WhenToWork is a cloud-based employee scheduling software that may be accessed using a computer and mobile device. Its features include time-off requests, shift trading, automatic notifications, editing history, and payroll data exporting. Monthly fees start at $15 for companies with up to 10 employees, and WhenToWork is best for users who prefer to create and monitor schedules on mobile devices and need to keep track of certification expirations.
WhenToWork Pros and Cons
Has a free trial and demo
No time clock
Can handle more than 200 staff
Some tasks are repetitive
Who WhenToWork Is Best For
Given its mobile and compliance solutions, the tool is best for:
- Employers and managers who prefer to go online and use a mobile device when creating and tracking schedules
- Businesses that need to monitor staff certification expirations in order to remain compliant with labor laws
WhenToWork’s pricing page shows seven subscription options with fees that start at $15 per month for companies with one to 10 staff. Rates increase as the number of employees goes up, and discounts are given to those who opt to pay quarterly, bi-annually, or yearly.
Numbers of Employees
1 to 10
11 to 30
31 to 60
61 to 100
101 to 150
151 to 200
*The quarterly, bi-annual, and annual plans are paid in full at the start of a billing cycle.
WhenToWork offers a 30-day free trial, with no credit card required, and users may access all of the app’s features during this period.
WhenToWork Alternatives 2020
WhenToWork is designed to help simplify the schedule creation process to reduce absenteeism, overtime, and turnover costs. Here are some of the software’s key capabilities.
Employee scheduling: Create new or repeating weekly schedule templates for one or more locations. You may manually assign staff to a shift or use the app’s autofill feature to prevent conflicts in time or preference. Meanwhile, the drag-and-drop interface makes adjusting entries easy.
View schedules from any device: You may view schedules on your PC, tablet, and smartphone and even control what other users are able to access. Schedules may be presented in a variety of layouts—including hourly, daily, weekly, monthly, calendar-type, list-type, and graphical-type.
Make instant shift changes: Employers can click a shift to immediately see who would be the best choice to replace another team member. They can also unassign it so that other staff who might be interested can pick it up from the employee tradeboard. Affected employees can also be instantly notified of any changes through mobile alerts.
Track changes: Be notified at once if other managers make changes to the schedules, and see at a glance which staff have viewed their schedules and confirmed these. You may also configure the app’s settings to send text and email notifications at specific times and dates.
Time-off requests: Allow employees to request time off and, if approved, let the system immediately update the schedule. You may also view schedule statistics and check for conflicts.
- Add an unlimited number of managers and set their views and editing permissions
- Allow employees to trade or pick up shifts
- Know if any employee is scheduled beyond his certification expirations
- Print and export data that can be used in other office programs (e.g., payroll and HR)
- Export updated schedules to Outlook and Google Calendar
Most Helpful WhenToWork Reviews
Users who gave positive WhenToWork reviews said that it is very efficient and easy to use, while others noted that its mobile app runs smoothly. Meanwhile, those who shared negative observations wrote that the employee tradeboard sometimes looks crowded, whereas others complained that they can’t delete multiple shifts at the same time.
“I like the fact that you can import a schedule. Employees can get notifications via text or email, and it’s awesome to no longer post schedules or call employees about changes. Also, there are no more excuses because employees can check their schedules whenever they want.”
Need to delete shifts one-by-one
One user who gave a negative review on TrustRadius complained that he cannot delete several shifts at the same time and added that it’s a hassle to take them out one by one.
WhenToWork Frequently Asked Questions (FAQs)
Which mobile devices are compatible with WhenToWork?
The software works on all types of mobile devices running on iOS, Android, Windows, and Blackberry. You may contact WhenToWork to ask about the other devices it’s compatible with.
Can staff use multiple emails on the app?
Yes, each user can have as many text addresses and emails as they like, and every one of these can be configured to receive any number of notifications.
Does WhenToWork have a time clock?
No, it does not. However, you may export file formats that can be used with your preferred third-party payroll and time clock software.
Our Top Employee Scheduling Software Picks
If you aren’t sure if WhenToWork is right for you, then this article on the best employee scheduling software for small businesses is a review of our top choices. Our team looked at a variety of solutions and narrowed our recommendations down based on price, ease of use, and features such as shift swapping, leave management, tax and labor law compliance, third-party integrations, and messaging capability.