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Pros
I love how easy it is to use and how useful it is overall. It sends reminders too, which is super helpful.
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.
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.
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.
Cons
There actually isn't any feature that I dislike or have had any trouble with using.
Sometimes it has too many things and it's hard to understand what some features do and that they even exist.
I hated the aesthetic, its over complicating things that should be simple, the way it was set up.
A lot of data at first, and can be somewhat confusing to employees.
Most Recent Video User Review for WhenToWork
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It's an Ugly Scheduling Tool that works rather well
Greg G.
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Showing 25 of 116 reviews
"Outstanding Product That Saves You Time"
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.
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.
"Your schedule solution "
Overall: 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.
"Not keeping up"
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.
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.
"Amazing scheduling service"
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!
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.
"Use this for staff scheduling and organizational flow."
Overall: Our scheduling would suffer greatly without this software. I like the mobility benefits that allow for use on a hand held device.
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.
"Great scheduling service."
Pros: It’s straight forward and easy to use, great scheduling app.
Cons: Not many! Personal preference and to each their own but when to work doesn’t have many downsides.
"When To Work is the best scheduling program for the money"
Pros: This program makes schedule departments easy. I can easily assign employees based on position, location (Categories), seniority, or other factors. It has changed the way we do scheduling.
Cons: It would be nice if you could incorporate the messaging aspect of the program into Slack or even emails for outlook.
"Working Made Easy"
Overall: For as long as I've been working I've enjoyed this scheduling software the best and that says a lot because I've come across a lot.
Pros: It is so easy to use and very effective. I love the fact that if a shift needs to be dropped everyone (if opted in) can see that a shift has been offered up and whomever can take it. It's like a working mass text platform.
Cons: I actually have no bad things to say about this software and feel as though every company should use it or at least test it out for effectiveness in their scheduling methods.
"The Go-To solution for any employee management needs"
Pros: The stability and functionality of this software is very reputable. I've been using it for over 2 years to communicate with staff members, request time-off, check weekly schedules, and more. My company has been using it for 8-10 years now, and anyone not using this software is missing out in my opinion. If you ever need to manage a small business or NPO, this is a very helpful tool.
Cons: The user interface could use an update as the general theme and flow of the menus and elements in the software appear slightly outdated. It could use a minor refresh with a new color palette, theme, textures/fonts, etc.
"W2W meets all our scheduling needs!"
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.
"A good scheduling application"
Overall: I mainly use it to check my schedule since permanent schedules are out now so I like it to remind myself when my next shift is.
Pros: I like how fast everything operates and it focuses on the main thing that I need most which is when is my next shift.
Cons: The menus can be annoying to navigate at times and it takes a while to get used to. I think that the UI can use some improvement.
"Great Scheduling Platform for Work"
Overall: 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.
"Great value, limited capabilities"
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.
"Easy to use"
Overall: Allowing everyone to visibly see all those who or scheduled on duty. We have many different levels of employees and allows us to see each employees titles at one time. This also has allowed us to assign task when other groups are need for support because we can see who is scheduled to work.
Pros: What I like best about WhenToWork is that all my employees and can see their schedules and the schedules of their coworkers. This lets them know and to be able to plan their day due to who is scheduled, has time off for the day. What I also really like about WhenToWork is that we 10 different sections schedules that employees fall under and you can see the group you need at one time which makes it nice. Instead of seeing all fifty plus employees I can just see just the employees that I supervise. If I need to another group I can do that too.
Cons: The main thing that I dislike about WhenToWork is imputing schedules for long periods of time are not easy enough. If you do not have full access you can only put in the person schedule week by week. The person that has full access can put in a persons schedule for months at a time. That would be nice access to have for those that do not have full access.
"Great software"
Overall: 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.
"WhenToWork works, but isn't visually ideal"
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?
"Great Product for College Residence Hall Desk"
Overall: 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.
"whentowork is a life saver"
Pros: so easy to use it almost makes you want to cry
Cons: the design can feel a bit outdated but that is ok
"Love this employee scheduling program "
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
"Checking coverage and handling PTO with ease "
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.
"Great from both a user and administrator standpoint."
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.
"Best Software that I have ever bought"
Overall: 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.
"Organized and flexible to use "
Pros: - It is easy and simple to view schedules - Easy to sort by departments and to see who is working - The tradeboard options are also helpful - Integration with Google calendar made it easy to keep track of my schedule
Cons: - the design isn't super pretty, looks a little old schooled
"Easy to Use for Scheduling"
Pros: This is a great software to use when you have multiple employees that you need to schedule. It is very customizable. It's great that it contacts employees for you when their schedule is completed so they are not relying on you having to tell them what it is. It is nice that employees can also log in any time to look at their schedule. They do not have to go into work to check it.
Cons: It would be nice if there was an option to copy a week and be able to paste it to multiple weeks rather than just one week at a time. Quite often we have employees who work the same shifts.
"WhenToWork"
Overall: We use this to replace the old schedules that were posted on a wall.
Pros: We use this at work for up to 100 employees and it is a great way to keep schedules accessible.
Cons: None that I can think of. It functions well and is web accessible from anywhere.