WhenToWork Reviews & Pricing

by WhenToWorK | Founded 2006, Tustin, CA

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Overview Pricing Benefits Reviews Features

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What is WhenToWork?

Industry Specialties: Serves all industries

WhenToWork is a cloud-based solution that helps businesses create and manage schedules for hourly workers. It offers a free mobile app that supports time tracking, allowing employees to punch in and out of work remotely.

The platform’s standout feature is its one-click scheduling that uses a proprietary algorithm to generate optimal shift schedules, minimizing conflicts and reducing human error. With just a few clicks, you can create efficient work plans that ensure your team is adequately staffed at all times.

Employees can easily input their preferred, disliked and unavailable work times, allowing managers to make informed decisions when creating schedules. This feature enhances employee satisfaction and minimizes scheduling conflicts by ensuring that employees are working shifts that align with their availability and preferences.

This platform lets you prioritize clear communication and accountability within your team. It automatically sends notifications to employees when their shifts are created or updated, ensuring everyone stays informed. This enhances employee engagement and reduces the risk of missed shifts.

WhenToWork offers a 30-day trial period, allowing you to test the platform’s suitability for your scheduling needs. Its paid plans start from $38 per month, with pricing based on the number of employees and the subscription duration. Unlike other platforms, it doesn’t offer tiered plans based on features — every plan includes the full toolkit.

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User Sentiment

Based on 226 reviews:

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WhenToWork Pricing

Based on our most recent analysis, WhenToWork pricing starts at $40 (Monthly).

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Starting From: $40
Pricing Model: Monthly
Free Trial: Yes, Request for Free

Training Resources

WhenToWork is supported with the following types of training:

Documentation
In Person
Live Online
Videos
Webinars

Support

The following support services are available for WhenToWork:

Email
Phone
Chat
FAQ
Forum
Help Desk
Knowledge Base
Tickets
Training
24/7 Live Support

WhenToWork Benefits and Insights

Why use WhenToWork?

Key differentiators & advantages of WhenToWork

Effortless Schedule Management: WhenToWork’s scheduling toolkit is its highest-rated module, with an 89 rating from our analysts. From ad-hoc adjustments to automated scheduling, the platform provides a flexible, efficient solution. It also offers features like break scheduling, color-coded schedules and configurable options that improve the overall scheduling process.
Efficient Reporting: Rated 81 by our analysts, the platform’s reporting toolkit is its second highest-rated module. It offers customizable dashboards and pre-built reports to meet your unique reporting requirements. With the ability to create custom reports, apply filters and generate visualizations, you can easily drill down into data, identify trends and make data-driven decisions. Additionally, WhenToWork's report scheduling and sharing capabilities streamline communication and collaboration.

Industry Expertise

WhenToWork serves small and medium-sized businesses, particularly in industries requiring efficient workforce management, such as healthcare, retail, hospitality and service-based sectors. Currently, it serves over 200 global businesses, including the University of Wisconsin-Platteville, Clear Lake Emergency Medical Corps, The Public Theater New York, Dartmouth-Hitchcock Hospital, The Wellington Inn and more.

WhenToWork Reviews

Average customer reviews & user sentiment summary for WhenToWork:

226 reviews

89%

of users would recommend this product

Synopsis of User Ratings and Reviews

Based on an aggregate of WhenToWork reviews taken from the sources above, the following pros & cons have been curated by a SelectHub Market Analyst.

Pros

Ease of Use: Users praised the platform’s user-friendly interface and ease of use across all user types. Its intuitive navigation simplifies shift management, schedule swaps and coworker communication. The platform also provides useful "how-to" videos, making it easier for users to understand the system without needing live support.
Better Customization and Flexibility: Users appreciated the ability to customize schedules, permissions and worker roles. It’s easy to switch shifts and see assigned shifts in one place.
Easy Reporting: The one-click report generation feature helps users manage budgets and track employee hours. This is especially helpful for administrators manually comparing scheduling costs with budgetary constraints.
Improved Remote Workability: Reviews highlight the benefit of accessing the software from any mobile device, making it convenient for teams to check schedules, receive notifications and streamline internal communications.
Simple Implementation Process: Users from small and medium businesses appreciated the software’s lightweight nature. It requires minimal IT involvement and can be deployed quickly across multiple departments.

Cons

Lack of Live Support: Live representatives are unavailable, especially during troubleshooting. Instead, the platform relies on video tutorials, which may not be sufficient in urgent situations.
Complicated Staff Availability Settings: Some reviewers found the "date specific" availability options frustrating, as it often caused confusion when scheduling in advance. Also, the inability to fully turn off certain options, like the "dislike" function, can complicate determining worker availability.
Limited Enterprise Features: Users from larger businesses noted that the platform lacks advanced enterprise-level security settings and integration support, making it less ideal for organizations with complex needs.
Cluttered Interface: The schedule display can sometimes be confusing or cluttered, particularly when many shifts are on the board. This makes it harder to quickly view and understand schedules at times.

