--- 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" publication_date: "2026-10-19" --- 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 October 19th, 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 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 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 137 available reviews Sort by: Most Helpful Rating Company Size Reviewer's Role Length of Use Frequency of Use Bianca S. Assistant Director of Conferences and Events Used the software for: 3-5 years ### "Easy to use and straightforward " July 26, 2026 5.0 My overall experience is great. The way we can create employees and add their availability helps my team create shifts that holds both employer and employee accountable. Pros I work for a university and i like the ease of use of the software. Our student workers are able to navigate the site and app well. It makes sense to the users and the managers. I like the trade board feature. It allows my team members to pick up shifts and trade.i like the manager approval safeguards. When i do have an issue with When to Work. customer service responds right away and trouble shoot quickly. Our when to work is not linked to payroll software. Our institution provides another payroll software. I believe the software is worth the money. There have been mergers and aquisitions that have driven the cost up, however, due to our long standing partnership, we have been able to negotiate a price. Cons It is limited in features and the appearance of the software and on the app could improve. Maybe when to work can do some improvement on the app and the look of the dashboard. Review Source R Reviewer Owner Used the software for: Less than 1 year ### "When to work is great for work!" July 1, 2026 5.0 Very good. Will continue to use the app. It’s better that other ones the business has used in the past. Pros Very user friendly and not as expensive as other scheuduling tools. Customer support is always helpful and easy to reach. Cons Sometimes takes a while to reflect changes and that app sometimes glitches but otherwise no complaints. Review Source Sara V. owner Used the software for: 3-5 years ### "You get what you pay for." June 17, 2026 2.0 This website is barely functional. It has terrible design and is very ineffective. It's inexpensive, but at what cost. Pros This software looks like a website from 1997. It's laughably bad UI and took everyone on our team a while to figure out because it's so backwards. Cons There was no reporting - when you take someone off the schedule you cannot download any shift info. This is not very useful for future planning. Review Source R Reviewer Assistant Manager Used the software for: Less than 1 year ### "Decent scheduling software " June 8, 2026 4.0 Pros WhenToWork allowed us to maintain a complex schedule for nearly 60 students workers through its user-friendly platform. I liked that students could drop and pick up shifts and change shifts within the platform. Cons The interface could be more modern and appealing to the eye. Sometimes when there are a lot of events the schedule can look overwhelming. Review Source Renee H. Operations Used the software for: 3-5 years ### "Great scheduling software!" February 26, 2026 5.0 Managed between 2-10 employees schedules. Was able to either send it to their email and/or text. Easy to add new staff. Pros Easy to use for a smaller business, allowed for staff to be emailed their schedules weekly. Program is a great value to limit extensive overhead costs. Cons I don't have a whole lot to complain about, it's a really straight forward application that streamlines scheduling. Review Source R Reviewer Senior Administrative Assistant Used the software for: 3-5 years ### "A Simple and Reliable Scheduling Tool" December 19, 2025 4.0 Overall, my experience with WhenToWork has been positive. 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. Pros Whentowork did exactly what we needed for staff scheduling and staff management. There was a very minimal learning curve to get it down! Cons One limitation of WhenToWork is that it does not track labor costs. While it works well for scheduling, having built-in labor cost tracking would make it easier to monitor staffing expenses and evaluate schedules against budget goals in real time. Review Source R Reviewer Practice Manager Used the software for: 3-5 years ### "Great Scheduling & Communication Tool For Teams" December 16, 2025 5.0 Overall, I have always been extremely pleased with the ease of use and the accessibility of WhenToWork. The staff seems to love it as well for the fact that it is easy to submit time off and can always double check their schedule from anywhere with the app. I have also absolutely loved being able to create templates for our rotating shifts that make enter a new months schedule even easier. I also love that it has an easy way for the team to communicate with each other on one platform instead of having to create group chats. Pros I have used WhenToWork for almost 10 years and overall, it is easy to use, makes scheduling a breeze, helps keep in line with payroll budgeting, helps with managing all departments shifts to ensure we have coverage where we need it. Not to mention the value you get for the capabilities it provides. Cons The only thing I wish WhenToWork was capable of is also being a time clock so we wouldn't have to use 2 separate systems. Review Source R Reviewer Manager Used the software for: 3-5 years ### "Whentowork always works" November 26, 2025 5.0 Pros This software has been something we used for quite some time now and it seems to be so user friendly and easy to drag and drop shifts. Cons 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. Review Source R Reviewer President & CEO Used the software for: 3-5 years ### "Mancini International, Inc in support of WhenToWork" November 23, 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 Review Source R Reviewer Admin Used the software for: Less than 1 year ### "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. Review Source GT Grace T. Event Assistant Used the software for: 1-3 years ### "Good for basic" September 17, 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 R Reviewer Sports Director Used the software for: 1-3 years ### "Review for WhenToWork" November 12, 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. Review Source R Reviewer Early Childhood Development Specialist Used the software for: Less than 1 year ### "Works pretty well, could use some updates" January 31, 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! Review Source R Reviewer Director of Aquatic Center Used the software for: 3-5 years ### "WhenToWork Just Plain Works" August 2, 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. Review Source R Reviewer Supervisor Used the software for: 3-5 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. Review Source SG Shannan G. Manager Used the software for: 3-5 years ### "Your schedule solution " May 7, 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. Review Source Veronica R. Owner Used the software for: 1-3 years ### "Game changer in the scheduling world" April 30, 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 R Reviewer Assistant Director Used the software for: 3-5 years ### "Outstanding Product That Saves You Time" October 30, 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 R Reviewer Dining staff Used the software for: Less than 1 year ### "WhenToWork" April 14, 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 R Reviewer Office manager Used the software for: 1-3 years ### "Great for clarity of employee schedules" March 19, 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 R Reviewer User Services Technician Used the software for: 1-3 years ### "Best Scheduling Platform!" November 13, 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 R Reviewer Administrative Used the software for: 3-5 years ### "Scheduling On the Go!" September 26, 2024 5.0 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. The fact that you can access it any place from any device makes it even more amazing. Pros The program is extremely user friendly and helps keep all our employees in the loop when it comes to scheduling, call outs and being able to trade shifts. The App itself is convenient and easy to use. Cons I really have no complaints about the program. It has really made the team experience more fluid. Review Source VR Verified Reviewer Fellow Used the software for: 1-3 years ### "Great value, limited capabilities" November 9, 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 R Reviewer TA Used the software for: 3-5 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 R Reviewer EMT Used the software for: 3-5 years ### "Essential to The Busy Workplace" November 30, 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 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.