WhenToWork Reviews

4.5
Overall rating
Reviews

4.5
Overall rating
Reviews
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User Reviews Overview

About WhenToWork

WhenToWork is an online employee scheduling solution that can be securely accessed from any location using a desktop or mobile device. With one-click scheduling features and automated notifications, it is designed to simplify...

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Feature ratings

Value for Money
4.5
Functionality
4.3
Ease of Use
4.5
Customer Support
4.4

Browse WhenToWork Reviews

117 of 117 reviews
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William
William
  • Industry: Security & Investigations
  • Company size: 51–200 Employees
  • Used Daily for 2+ years
  • Review Source
Value for Money
5
Functionality
5
Ease of Use
5
Customer Support
5

5
Reviewed on 16/11/2022

Mancini International, Inc in support of WhenToWork

100 percent

Pros

The customer support in real time is beyond amazing. Whenever we send an operational question someone (Most of the time [SENSITIVE CONTENT]) get back to us in 5-10 minutes.

Cons

We have not found any issues that we feel need addressing

TERI
  • Industry: Government Administration
  • Company size: 11–50 Employees
  • Used Weekly for 2+ years
  • Review Source
Value for Money
0
Functionality
5
Ease of Use
4
Customer Support
0

5
Reviewed on 20/08/2024

When to Work

Pros

Easy to customize to your team. Not hard to pick up and lots of way to display the schedules. It also has a messaging system perfect for part time staff.

Cons

It has so many features it takes a little time to learn.

Alternatives Considered

When I Work

Reasons for Choosing WhenToWork

Too hard for part time staff to access.

Reasons for Switching to WhenToWork

Pricing and UI both worked for my team and budget. Former coworker recommended.
Laina
  • Industry: Cosmetics
  • Company size: 2–10 Employees
  • Used Daily for 6-12 months
  • Review Source
Value for Money
5
Functionality
5
Ease of Use
5
Customer Support
4

5
Reviewed on 09/01/2025

When to Work is perfect for may part time employees

Pros

All the features you want for scheduling and more for a nice price.

Cons

There are so many features it can take a little time to learn them all.

Top WhenToWork Alternatives

Verified Reviewer
  • Used Daily for 1+ year
  • Review Source
Value for Money
5
Functionality
4
Ease of Use
3
Customer Support
3

3
Reviewed on 16/06/2018

As an employee whose boss uses this app, W2W solves so many issues with freelance work.

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.

Robert
  • Industry: Recreational Facilities & Services
  • Company size: 201–500 Employees
  • Used Daily for 1+ year
  • Review Source
Value for Money
4
Functionality
3
Ease of Use
5
Customer Support
5

5
Reviewed on 07/11/2024

Review for WhenToWork

I loved using this platform when I was a Sports Director for a YMCA.

Pros

Allowed me to schedule employees through an app. I loved the dashboard that allowed employees to drop and pick up shifts.

Cons

The look of the site/dashboard seemed outdated but it worked.

Alternatives Considered

Jobber and Clockify

Reasons for Switching to WhenToWork

The organization used WhenToWork in another department.
Chris
  • Industry: Recreational Facilities & Services
  • Company size: 201–500 Employees
  • Used Daily for 2+ years
  • Review Source
Value for Money
5
Functionality
5
Ease of Use
5
Customer Support
5

5
Reviewed on 26/07/2023

WhenToWork Just Plain Works

Pros

WhenToWork is a game changer. The ease of scheduling and the instantaneous changes are crucial for our rec department. The subbing feature is top notch. Very excited to explore all of the new features of Pro. The product support team is top notch as well. They are easy to talk to, quick to respond, and get you what you need.

Cons

I really cannot think of a con to using WhenToWork. It is a product that just simply works and works well.

Alternatives Considered

SubItUp

Reasons for Switching to WhenToWork

WhenToWork just works better and is an amazing value for the money.
Rebecca
  • Industry: Education Management
  • Company size: 51–200 Employees
  • Used Daily for 6-12 months
  • Review Source
Value for Money
4
Functionality
5
Ease of Use
4
Customer Support
5

4
Reviewed on 27/01/2022

Works pretty well, could use some updates

This software has worked very well for us so far. It is not perfect, but is better than what we had before.

Pros

This was easy to set up, and has many features that are a vast improvement over the free app we were using before. I like the bulk edit feature, as before I had to edit each shift individually.

Cons

The bulk edit feature should also allow you to assign shifts. There are many times when I want to assign a whole group of shifts to a certain person, and it doesn't allow that. It can edit everything else about the shifts, and can unassign or delete shifts, but it can't assign them. Also, there was some talk about making it possible to to bulk edits over a month instead of a week, but that doesn't seem to have happened yet. We repeat the same schedule over an entire semester, so if someone quits or changes schedules, I have to repeat the same edits on every week. It would be nice to just do it once!

