- One-Click AutoFill: Automatically fills shifts based on availability, preferences, overtime limits, and time-off rules.
- Drag-and-Drop Scheduling: Build and adjust schedules quickly using intuitive, spreadsheet-like views.
- Multiple Schedule Views: Switch between list, calendar, and multi-location views without changing tools.
- Employee Self-Service: Staff can set availability, request time off, and trade shifts with manager approval.
- Mobile Apps: iOS and Android apps provide real-time access to schedules and notifications.
- Automated Notifications: Send schedule updates, reminders, and alerts via email or text automatically.
- Seasonal Account Pausing: Suspend subscriptions during off-seasons at no cost while keeping all data.
WhenToWork
Simple, budget-friendly employee scheduling software for small and seasonal teams
Updated February 27, 2026
WhenToWork Overview
WhenToWork is a no-frills online employee scheduling platform designed for organizations that want something easier than spreadsheets without enterprise complexity. It helps managers build schedules quickly using drag-and-drop tools, reusable templates, and one-click AutoFill.
With mobile access, automated notifications, and fair scheduling tools, it’s especially popular with schools, government departments, and seasonal businesses.
Key Features
Pricing
| Plan | Price | Featured |
|---|---|---|
| Monthly Subscription (Up to 10 Employees) | $38 (1 Month) | All features included, Unlimited managers and employees, Mobile app access |
| Quarterly Subscription (Up to 10 Employees) | $100 (3 Months) | Save $14 vs monthly, Full feature access, Automated notifications |
| Semi-Annual Subscription (Up to 10 Employees) | $164 (6 Months) | Save $64 vs monthly, One-click AutoFill, Employee availability management |
| Annual Subscription (Up to 10 Employees) | $273 (1 Year) | Save $183 vs monthly, Best value plan, Account suspension for off-season |
Price details: https://whentowork.com/pricing.htm
Pros
Competitor |
Pros |
|---|---|
| Deputy | WhenToWork is significantly cheaper for small teams, especially those under 10 employees. It avoids per-user pricing, which makes budgeting easier for seasonal organizations. The interface is simpler and faster to learn, allowing managers to create schedules without training or advanced configuration. |
| HotSchedules | Compared to HotSchedules, WhenToWork offers a much lower total cost and fewer contractual commitments. It focuses purely on scheduling rather than bundling complex labor and POS tools, making it easier to use for teams that only need reliable shift scheduling. |
| Connecteam | WhenToWork is more straightforward for traditional scheduling workflows and feels familiar to spreadsheet users. It avoids feature overload and runs well in browser environments, which appeals to organizations that do not need all-in-one workforce management. |
| Homebase | Unlike Homebase’s freemium model with locked features, WhenToWork includes all functionality in every paid plan. This removes upgrade confusion and ensures managers always have access to AutoFill, notifications, and employee self-service tools. |
| 7shifts | WhenToWork is better suited for non-restaurant environments such as universities, parks, and government departments. Its pricing is predictable and not tied to locations or roles, making it easier to scale across departments. |
Cons
Competitor |
Cons |
|---|---|
| Deputy | Deputy offers deeper labor compliance, time tracking, and wage calculation tools that WhenToWork lacks. Businesses that need advanced workforce analytics, integrations, or automated compliance rules may find WhenToWork too basic. |
| HotSchedules | HotSchedules provides stronger tools for large restaurant chains, including forecasting and POS integrations. WhenToWork does not attempt to compete at that level and may feel limited for enterprises with complex labor optimization needs. |
| Connecteam | Connecteam includes built-in chat, task management, and training modules. WhenToWork focuses narrowly on scheduling, which means teams needing communication or HR features must rely on separate tools. |
| Homebase | Homebase offers integrated time clocks and payroll add-ons. WhenToWork does not provide native payroll processing, which can increase operational overhead for businesses wanting an all-in-one workforce platform. |
| 7shifts | 7shifts delivers more modern UI design and restaurant-specific analytics. WhenToWork’s interface is functional but dated, which some users feel impacts mobile performance and overall user experience. |
Reviews
- Software Advice Review (Rating: 4.4/5): The program feels extremely user friendly and keeps employees in the loop for scheduling, call outs, and shift trades, and one manager liked viewing the system from both a manager and user account to spot issues. Managing over 100 employees made basic features hard to navigate, and some noted that not enough notifications went out for time-off requests.
- connecteam.com Review: WhenToWork delivers practical shift management with AutoFill for automatic scheduling and a Tradeboard that lets employees handle shift swaps with approval processes. The drag-and-drop schedule builder and flexible availability management help with straightforward planning, yet the outdated interface, lack of time tracking, and limited integrations make it feel too limited for modern operations.
- Reddit r/Connecteam: The post highlights AutoFill scheduling, shift trading with approval processes, and flexible availability management as solid basics for simple scheduling. It criticizes the outdated user interface, no time tracking, limited time off management, and few integrations, and concludes WhenToWork suits only businesses with very basic needs.
- workyard.com Review: Quick and simple scheduling earns praise, and one Capterra reviewer quoted there called it “Simple – Effective.” The same feedback argues it “has never changed with the ages,” labels it “low quality we long outgrew,” and points to the lack of modern tools and integrations beyond Google Calendar.
- Capterra Review (Rating: 4.4/5): Staff pick it up quickly because it feels straightforward to use, and it manages schedules across departments effectively. The absence of labor cost tracking leaves a gap for teams that need deeper workforce analytics.
- G2 Review (Rating: 4.4/5): Off-site access to schedules replaces paper postings and “brought us into the future,” according to one small-business reviewer. Clear organization and comprehensive features help with facility shifts, yet some describe overly complicated features for small teams and report login hassles that require separate accounts and PINs for multiple facilities.
