# Page 2 | WhenToWork Reviews 2026. Verified Reviews, Pros & Cons | Capterra > Page 2 - 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 # Page 2 - Reviews of WhenToWork ## Showing most helpful reviews Showing 26-50 of 133 Reviews Sort by: Most Helpful Rating Company Size Reviewer's Role Length of Use Frequency of Use AG Amanda G. Practice Manager Veterinary Used the software for: 2+ years ### "Great Scheduling & Communication Tool For Teams" December 15, 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. Switched from [Google Sheets](https://www.capterra.com/p/169718/Google-Sheets/) It made scheduling so much easier and more streamlined. Review Source Alexander G. Manager Veterinary Used the software for: 2+ years ### "Whentowork always works" November 9, 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. Alternatives considered [When I Work](https://www.capterra.com/p/121248/When-I-Work/) Reason for choosing WhenToWork The amount of time it to to develop a shift on the other was complicated. Review Source GL Griffin L. Senior Administrative Assistant Veterinary Used the software for: 2+ years ### "A Simple and Reliable Scheduling Tool" December 17, 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 Ell M. LVT Veterinary Used the software for: 6-12 months ### "Great, but could use a few touch ups" May 26, 2025 4.0 It is helpful to see my schedule and everyone else that I work with, wish it was a little bit more streamlined to navigate. It's been helpful for our company Pros The ability to see when I and other employees work. It helps me map out the schedule for the day. I like being able to access from my phone Cons To see everyone's full role for the day (example: for Assistant roles, you have to click into them to see the doctor they are assigned to for the day), I have to click into their name, then when I hit back it scrolls me to the top of the page. Not a dealbreaker, but inconvenient when I'm writing the schedule on the white board each morning 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 RH Renee H. Operations Hospitality Used the software for: 2+ years ### "Great scheduling software!" February 19, 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 IL Isaac L. Zamboni Driver Recreational Facilities and Services Used the software for: 1-2 years ### "When2Work Review" September 19, 2025 5.0 My overall experience is good with this app. There isn't much to complain about. It serves its purpose as a schedule app. Pros The app is straight forward. It shows my schedule before anything else. It allows me to trade shifts with coworkers easily. The app is easy to navigate and pick up. Cons The GUI is rough and could use refining. Sometimes when I open the app it just closes itself. There are other graphical glitches that could be looked into. 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 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 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 NW Nicole W. Administrative Hospital & Health Care Used the software for: 2+ years ### "Scheduling On the Go!" September 19, 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 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 AS Angela S. Assistant Hospital & Health Care Used the software for: 2+ years ### "When to work is the best! " August 12, 2024 5.0 Like I stated above, I enjoy when to work I think it’s very easy to use and never fails me Pros It’s easy to use to schedule myself, pick up shifts and trading shifts Cons Nothing really, I have changed from when to work to something else and we went back to when to work because everyone likes it 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 CC Cameron C. Lieutenant Law Enforcement Used the software for: 2+ years ### "Great product for variety of employee groups" January 27, 2022 5.0 We have been with When to Work for about 10 years. It has been very helpful with our schedule management. While it doesn't automatically integrate with our payroll system, it has also been beneficial as we "manually" compare the data each week. Pros The best part of this system is how easy it is to create dynamic schedules for multiple employee groups. In our environment we have employees that often fit into two or more groups and they can be assigned as such. Cons We are a 24-hour operation with some of our employee groups. Many of our shifts transcend the normal "day end at midnight" scenario. It would be better if the system accommodated these types of things. Reason for choosing WhenToWork There were other units within our University that were using When to Work already. Their positive views helped drive this decision. It was, and still is, very cost effective as well. 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 Chelsea W. Program Director Recreational Facilities and Services Used the software for: 2+ years ### "Amazing scheduling service" October 23, 2018 5.0 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. Review Source Michael B. Facility & Events Coordinator Used the software for: 2+ years ### "Use this for staff scheduling and organizational flow." June 21, 2018 4.0 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. Review Source CB Carlo B. Portfolio Security Manager Security and Investigations Used the software for: 2+ years ### "WhenToWork review" January 15, 2023 5.0 Makes my work day that much easier with the mobility I have been able to use it on my phone where ever I am. Pros The feature that works best for me is the overall schedule of this system.  The ease of scheduling over 90 Officers at my site and the ability to communicate with them. The integration of this system has always been in place at the site I run and that's been 14 years and running now.  Cons There isn't anything that I would change with WTW for what I am using it for Reason for choosing WhenToWork we have always had this product in our account 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 Pete N. Aquatics and fitness supervisor Recreational Facilities and Services Used the software for: 1-2 years ### "Great scheduling service." December 5, 2022 4.0 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. Review Source CH Carlos H. Lead Community Service Specialist Public Safety Used the software for: 2+ years ### "Easy to use" June 4, 2019 5.0 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. 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 Similar Products Featured