# WhenToWork Software Pricing, Alternatives & More 2026 | Capterra > With the help of Capterra, learn about WhenToWork Software - reviews, pricing plans, popular comparisons to other Employee Scheduling products and more. Source: https://www.capterra.com/p/80499/WhenToWork/ --- # WhenToWork Software Review 2026: Features, Integrations, Pros & Cons Last updated on February 16, 2026 Provider data verified by our Software Research team, and reviews moderated by our Reviews Verification team. [Description](#description)[Use cases](#use-cases)[Alternatives](#alternatives)[FAQs](#faqs)[Features](#features)[Pricing](#pricing)[Integrations](#integrations)[Support](#support)[Reviews](#reviews) WhenToWork ## What is WhenToWork? WhenToWork puts businesses in control by creating employee schedules, assigning shifts, and communicating with employees from anywhere. Teams can assign shifts with a single click and letting employees swap shifts using a unified dashboard. Send automated email and text notifications to keep everyone up to date. ## What is WhenToWork used for? [Employee Scheduling](https://www.capterra.com/employee-scheduling-software/)[Scheduling](https://www.capterra.com/scheduling-software/)[Calendar](https://www.capterra.com/calendar-software/) Top alternative Featured Overall rating Based on 137 user reviews Reviews sentiment Positive 89% Neutral 7% Negative 4% Starting price $28 Flat Rate, Per Month Free trial available Capterra Shortlist charts the highest-rated and most popular products... Our "Best of" badge program showcases products with the highest ratings... Our "Best of" badge program showcases products with the highest ratings... Do you work for WhenToWork?[Manage this product listing](https://digitalmarkets.gartner.com/get-listed/claim-bx?url=http://www.whentowork.com&name=WhenToWork) ## Compare with a popular alternative Capterra selects software alternatives based on relevant features, verified user reviews and user interactions. Placement may be influenced by client status. ### WhenToWork 4.4 (137) VS. [4.5 (1,298)](https://www.capterra.com/p/121248/When-I-Work/reviews/) Starting Price $28 Flat Rate, Per Month Starting Price $2.5 Per User, Per Month Free Trial Free Version Pricing Options Free Trial Free Version Ease Of Use 4.5 (137) Ease Of Use 4.5 (1,264) Value For Money 4.5 (98) Value For Money 4.4 (919) Customer Service 4.3 (91) Customer Service 4.4 (937) ## WhenToWork alternatives [4.4 (3,027)](https://www.capterra.com/p/76113/Wrike/reviews/) Starting price $10.00 Per User, Per Month Pricing Options Free Trial Free Version User Rating 89% of reviewers rated it above 4 stars [4.5 (1,620)](https://www.capterra.com/p/136078/Float/reviews/) Starting price $12.00 Per User, Per Month Pricing Options Free Trial Free Version User Rating 95% of reviewers rated it above 4 stars [4.6 (5,302)](https://www.capterra.com/p/153140/Connecteam/reviews/) Starting price $29.00 Per User, Per Month Pricing Options Free Trial Free Version User Rating 96% of reviewers rated it above 4 stars Highest Rated [4.9 (283)](https://www.capterra.com/p/172778/Nowsta/reviews/) Starting price $18000.00 Per User, Per Month Pricing Options Free Trial Free Version User Rating 99% of reviewers rated it above 4 stars [View all alternatives](https://www.capterra.com/p/80499/WhenToWork/alternatives/) ## FAQs about WhenToWork Overview ### What problems does WhenToWork solve? WhenToWork solves time-consuming employee scheduling, shift coverage gaps, scattered time-off requests, and confusing swap coordination by keeping schedules, availability, trade boards, and staff messaging in one place. Managers in healthcare, hospitality, recreation, education, and multi-department operations benefit most, especially when supervising large hourly or mobile teams. Answer based on 118 reviews Overview ### Which roles and teams benefit most from WhenToWork? WhenToWork is most used by managers, supervisors, and operations leaders who need to build staff schedules, track availability, and handle shift changes efficiently. Owners, directors, and administrators use it to improve coverage and labor coordination, while frontline service teams in recreation, hospitality, and community programs rely on it for clear shift communication. Answer based on 130 reviews Talk to an expert ### More questions? Ask our experts Overview ### What company size and industries is WhenToWork built for? WhenToWork is an online employee scheduling solution for all business types and sizes, used mostly by small businesses at 69%, with veterinary organizations leading at 12%. It also serves midsize companies at 19% and enterprises at 13%, with hospital and health care at 10% and recreational facilities at 8%, mainly for employee scheduling. Answer based on 136 reviews Features and Usability ### What