Ugoma
  • Industry: Libraries
  • Company size: 11–50 Employees
  • Used Daily for 1+ year
  • Review Source
Value for Money
5
Functionality
5
Ease of Use
5
Customer Support
5

5
Reviewed on 10/11/2024

Best Scheduling Platform!

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.

Nicole
  • Industry: Hospital & Health Care
  • Company size: 10,000+ Employees
  • Used Daily for 2+ years
  • Review Source
Value for Money
5
Functionality
5
Ease of Use
5
Customer Support
5

5
Reviewed on 19/09/2024

Scheduling On the Go!

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.

Angela
  • Industry: Hospital & Health Care
  • Company size: 10,000+ Employees
  • Used Daily for 2+ years
  • Review Source
Value for Money
5
Functionality
5
Ease of Use
5
Customer Support
4

5
Reviewed on 12/08/2024

When to work is the best!

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

Fernando
  • Industry: Electrical/Electronic Manufacturing
  • Company size: 2–10 Employees
  • Used Weekly for 6-12 months
  • Review Source
Value for Money
3
Functionality
4
Ease of Use
5
Customer Support
4

4
Reviewed on 22/09/2023

A valuable tool for simplifying employee scheduling

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

Carlo
  • Industry: Security & Investigations
  • Company size: 1,001–5,000 Employees
  • Used Daily for 2+ years
  • Review Source
Value for Money
5
Functionality
5
Ease of Use
5
Customer Support
0

5
Reviewed on 15/01/2023

WhenToWork review

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

Verified Reviewer
  • Industry: Higher Education
  • Company size: 51–200 Employees
  • Used Daily for 2+ years
  • Review Source
Value for Money
4
Functionality
3
Ease of Use
5
Customer Support
3

4
Reviewed on 23/01/2019

WhenToWork Scheduling Software

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.

Kylie
  • Industry: Museums & Institutions
  • Company size: 501–1,000 Employees
  • Used Daily for 1+ year
  • Review Source
Value for Money
5
Functionality
5
Ease of Use
5
Customer Support
5

5
Reviewed on 28/11/2018

Love this!

I really believe our company has benefited from this website. It is very helpful to both management, and the staff we schedule.

Pros

This website is amazing if you have to manage the schedules of a lot of people at once. I love how customizable it is and that you can make and save staffing templates. It also always you to email your staff directly from the site. When a schedule is published, all staff on that given schedule will receive an email with what they are working, and it even allows the staff to trade shifts amongst others that are authorized for the position so there is much less confusion later. This website has made scheduling so much easier.

Cons

If you go to assign someone to a shift position you don't have them trained on the system allows you to do it, but gives a pop up that says "___ has been authorized for the position ___". this pop up can be easy to miss if you aren't paying close attention. I wish there was a to see a date list for when you authorized positions. Also, there is a feature where you can delete all shifts with a given position title which is very helpful, but I wish it would allow you to bulk delete some shifts without deleting all of them.

Kody
  • Industry: Information Technology & Services
  • Company size: 51–200 Employees
  • Used Daily for 6-12 months
  • Review Source
Value for Money
5
Functionality
4
Ease of Use
5
Customer Support
5

5
Reviewed on 27/07/2017

Easy and well worth the price

Less time required to schedule.
No time required to approve trades.
Great varied views to look at and evaluate the schedule.

Pros

The pricing structure is very friendly and very affordable for businesses. For teams that have at least 20 employees and are shift based and have trades, this tool is a dream come true. Managers do not need to approve trades as long as they fit within adjustable boundaries per employee (shifts per day, hours per day, days per week, hours per week). Multiple locations with shared shifts as well as multiple entirely separate locations are supported for easy expansion and better pricing options. The mobile app is very functional and particularly useful for the employees. Less so for managers, but still has its benefits. Auto-schedule capabilities saved me hundreds of hours throughout the year. Employee availability and time preferences are brilliant and the auto-scheduler does a fabulous job keeping things even across the board (or weighted if you prefer to schedule by seniority, etc.)

Cons

I wish I could copy a week and say "this is their schedule until the following end date", but I am required to go to each individual week and paste the copied schedule. Still FAR better than the previous 3 scheduling tools we tried in our organization.

Verified Reviewer
  • Industry: Leisure, Travel & Tourism
  • Company size: 11–50 Employees
  • Used Daily for 2+ years
  • Review Source
Value for Money
0
Functionality
5
Ease of Use
5
Customer Support
0

5
Reviewed on 06/04/2019

This is a wonderful tool for employee scheduling!

Pros

We have been using this for years now and it is an invaluable tool. The employees are able to log in themselves to view schedules, request time off, send messages, etc. It has saved us countless hours of work and paper!

Cons

There really is not anything negative to be said about this software

Verified Reviewer
  • Industry: Architecture & Planning
  • Company size: 51–200 Employees
  • Used Daily for 2+ years
  • Review Source
Value for Money
5
Functionality
5
Ease of Use
5
Customer Support
5

5
Reviewed on 27/07/2019

Simple Employee Scheduling

Pros

Ease of employee management and scheduling.
Mobile website.
Allows employees to switch shifts with each other in a controlled environment.

