# Page 4 | WhenToWork Reviews 2026. Verified Reviews, Pros & Cons | Capterra

> Page 4 - 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

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WhenToWork

4.4 (133)

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Last updated March 13th, 2026

# Page 4 - Reviews of WhenToWork

## Showing most helpful reviews

Showing 76-100 of 133 Reviews

Sort by:

Most Helpful

Rating

Company Size

Reviewer's Role

Length of Use

Frequency of Use

Kieran W.  
duty manager  
Leisure, Travel & Tourism  
Used the software for: 6-12 months

### "whentowork works"

February 8, 2021

4.0

overall easy to use and integrated with the team very well -

Pros

its just so easy to use once everyones set up! really liked the text function and allowing people to be notified of available shifts!

Cons

its a bit time consuming to set up initially but this could be said about all Rota software

Review Source

AJ

Alissa J.  
Customer Service Representative  
Recreational Facilities and Services  
Used the software for: 2+ years

### "Great tool for scheduling "

October 15, 2019

4.0

It's been pretty great so far. I really cannot complain.

Pros

I love how easy it is to use and how useful it is overall. It sends reminders too, which is super helpful.

Cons

It's great, but I do not like the mobile version of WhenToWork. There have been times where I have needed to update my availability on the go, through my phone, and couldn't.

Review Source

VR

Verified Reviewer  
Peer Advisor  
Health, Wellness and Fitness  
Used the software for: 2+ years

### "Organized and flexible to use "

February 21, 2019

5.0

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

Review Source

JH

Jennifer H.  
DIRECTOR OF CLINICAL OPERATIONS  
Hospital & Health Care  
Used the software for: 1-2 years

### "Easy to use scheduling software"

January 13, 2020

4.0

Pros

The software is pretty simple and easy to use, they provide great training tools as well as resources for staff and management. I enjoy the fact that there is an app available for download and that it reflects the actual site pretty accurately

Cons

There are some features that could improve like the ability to filter the drag and drop scheduling further than just by job type as for a company with multiple job sites it still leaves you a long list to drag and drop through.

Review Source

CG

Corrie G.  
Visitor Services Representative and Museum Associate  
Museums and Institutions  
Used the software for: 2+ years

### "Great Software"

May 16, 2019

5.0

Pros

I love that I can check and manage my schedule from my smartphone. This is especially convenient because I don't have to make sure to write my schedule down before I leave work and it will be updated in my phone at any time.

Cons

It randomly signs me out frequently and it's a bit annoying to have to log back in.

Review Source

VR

Verified Reviewer  
Human Resources Assistant  
Construction  
Used the software for: 6-12 months

### "Easy to Use for Scheduling"

February 19, 2019

5.0

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.

Review Source

MW

Maddie W.  
Sales Associate  
Retail  
Used the software for: 1-2 years

### "WhenToWork - Sales"

May 21, 2019

3.0

Overall, I did like using whentowork, it was a much better application than a lot of the other scheduling apps out there!

Pros

I liked this software because it was easy to request time off and to see your full schedule with a click of a button. It was great being able to see who else was working with you that day and even switch shifts if need be.

Cons

The mobile browser version is not as user friendly as it could be. The fonts could be bigger in order to see and read everything easier.

Review Source

FL

Fernando L.  
Technical engineer  
Electrical/Electronic Manufacturing  
Used the software for: 6-12 months

### "A valuable tool for simplifying employee scheduling"

September 22, 2023

4.0

Pros

After using it for a while, I have found WhenToWork to be a very useful tool for simplifying employee scheduling and managing our workforce. I think it has a user-friendly interface, which allows us to create and adjust schedules easily, and the ability to communicate shift changes and availability preferences to employees saves us time

Cons

Some users may find the reporting and analytics features to be basic compared to other workforce management tools

Review Source

KL

Kathy L.  
Operations Specialist  
Museums and Institutions  
Used the software for: 2+ years

### "Employee Friendly"

November 21, 2018

5.0

Pros

The phone app for this program is great. It has all the tools I need to check my schedule, submit time off requests, and send messages to my managers.

Cons

Getting set up on the program is a bit confusing. Linking multiple accounts isn't as straightforward as I'd like.

Review Source

VR

Verified Reviewer  
Circulation Clerk  
Education Management  
Used the software for: 2+ years

### "Not for me"

November 15, 2018

2.0

Pros

It does its job, just terribly. So, when using it to schedule, that’s really it - it schedules you, but that’s all I can say about it.

Cons

Almost everything. I hated the aesthetic, its over complicating things that should be simple, the way it was set up.

Review Source

SM

Steven M.  
System Admin  
Health, Wellness and Fitness  
Used the software for: 2+ years

### "WhenToWork"

May 2, 2019

5.0

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.

Review Source

Tiffany R.  
Graduate Student  
Mental Health Care  
Used the software for: 2+ years

### "Easy to use, but needs a makeover"

August 21, 2018

4.0

Pros

This software makes scheduling employees very simple. I also like how you can see everyone's schedule in addition to yours.

Cons

The formatting feels outdated. The site works well, but it needs to improve on its look.

