# 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 March 13, 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)[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 133 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 (133) VS. [4.6 (5,044)](https://www.capterra.com/p/153140/Connecteam/reviews/) Starting Price $28 Flat Rate, Per Month Starting Price $29 Flat Rate, Per Month Free Trial Free Version Pricing Options Free Trial Free Version Ease Of Use 4.5 (133) Ease Of Use 4.7 (5,044) Value For Money 4.5 (94) Value For Money 4.5 (4,809) Customer Service 4.3 (87) Customer Service 4.6 (4,827) ## WhenToWork alternatives [4.5 (1,270)](https://www.capterra.com/p/121248/When-I-Work/reviews/) Starting price $2.50 Per User, Per Month [4.6 (1,142)](https://www.capterra.com/p/153076/Homebase/reviews/) Starting price $30.00 Per User, Per Month Highest Rated [4.9 (283)](https://www.capterra.com/p/172778/Nowsta/reviews/) Starting price $18000.00 Per User, Per Month [4.4 (2,883)](https://www.capterra.com/p/76113/Wrike/reviews/) Starting price $10.00 Per User, Per Month [View all alternatives](https://www.capterra.com/p/80499/WhenToWork/alternatives/) ## Features Features with the highest number of reviews are displayed first. Those that have no reviews appear next, sorted alphabetically. Mobile Access 4.7 (27) 77.78% of 27 reviewers that rated this feature as important or highly important Access software remotely via mobile devices Shift Swapping 4.4 (19) 57.89% of 19 reviewers that rated this feature as important or highly important Managing and trading shift details between employees Schedule Distribution 4.5 (17) 70.59% of 17 reviewers that rated this feature as important or highly important Assign and distribute work schedules to individual employees or teams within an organization Calendar Management 4.4 (14) 78.57% of 14 reviewers that rated this feature as important or highly important Track and manage schedules and meetings via an integrated calendar Employee Scheduling 4.9 (14) 64.29% of 14 reviewers that rated this feature as important or highly important Assign working shifts or tasks to employees based on their availability Drag & Drop 3.9 (12) 58.33% of 12 reviewers that rated this feature as important or highly important Assemble applications and processes by dragging over and arranging pre-built components 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 (131) 4.3 Based on 131 reviews ## Pricing Value for money 4.5 (94) 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 (94) 4.5 Based on 94 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 (87) 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 (87) 4.3 Based on 87 reviews ## User reviews Overall rating 4.4 Based on 133 reviews Filter by rating 5(78) 4(41) 3(9) 2(5) 1(0) Mentioned topic Sorted by most recent 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. Ell M. LVT Veterinary ### "Great, but could use a few touch ups" 4.0 Overall Rating 4.0 4.0 Ease of Use 5.0 5.0 Features 4.0 4.0 Customer Service 0.0 0.0 Likelihood to Recommend 8/10 May 26, 2025 It is helpful to see my schedule and everyone else that I work with, wish it was a little bit more streamlined to navigate. It's been helpful for our company Pros The ability to see when I and other employees work. It helps me map out the schedule for the day. I like being able to access from my phone Cons To see everyone's full role for the day (example: for Assistant roles, you have to click into them to see the doctor they are assigned to for the day), I have to click into their name, then when I hit back it scrolls me to the top of the page. Not a dealbreaker, but inconvenient when I'm writing the schedule on the white board each morning 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. CO corinne o. Supervisor Facilities Services ### "Employee Schedules" 4.0 Overall Rating 4.0 4.0 Ease of Use 4.0 4.0 Features 3.0 3.0 Customer Service 2.0 2.0 Likelihood to Recommend 6/10 May 13, 2025 had a staff that was less than reliable. this removed the "I didn't know I was on the schedule" Pros employees can see their schedule and not pretend they don't know when they are scheduled to work. It's clear Cons not enough notifications were sent when employees requested time off. It appeared as if it was approved upon request. 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. VR Veornica R. Owner Cosmetics ### "Game changer in the scheduling world" 5.0 Overall Rating 5.0 5.0 Ease of Use 5.0 5.0 Features 5.0 5.0 Customer Service 3.0 3.0 Likelihood to Recommend 10/10 April 29, 2025 All the employees lived how easy it was to read and to change shifts - we liked the ability to do extra unclaimed shifts. Pros I really appreciated the ease to use and understand. The emails were great as well as the shift change/drop Cons There wasnt anything I didnt like. Everyone liked it 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. CT Cornelius Tian Andi S. Dining staff Commercial Real Estate ### "WhenToWork" 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 April 13, 2025 WhenToWork is very useful and easy to use it when used to it Pros WhenToWork provides many features and customizable tools. Cons It is confusing for the first time to pick some shifts 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/) Popular comparisons [Connecteam vs WhenToWork](https://www.capterra.com/compare/80499-153140/WhenToWork-vs-Connecteam)[Wageloch vs WhenToWork](https://www.capterra.com/compare/80499-196911/WhenToWork-vs-WageLoch)[Findmyshift vs WhenToWork](https://www.capterra.com/compare/80499-115536/WhenToWork-vs-Findmyshift)[7shifts vs WhenToWork](https://www.capterra.com/compare/80499-123038/WhenToWork-vs-7shifts-Restaurant-Scheduling)[QuickBooks Time vs WhenToWork](https://www.capterra.com/compare/80499-151722/WhenToWork-vs-TSheets)[ShiftWizard vs WhenToWork](https://www.capterra.com/compare/80499-178376/WhenToWork-vs-ShiftWizard)[When I Work vs WhenToWork](https://www.capterra.com/compare/80499-121248/WhenToWork-vs-When-I-Work)[Agendrix vs WhenToWork](https://www.capterra.com/compare/80499-148280/WhenToWork-vs-Agendrix)[Homebase vs WhenToWork](https://www.capterra.com/compare/80499-153076/WhenToWork-vs-Homebase) [Nowsta vs WhenToWork](https://www.capterra.com/compare/80499-172778/WhenToWork-vs-Nowsta)[Deputy vs WhenToWork](https://www.capterra.com/compare/80499-167811/WhenToWork-vs-Deputy)[Clockify vs WhenToWork](https://www.capterra.com/compare/80499-169607/WhenToWork-vs-Clockify)[Wrike vs WhenToWork](https://www.capterra.com/compare/76113-80499/Wrike-vs-WhenToWork)[Float vs WhenToWork](https://www.capterra.com/compare/80499-136078/WhenToWork-vs-Float)[Calendly vs WhenToWork](https://www.capterra.com/compare/80499-148036/WhenToWork-vs-Calendly)[Resource Guru vs WhenToWork](https://www.capterra.com/compare/80499-134429/WhenToWork-vs-Resource-Guru)[Paycor vs WhenToWork](https://www.capterra.com/compare/80499-133745/WhenToWork-vs-Paycor-Perform)[Humanity Schedule vs WhenToWork](https://www.capterra.com/compare/80499-248404/WhenToWork-vs-Humanity)  Independent research methodology Capterra's researchers use a mix of verified reviews, independent research and objective methodologies to bring you selection and ranking information you can trust. 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