Researcher's Summary:

WhenToWork is a user-friendly online scheduling solution for small and medium-sized businesses. Its intuitive interface and straightforward features make it a viable option for businesses looking to ditch paper trails and digitize their scheduling operations.

My experience with WhenToWork began with a simple sign-up process that required minimal information. The platform guided me through a brief onboarding process, where I provided details about my business and team members. While the onboarding process was straightforward, I noticed the business category list didn’t offer many options for construction-related industries.

Upon accessing the web platform, I was greeted by a somewhat outdated design that felt reminiscent of an earlier era. While the layout was clean and easy to navigate, a modern update could benefit its overall aesthetic. The main menu has sections for schedules, employees, trades, time off, messaging, reports and current on-duty employees.

The mobile app, however, offers a more streamlined experience with a user-friendly interface. It provides quick access to schedules, shift trades, time off, messaging, staff information and a link to the full web version. The app's dashboard offers a clear overview of assignments, time off, shift trades and messages.

The messaging features are designed for efficient team communication. You can send and receive messages, create urgent alerts, and post on a bulletin board. The “Reports” section offers customizable reporting options, allowing you to generate reports based on various criteria and export them for further analysis.

Overall, WhenToWork is a suitable option for businesses with basic scheduling needs. Its user-friendly interface, straightforward features and robust reporting capabilities make it a viable choice for organizations that prioritize simplicity and ease of use. However, businesses seeking a more modern and feature-rich platform may need to explore other options.

Key Features

Scheduling

Flexible Scheduling: You get multiple scheduling views, task templates and drag-and-drop tools to create different types of recurring schedules for multiple locations.
Import/Export: It lets you import shifts via Excel and .CSV files or export schedules in Excel format.
Automated Assignments: You can define rules to automatically assign shifts based on employee preferences and availability.
Employee Self-Service: Design unique portals for each team member based on their seniority, job roles and access requirements. Employees can log in via desktops or the mobile app to view and swap schedules, receive messages, and submit time off requests.

Schedule Visualization

Multiple View Options: You can choose multiple customizable layouts, including graphical, calendar, list and chart views, to find scheduling information quickly.
Granular Control: View schedules by employee, position, time or specific segments. This helps you drill down into specific areas to find improvement opportunities.
Cross-Platform Access: The system lets you view schedules on computers, tablets or phones.
Shareable Formats: You can print schedules as PDFs or export them as text files.

Shift Management

Quick Changes: You can use drag-and-drop tools to modify shifts, and smart automation helps you find suitable replacements with a few clicks.
Instant Notifications: The platform keeps employees informed of scheduling changes through email and text alerts.
Time Off Integration: You can integrate time-off requests into schedules and get a comprehensive picture of available and suitable employees.

Tracking and Monitoring

Schedule Visibility: You can track which employees have viewed and confirmed their schedules, minimizing no-shows and staff absences.
Reporting: View daily, weekly and monthly statistics regarding schedules, changes and work hours. Connect the platform with payroll software to automatically sync timesheets and simplify wage calculations.
Real-Time Updates: You can define rules to receive notifications for changes made by managers, staff or other team members. The platform maintains a log of scheduling changes to promote accountability.

See It In Action: Scheduling, Time Off Management and Reporting

Join me in testing WhenToWork’s core features to see its effectiveness in essential employee scheduling activities.

Scheduling

During onboarding, I created three employee profiles containing job roles, descriptions and optional categories. Scheduling on the platform was straightforward. It offers multiple views while creating schedules, including calendar, employee, position and availability views. I found the calendar view most intuitive as it lets you drag and drop pre-defined shifts and assign employees.

Alternatively, you can create a new task, add descriptions and categories, and assign an employee or publish it as an open shift. Unlike advanced solutions, WhenToWork doesn’t offer automated conflict alerts with employee availability. However, it does a good job of notifying concerned parties. The platform sends shift notices by email and its native messenger. You can also add an employee contact number and let the platform send SMS notifications for scheduling changes.

Time Off Management

WhenToWork's time off management toolkit is the most intuitive aspect of the platform. The time-off requests were consolidated on a single dashboard, making it easy to view and manage them. I appreciated the filters that allowed me to view requests based on employee, position, days, weeks and months. Approving or denying requests was straightforward with "approve" or "deny" options.

Time-off requests page on Selecthub with weekly calendar view

One of the features particularly helpful was the ability to block certain days from time-off requests. By toggling to the "blocked days" view, I could easily add specific days to the list, preventing employees from requesting time off on those dates.