are the key features of WhenToWork? WhenToWork includes core scheduling features such as employee scheduling, shift management, and automated scheduling, plus employee self-service for shift trading and time off requests. Differentiating capabilities include mobile access, schedule viewing across departments or locations, email and SMS notifications, and calendar sync for updated shift visibility. Answer based on 89 reviews Pricing ### How much does it cost and what fees or limitations are included? WhenToWork starts at $28/month flat rate for up to 10 employees, and a free trial is available. Reviewers describe it as affordable and a good fit for small teams, but some say it feels pricey for the features, citing missing tools like integrated timeclock, leave tracking, and mass schedule import. Answer based on 14 reviews Integrations ### Which third-party tools and platforms does WhenToWork integrate with? WhenToWork integrates with Google Calendar and Microsoft Outlook for calendar synchronization and schedule management. These two third-party platforms cover the core scheduling and email ecosystem commonly used alongside employee shift planning. Answer based on 7 reviews Getting Started and Support ### What training and onboarding options does WhenToWork offer? WhenToWork provides documentation and videos to help teams get started. Documentation offers written reference material for setup and feature guidance, while videos provide visual walkthroughs that users can review at their own pace. Answer based on 2 reviews Getting Started and Support ### What customer support options does WhenToWork offer? WhenToWork provides Email/Help Desk, FAQ/Forum, Knowledge Base, and 24/7 Live Rep support. Users describe the help as responsive and helpful, with real-time questions often answered within minutes and issues resolved with patience, especially when adjusting to device or display changes. Answer based on 3 reviews Shift trading ### How easy is it to trade and pick up shifts in WhenToWork? WhenToWork makes shift trading and shift pickup simple for many hourly teams, student workers, and managers. Employees can post, drop, swap, and claim open shifts from the web or mobile app, while supervisors keep approval control. Some users still find the trade board, mobile interface, and bulk shift actions limited. Answer based on 42 reviews ## Features AI summary Based on 9,965 Employee Scheduling reviews Capterra reviewers point to the following as the top priorities when choosing employee scheduling software: - **Timesheet Management** (**51%** of reviewers rated this feature as critical) - **Employee Management** (**42%**) - **Mobile Access** (**52%**) WhenToWork supports all three features buyers rate most highly: **Timesheet Management**, **Employee Management**, and **Mobile Access**. Together, these capabilities help businesses track hours accurately, manage staff information in one place, and give teams easy access to schedules on the go, allowing teams to coordinate shifts more efficiently and keep day-to-day workforce planning on track. Mobile Access 4.5 (30) 80.00% of 30 reviewers that rated this feature as important or highly important Access software remotely via mobile devices Calendar Management 4.3 (16) 81.25% of 16 reviewers that rated this feature as important or highly important Track and manage schedules and meetings via an integrated calendar Schedule Distribution 4.4 (19) 73.68% of 19 reviewers that rated this feature as important or highly important Assign and distribute work schedules to individual employees or teams within an organization Shift Swapping 4.4 (20) 60.00% of 20 reviewers that rated this feature as important or highly important Managing and trading shift details between employees Employee Scheduling 4.9 (15) 66.67% of 15 reviewers that rated this feature as important or highly important Assign working shifts or tasks to employees based on their availability Timesheet Management 4.0 (14) 85.71% of 14 reviewers that rated this feature as important or highly important Track the amount of time spent on a job or task WhenToWork 52 features Define levels of authorization for access to specific files or systems Dashboard to view the status of ongoing processes, identify current incidents and track past activities Track and document all activities across devices, networks, and other systems Alerts or notifications of various types such as pop-up messages, sounds, banners, or badges Manage the process of evaluating documents or requests submitted for approval Manage attendance for classes, shifts, meetings, or events Track the attendance of specific individuals or groups Automatically create schedules based on business needs or employee availability and qualifications Monitor and analyze the availability of resources