part was the visual calendar with clear reprsentation on which shifts were scheduled. Cons I did not like how complicated it was to navigate when to work. We managed over 100 employees on when to work and it was very difficult to navigate to the basic features. 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 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 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 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 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 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 CTAS Cornelius Tian Andi S. Dining staff Commercial Real Estate Used the software for: 6-12 months ### "WhenToWork" April 13, 2025 5.0 WhenToWork is very useful and easy to use it when used to it Pros WhenToWork provides many features and customizable tools. Cons It is confusing for the first time to pick some shifts Review Source KC Kayla C. Office manager Entertainment Used the software for: 1-2 years ### "Great for clarity of employee schedules" March 17, 2025 4.0 Fewer missed shifts due to frontline employee clarity on their schedule Pros Made it easy for employees to see what work they were scheduled for Cons Scheduling was a little more tedious than I hoped, but employee clarity made it worth it. Review Source AG Alexa G. Assistant Pool Manager Sports Used the software for: Less than 6 months ### "When to Work" April 11, 2025 3.0 Pros Quick and easy, not hard to navigate during use. Cons App sometimes crashes during use, which is frustrating. 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 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. 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