When to Work review

WhenToWork is online employee scheduling software for teams. Managers can build and share schedules, then use shift-coverage tools to fill gaps. Staff can set their availability, request time off and trade shifts, with managers overseeing those requests.

Scheduling options include drag-and-drop tools, reusable templates and a one-click AutoFill feature. According to the product information, AutoFill considers employee preferences, time off and overtime when filling shifts. Schedules can be viewed in spreadsheet-style, calendar or multi-location formats. The software also provides schedule statistics for monitoring gaps and overtime, along with automated emails, texts and shift alerts.

Employees and managers can access schedules on computers and mobile devices, including through iOS and Android apps. The pricing information lists one subscription for teams with up to 10 employees, with unlimited use by managers and employees. It also lists a 30-day free trial, but no free plan.

WhenToWork covers the practical scheduling tasks a small team needs in one place: creating shifts, sharing schedules, handling availability and time-off requests, and arranging shift trades. That means managers can manage routine changes without treating the schedule as a static spreadsheet.

• Flexible schedule building: Drag-and-drop scheduling and reusable templates give managers more than one way to set up recurring or changing schedules.
• Help filling shifts: The one-click AutoFill feature considers preferences, time off and overtime, according to the product information. Coverage statistics can also help managers spot gaps and monitor overtime.
• Employee input with oversight: Staff can submit availability, time-off requests and shift trades, while managers retain oversight.
• Different ways to view schedules: Spreadsheet-style, calendar and multi-location views support different scheduling needs.
• Access and notifications: Computer and mobile access, plus automated emails, texts and shift alerts, can help employees keep up with schedule changes.

For a team that wants scheduling, coverage and staff requests together, the listed feature set is coherent. The subscription includes unlimited use by managers and employees, within the 10-employee limit.

The clearest constraint in the published pricing is the employee cap: the listed subscription covers up to 10 employees. That makes the quoted plan a poor fit for a larger team unless WhenToWork offers another option; the published pricing details do not publish one. We also can’t confirm from these details what larger teams would pay.

Price needs a closer look, too. The pricing notes list introductory rates of $28 monthly or $205 yearly, with the annual rate shown as $17.08 per month. Standard rates are listed as $38 monthly or $273 yearly. So the introductory price is not the price to budget for indefinitely. The notes do not specify how long the introductory rate lasts or when the standard rate applies.

There is no free plan listed. The 30-day free trial gives teams time to evaluate the service, but the published information does not state what happens to access or data when the trial ends. Beyond the 10-employee cap, plan details and add-on pricing are not published on the vendor's site.

When to Work lists one subscription for teams with up to 10 employees. The pricing notes show introductory rates of $28 monthly or $205 yearly—about $17.08 per month when billed annually. Standard rates are $38 monthly or $273 yearly, so the increase is $10 per month or $68 per year compared with the introductory rates.

The subscription includes unlimited use by managers and employees, computer and mobile access, and a 30-day free trial. There’s no free plan listed, and the pricing information lists no add-ons. Teams with more than 10 employees are outside the stated plan limit; the pricing notes don’t publish a larger-team tier or its price.

Check when the introductory rate ends and what you’ll pay at renewal: those terms aren’t specified in the published pricing details. The annual figures are listed as yearly prices, with $17.08 shown as the monthly equivalent of the $205 introductory annual rate.

The published information doesn’t document an import process, migration service, or data-export options, so we can’t confirm how much work it takes to move schedules or employee details in or out. Before switching, ask When to Work what data can be imported and exported, whether historical schedules and time-off records are included, and what happens to your data if you cancel. Get those answers in writing before moving a team’s scheduling workflow.

The published sources also include no Reddit reports, so we can’t attribute a common reason for leaving to users. The clearest reasons to compare alternatives are the published limits: the listed subscription covers up to 10 employees, there’s no free plan, and the standard price is higher than the introductory rate. It may suit a small team that wants shift trades, availability, time-off requests, and mobile access, but larger teams should confirm pricing and plan availability first. Check that your replacement supports the workflows your team actually uses before ending the old subscription.