to help plan and streamline the service delivery to clients Track and manage schedules and meetings via an integrated calendar Synchronize with other calendars to view mutual availability and schedules Notifications/alerts for upcoming events or tasks A way to visually represent data where different categories of items are marked with different colors Customize data fields to support various needs and use cases Alter the layout and content of reports Pre-designed layouts that can be customized to match preferences and requirements Import and export data to and from software applications Assemble applications and processes by dragging over and arranging pre-built components Electronically collect payments for goods or services Manage, store and organize emails within the system or via third-party apps Reminders sent via email Electronic storage of staff/employee contact information and job status in a centralized repository Track employee schedules, availability, and performance across projects and tasks Assign working shifts or tasks to employees based on their availability Plan an event's time and location Schedule facilities, such as athletic fields, venues, and convention centers based on their availability Automatically find mutually available meeting time slots across multiple calendars Communicate using messages within the system Access software remotely via mobile devices Notifications via mobile devices Manage and support multiple locations Book meetings and appointments through a website or digital platform Track/log the amount of time employees worked per job using a timer Receive data and information in real time Notifications that are delivered to users as soon as an event occurs Based on availability, instantly confirm or deny a request when a new booking is made Receive system updates as soon as any changes are made Timed notification for any upcoming task, deadline, appointment, or activity Collection, analysis, and representation of numerical data and generation of reports to understand various patterns Assign and distribute work schedules to individual employees or teams within an organization Plan availability and assign specific time slots for tasks and resources Online portal through which end users can access the system, manage tasks, or obtain information Facilitate the scheduling and coordination of employee shifts Schedule shifts via online calendars and available employees Managing and trading shift details between employees Send messages via SMS Set up connections to third-party platforms to improve business processes Track and manage employee's work hours to improve payroll accuracy Track and manage employee time-off, vacation, and sick leave requests Tools that allow employees to request/schedule time off Track the amount of time spent on a job or task Request, track, and manage time off requests and vacation time Get Advice We can help you find the software with the features you need. Features 4.3 (135) 4.3 Based on 135 reviews ## Pricing Value for money 4.5 (98) Free Trial [View pricing plan details](https://www.capterra.com/p/80499/WhenToWork/pricing/) Up to 10 employees $28.00 Flat Rate,Per Month It includes: - Autofill - Create - Employees and Managers - Fast Scheduling - Time off Information - Track Schedules - Upload Company Logo - View and Change Schedules Value for money 4.5 (98) 4.5 Based on 98 reviews ## Integrations [ Google Calendar](https://www.capterra.com/p/213340/Google-Calendar/)[ Microsoft Outlook](https://www.capterra.com/p/227138/Microsoft-Outlook/) Connect with a Capterra advisor for a free 15-minute consultation Get a personalized software list aligned to your business needs with guidance from our expert advisors. Our team has helped 1 million+ businesses like yours find options that fit their needs. ## Support, customer service and training options Customer Service 4.3 (91) Support - Email/Help Desk - FAQs/Forum - Knowledge Base - Phone Support - 24/7 (Live rep) - Chat Training - In Person - Live Online - Webinars - Documentation - Videos Deployment - Web - Android - iPhone/iPad Typical users - Freelancers - Small businesses - Mid size businesses - Enterprises Customer Service 4.3 (91) 4.3 Based on 91 reviews ## User reviews Overall rating 4.4 Based on 137 reviews Filter by rating 5(80) 4(42) 3(9) 2(6) 1(0) Mentioned topic Sorted by most recent Bianca S. Assistant Director of Conferences and Events Higher Education ### "Easy to use and straightforward " 5.0 Overall Rating 5.0 5.0 Ease of Use 5.0 5.0 Features 5.0 5.0 Customer Service 5.0 5.0 Likelihood to Recommend 10/10 July 25, 2026 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 Incentivized review: software users are invited to submit an honest review and offered a nominal incentive for their time and effort. All incentivized