Cons

Slightly dated and clunky interface, with no mobile application.

Chris
  • Industry: Hospital & Health Care
  • Company size: 51–200 Employees
  • Used Daily for 1+ year
  • Review Source
Value for Money
5
Functionality
5
Ease of Use
5
Customer Support
4

5
Reviewed on 08/10/2019

WhentoWork Review

Fantastic. There are a few functions that I would love for whentowork to add. Barring those things, there is not a better software out there.

Pros

When to Work has made my nurse and cna scheduling extremely simple. Scheduling was done on an excel spreadsheet nightmare when I first came to the company. It has since been cleaned up, partially because of whentowork.

Cons

I have met with a few other companies. There are certain features that are somewhat lacking from Whentowork. An example of one is the ability to have manager status approve or deny overtime. On-shift gives the ability to force the manager to approve the shift pickup if they are going into overtime. This helps me be aware of who is going into overtime and who is not.

Robin
  • Industry: Education Management
  • Company size: 501–1,000 Employees
  • Used Daily for 1+ year
  • Review Source
Value for Money
5
Functionality
5
Ease of Use
4
Customer Support
4

5
Reviewed on 13/04/2020

Great Schedule Communication

WhenToWork has streamlined the scheduling process and made it MUCH easier on the employees. Less "I didn't know my schedule" issues after implementation of this product.

Pros

Ease in which the schedule can be changed and the staff notified of the changes. It eliminates all the emails back and forth.

Cons

The employee is supposed to have to confirm that they received the email but it doesn't enforce this.

Verified Reviewer
  • Industry: Higher Education
  • Company size: 201–500 Employees
  • Used Weekly for 2+ years
  • Review Source
Value for Money
5
Functionality
4
Ease of Use
4
Customer Support
0

4
Reviewed on 05/02/2020

The Best Scheduling Tool!

Scheduling for various programs is organized. I also appreciate the alerts that it sends to staff and myself for basic scheduling and shift trades.

Pros

You can set employee schedules, for various programs/departments, easily. It is also easy to teach staff members how to utilize the scheduling functions so that they can take over the scheduling tasks.

Cons

I do not have any cons yet. I appreciate the functions of When to Work and feel like it has everything that I need so far.

Daniel
  • Industry: Government Administration
  • Company size: 201–500 Employees
  • Used Daily for 2+ years
  • Review Source
Value for Money
5
Functionality
4
Ease of Use
5
Customer Support
4

4
Reviewed on 15/01/2018

When to Work solve a unique problem for us.

This is a good product that helped us schedule our casual staff.

Pros

Web base so it accessible from any internet connected device.
Saas solution so no maintenance of the software needed.
Very versatile and configurable to adjust to and schedule cycle.
Support is better than most.

Cons

Being a Saas web app it depends on the internet so if your internet is slow or down you cant use the app.
Has some limitations compared to other software.

Natalie
  • Industry: Food & Beverages
  • Company size: 11–50 Employees
  • Used Daily for 2+ years
  • Review Source
Value for Money
5
Functionality
5
Ease of Use
5
Customer Support
5

5
Reviewed on 05/03/2020

Whentowork Review

I love it! Works great for our needs. Employees can see there schedule immediately. They can request off, trade shifts, etc all from their phone. When working with teenagers this help there be no excuse about “not knowing”. We love using it!

Pros

I love how easy it is to use for me and my employees. It’s easy for them to schedule off, trade shifts, as well as for me to see that too.

Cons

I wish there could be more communication between employees other than the messenger board.

brittani
  • Industry: Recreational Facilities & Services
  • Company size: 51–200 Employees
  • Used Daily for 2+ years
  • Review Source
Value for Money
5
Functionality
4
Ease of Use
5
Customer Support
4

5
Reviewed on 29/07/2019

LOVE

Overall it can be a bit confusing but being an admin for past companies in whentowork I have defintely fell in love with it. I do wish that it wasn't as expensive as I cant afford it in my facility.

Pros

When to work is my favourite scheduling software. It has many options to fit all the needs

Cons

Sometimes it has too many things and it's hard to understand what some features do and that they even exist

Jennifer
  • Industry: Hospital & Health Care
  • Company size: 51–200 Employees
  • Used Daily for 1+ year
  • Review Source
Value for Money
4
Functionality
4
Ease of Use
5
Customer Support
0

4
Reviewed on 13/01/2020

Easy to use scheduling software

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.

Kathy
  • Industry: Museums & Institutions
  • Company size: 501–1,000 Employees
  • Used Daily for 2+ years
  • Review Source
Value for Money
5
Functionality
5
Ease of Use
5
Customer Support
5

5
Reviewed on 21/11/2018

Employee Friendly

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.

117 reviews