Review Source

Mia R.  
Vet assistant  
Veterinary  
Used the software for: Less than 6 months

### "Scheduling"

August 30, 2019

4.0

Very easy to learn to use, and is very convenient and your schedule is at your finger tips, no more lost or torn paper schedules! Over all I am very content

Pros

It's easy to use. I like how you can see your schedule, or a fellow employee's schedule, and that you can request trading shifts and vacay time. I also like how it tells you how many hours your shift is

Cons

I don't like how you can't tell how many hours a week/ month you are scheduled to work. I would also like to see a graph to show trends in hours.

Review Source

TL

Tristan L.  
Sales  
Sports  
Used the software for: 2+ years

### "Great peogram"

October 1, 2019

5.0

Pros

Works well for a large team. Very always to trade shifts, ask for time off, get notifications of time sensitive changes

Cons

None. No issues complaints or concerns as a user

Review Source

KT

Keith T.  
Student  
Computer Software  
Used the software for: Less than 6 months

### "A good scheduling application"

October 11, 2023

4.0

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.

Review Source

DL

David L.  
Operations Manager  
Non-Profit Organization Management  
Used the software for: 2+ years

### "Easily set-up and easy for my staff to figure out. Very intuitive."

May 18, 2017

4.0

Pros

The different modes and the interface. The ease of setup and the ability for my staff to request time off that alerts me when I try to schedule someone when I have approved time off.

Cons

More import/export functions would be nice and the ability to merge between accounts. The mobile site could be better.

Review Source

BB

Bruce B.  
Operations Manager  
Hospital & Health Care  
Used the software for: 2+ years

### "A Rock solid platform that does it's job well. "

March 13, 2019

5.0

It's hard to argue with a great program. It's among the best I've ever used. Great programming and interface.

Pros

The program is of the most stable that I've used over the past decade. I can;t remember a crash ot any major issue the whole time we've used the program. It was so good, we used it when we started our new company. Easy to use interface navigation through the program is simple for the end user as well.

Cons

It's pricey and they have not updated the software in a while which can be a double edged sword.

Review Source

VR

Verified Reviewer  
Facilities Assistant  
Health, Wellness and Fitness  
Used the software for: 6-12 months

### "Great & easy to use software for planning work schedules"

March 5, 2021

5.0

Pros

As an employee, it's so easy to access my schedule, the tradeboard, other coworkers' contact information, messaging, etc. It's great because they have an app and you can also access it via a website, and the app is user friendly.

Cons

it took a little while to get the hang of all the different navigation options, but once I got used to it, it was fine!

Review Source

CL

Catie L.  
Teacher  
Health, Wellness and Fitness  
Used the software for: 2+ years

### "Easy scheduling"

October 22, 2019

5.0

I use whentowork for my work schedule. I like that I can check my upcoming days off and days I am scheduled.

Pros

My work schedule for a quarter is posted conveniently for me to check. I can also see co-worker's schedules to determine who i can ask to sub for me.

Cons

I was recieving a don of emails from them everytime any little change occured in my schedule. My boss was able to remedy this by not having emails sent unless specifically pertaining to me.

Review Source

DW

David W.  
  
Education Management  
Used the software for: 2+ years

### "WhenToWork at the Univeristy"

September 2, 2016

3.0

WhenToWork needs some upgrades, but the administration seems reluctant to change anything with the software. Not responsive to suggested up grades to the software to better service our needs.

Pros

Easy to use by staff.

Cons

Older technology, not updating the system, not listening to what their customers want.

Review Source

cC

cara C.  
Assistant Facilities Director  
Sports  
Used the software for: 1-2 years

### "Staff Scheduling"

December 14, 2018

5.0

it has been the easiest program that I have used when scheduling

Pros

easy to enter in information and to navigate.

Cons

staff have to choose their own passwords and it makes them do it twice before they can use the program.

Review Source

VR

Verified Reviewer  
Info Tech/Training Manager in University Relations  
Higher Education  
Used the software for: 1-2 years

### "Simple schedule app to use"

April 22, 2019

4.0

Pros

WhenToWork does what it should do; create schedules for your users and give the flexibility to make changes

Cons

would like the interface/GUI to be a bit more modernize and up to date

Review Source

AH

Anna H.  
Student  
  
Used the software for: 6-12 months

### "This is a very helpful sight. "

June 26, 2018

5.0

Pros

What I like the most about this is that I can drop and trade shifts online and other people can pick them up.

Cons

What I like the least about this software is that when someone picks up a dropped shift, the dropped symbol goes away ( until a manager approves everything) and then it just looks like no one has dropped anything.

Review Source

CB

Callie B.  
Community Desk Member  
  
Used the software for: 2+ years

### "When to Work has a bit of a learning curve, but is very useful for employee scheduling. "

March 11, 2018

4.0

Pros

W2W allows you to view your work schedule in multiple forms whether it be day view, week view, or month view. These viewing methods are also available for the trade board.

Cons

There are many different viewing options and tabs and little support given when first navigating W2W. However, after some trial and error, the software is not too hard to figure out.

Review Source

Rachel W.  
Owner and Artistic Director  
Food & Beverages  
Used the software for: 6-12 months

### "Terrible for employees to use"

April 15, 2019

2.0

Pros

As an employee I did not have anything good to say about this software besides ability to link to other calendars.

Cons

Adding your availability or time off was extremely difficult. Had to click the save button before moving on to another day, which was not intuitive at all. This created scheduling problems for me.

Review Source

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