reviews are subject to our verification process prior to publication. SP Shana P. Owner Veterinary ### "When to work is great for work!" 5.0 Overall Rating 5.0 5.0 Ease of Use 5.0 5.0 Features 5.0 5.0 Customer Service 5.0 5.0 Likelihood to Recommend 8/10 June 29, 2026 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 Incentivized review: software users are invited to submit an honest review and offered a nominal incentive for their time and effort. All incentivized reviews are subject to our verification process prior to publication. SV Sara V. owner Retail ### "You get what you pay for." 2.0 Overall Rating 2.0 2.0 Ease of Use 2.0 2.0 Features 1.0 1.0 Customer Service 1.0 1.0 Likelihood to Recommend 2/10 June 15, 2026 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. Switched from [When I Work](https://www.capterra.com/p/121248/When-I-Work/) Some manager thought this product was better than another woefully poor product. Review source Non-incentivized review: any software user can leave a review for any product listed on our site. All submitted reviews are subject to our verification process prior to publication. BT Brianna T. Assistant Manager Events Services ### "Decent scheduling software " 4.0 Overall Rating 4.0 4.0 Ease of Use 5.0 5.0 Features 5.0 5.0 Customer Service 3.0 3.0 Likelihood to Recommend 7/10 June 7, 2026 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 Incentivized review: software users are invited to submit an honest review and offered a nominal incentive for their time and effort. All incentivized reviews are subject to our verification process prior to publication. RH Renee H. Operations Hospitality ### "Great scheduling software!" 5.0 Overall Rating 5.0 5.0 Ease of Use 5.0 5.0 Features 5.0 5.0 Customer Service 5.0 5.0 Likelihood to Recommend 9/10 February 19, 2026 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 Non-incentivized review: any software user can leave a review for any product listed on our site. All submitted reviews are subject to our verification process prior to publication. GL Griffin L. Senior Administrative Assistant Veterinary ### "A Simple and Reliable Scheduling Tool" 4.0 Overall Rating 4.0 4.0 Ease of Use 5.0 5.0 Features 3.0 3.0 Customer Service 4.0 4.0 Likelihood to Recommend 8/10 December 17, 2025 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 Non-incentivized review: any software user can leave a review for any product listed on our site. All submitted reviews are subject to our verification process prior to publication. AG Amanda G. Practice Manager Veterinary ### "Great Scheduling & Communication Tool For Teams" 5.0 Overall Rating 5.0 5.0 Ease of Use 5.0 5.0 Features 5.0 5.0 Customer Service 5.0 5.0 Likelihood to Recommend 10/10 December 15, 2025 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 Incentivized review: software users are invited to submit an honest review and offered a nominal incentive for their time and effort. All incentivized reviews are subject to our verification process prior to publication. Alexander G. Manager Veterinary ### "Whentowork always works" 5.0 Overall Rating 5.0 5.0 Ease of Use 5.0 5.0 Features 5.0 5.0 Customer Service 0.0 0.0 Likelihood to Recommend 10/10 November 9, 2025 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/) Reasons for choosing WhenToWork The amount of time it to to develop a shift on the other was complicated. Review source Non-incentivized review: any software user can leave a review for any product listed on our site. All submitted reviews are subject to our verification process prior to publication. IL Isaac L. Zamboni Driver Recreational Facilities and Services ### "When2Work Review" 5.0 Overall Rating 5.0 5.0 Ease of Use 5.0 5.0 Features 5.0 5.0 Customer Service 5.0 5.0 Likelihood to Recommend 3/10 September 19, 2025 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 Non-incentivized review: any software user can leave a review for any product listed on our site. All submitted reviews are subject to our verification process prior to publication. GT Grace T. Event Assistant Events Services ### "Good for basic" 3.0 Overall Rating 3.0 3.0 Ease of Use 4.0 4.0 Features 4.0 4.0 Customer Service 4.0 4.0 Likelihood to Recommend 7/10 September 16, 2025 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 Incentivized review: software users are invited to submit an honest review and offered a nominal incentive for their time and effort. All incentivized reviews are subject to our verification process prior to publication. [View all Reviews](https://www.capterra.com/p/80499/WhenToWork/reviews/) ## Top-rated software of 2026 ### Fill out the form and we'll send a list of the top-rated software based on real user reviews directly to your inbox. 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