Additionally, I appreciated the option to automate certain time-off approvals. The platform allowed me to configure employee profiles and specify whether they could take time off at will or required manager approval. This streamlined the time-off approval process and saved me time.

Reporting

While WhenToWork's reporting module offers some basic functionalities, it leaves room for improvement. The platform provides pre-built reports such as Employee Status, Statistics & Over Max, and Time Off Summary.

However, the reporting structure was quite rigid, with limited customization options. For instance, I was unable to convert a time off summary report into an estimated payroll/labor costs report, which is a feature commonly found in other scheduling software.

Shift details reports screen on Selecthub with filter options

Despite the limitations, WhenToWork does offer some integration options. You can export scheduling data to external solutions like ADP Workforce Now, Kronos Workforce, QuickBooks and others. Additionally, its paid plans include API access, allowing you to design custom integrations with external solutions that better suit your specific needs.

Approach to Common Employee Scheduling Challenges

Overtime Costs: The ability to create schedules based on employee preferences and availability can reduce the need for last-minute staffing adjustments that often lead to overtime pay.
Employee Dissatisfaction: By aligning schedules with employee preferences, WhenToWork can enhance employee satisfaction and reduce turnover. This is achieved by minimizing scheduling conflicts and ensuring employees work shifts they prefer.
Shift Coverage Issues: WhenToWork's quick shift change capabilities and employee tradeboard allow for efficient coverage of open shifts, keeping operations running smoothly even during unexpected absences.
Inefficient Communication: The platform's real-time notifications and messaging features facilitate timely communication, ensuring that employees are always informed of schedule changes and updates. This helps prevent misunderstandings and delays.
Lack of Accessibility: The mobile app enables managers and employees to access and manage schedules, request time off, and trade shifts on the go, providing flexibility and convenience.

Cost of Ownership

Frequently asked questions regarding WhenToWork pricing include:

Q: Can I use WhenToWork for free?

A: Yes, you can use WhenToWork without any costs for the first 30 days of your subscription. It doesn’t require your credit card information to start the free trial.

Q: What are WhenToWork’s pricing plans?

A: WhenToWork offers a single pricing plan that includes all its features and support options. The cost depends on the number of employees on your roster and your billing preference. For example, you can pay $38 per month for up to 10 employees or save $14 by paying $100 upfront for 3 months.

Q: Can I use the WhenToWork mobile app for free?

A: Yes, you can use the WhenToWork mobile app for free during the 30-day trial period. The app allows you to create schedules, manage shifts, track time and chat with team members without any additional cost.

Limitations

At the time of this review, these are the limitations according to user feedback:

Limited pre-built integrations.
Lacks demand forecasting and analytics tools.
Doesn’t offer built-in AI.
Limited shift and task types.
Doesn’t support geofencing.

Demo Resources

Video Tutorials: WhenToWork provides a library of video tutorials to guide you through the platform's features and functionalities. These step-by-step videos cover various software aspects, from creating and managing schedules to using reporting tools and integrating with other systems.
Free Trials: Before committing to a full subscription, you can take advantage of WhenToWork's free trial period. It allows you to explore the platform's features, test its functionality and assess its suitability for your specific needs without any financial commitment.
FAQs: Whether you're unsure about a particular feature, need assistance with troubleshooting or have general questions about the platform, the FAQs can be a valuable resource for finding the information you need.

FAQs

Frequently asked questions regarding WhenToWork include:

Q: How do I publish a schedule on WhenToWork?

A: Follow these steps to publish a schedule on WhenToWork:

Navigate to the desired week or the first week (in case you’re looking to publish multiple weeks’ schedules) you want to publish.
Click the "Publish" button to open the Publish Schedule window, which will display your current notification settings.
If you want to publish for more than one week, adjust the radio button to select the desired range.
Click the "Publish" button again to proceed.
WhenToWork will send email notifications to concerned employees who’ve set up their profiles.

Q: Can I make changes to a published schedule?

A: Yes, you can make changes to a published schedule. However, some functions like import, autofill and clear will be disabled. To make changes, click on the "Edit" button next to the published schedule. You can then modify shifts, add or remove employees and make other necessary adjustments.

Q: How do I view employee availability on WhenToWork?

A: To view employee availability, go to the "Employees" tab. You can see each employee's availability calendar, which indicates their preferred, disliked and unavailable times. You can also filter the view by specific employees or time periods.

Q: Can I set up automatic notifications for schedule changes?

A: Yes, you can set up automatic notifications to alert employees of schedule changes. Go to the "Settings" tab and adjust notification settings to your preferences. You can choose to receive notifications via email, text message or both.