WhenToHelp
WhenToHelp: A focused, affordable scheduler for small volunteer teams that need recurring shifts and reminders. Ranked #22 of 29 in Event Volunteer Management Software by our editors (7.0/10); pricing: 30-day trial; best for small teams needing simple affordable scheduling.
At a glance
- Editor score7.0 / 10
- Pricing30-day trial
- Best forSmall teams needing simple affordable scheduling
- Free planNo
- Paid from$110/yr
- Volunteer capacity10 volunteers
- Facts checked21 Sep 2026
Where it wins
- Starts at $16 per account per month for 1–10 helpers
- AutoFill, shift trades, reminders, and conflict checking
- Web, iOS, and Android access with calendar updates
Where it doesn't
- No verified volunteer check-in feature
- No forms or broader event-management features
- Capacity-based pricing increases for larger helper groups
Our verdict on WhenToHelp
WhenToHelp is an online volunteer scheduling system for organizations coordinating shifts across locations or departments. Coordinators can create recurring or varied schedules, assign volunteers manually or with AutoFill, publish updates, and manage time-off requests. Volunteers can view schedules, select available shifts, trade shifts, and request time off. Access is available on the web, iOS, and Android, making it suited to small teams that need a focused scheduling tool rather than a broader event-management suite.
Pricing is organized by helper count and billing period. The 1–10 helpers plan costs $16 per account per month, $44 per account per 3 months, $66 per account per 6 months, or $110 per account per year. For 11–30 helpers, the published prices are $33 monthly, $88 for 3 months, $132 for 6 months, or $220 per year. Each plan includes coordinator and volunteer access, email and text notifications, and support for multiple locations and departments. The product also includes a 30-day free trial. The pricing structure is easy to understand for smaller organizations, while larger volunteer groups move into a higher capacity tier.
Its strongest area is schedule coordination. AutoFill reduces manual assignment work, while shift selection, a tradeboard, reminders, time-off requests, configurable calendar and list views, statistics, conflict checking, exports, and schedule updates for Google Calendar, Outlook, and iCal cover the recurring tasks that keep volunteer rosters current. WhenToHelp is a good fit for organizations prioritizing straightforward scheduling across a small helper base. Teams that need verified check-in, forms, or wider event-management capabilities should choose a product built around those functions instead.
Your product? Our editors can test WhenToHelp in depth and publish a review, labelled as paid · from $149/mo →
WhenToHelp pricing
All 12 WhenToHelp plans and prices →
WhenToHelp fact sheet
| Free plan | No |
|---|---|
| Paid from | $110/yr |
| Volunteer capacity | 10 volunteers |
| Shift scheduling | Yes |
| Volunteer self-signup | Yes |
| Automated reminders | Yes |
| Check-in and attendance | Not verified |
| Custom signup forms | Not verified |
| Volunteer reporting | Not verified |
| Free trial | 30 days · no card needed |
| Deployment | Cloud, Mobile |
| Platforms | Web, iOS, Android |
| Support | Email, Docs |
| Built for | Small business, Mid-market (editorial estimate) |
| Integrations | 3 integrations: Google Calendar, Outlook, iCal |
| Pricing | 30-day trial (source) |
| Website | whentohelp.com |
| Facts checked | 21 Sep 2026 |
WhenToHelp integrations
WhenToHelp lists 3 integrations on its own site.
- Google Calendar
- Outlook
- iCal
Alternatives to WhenToHelp
- Serve.LoveA broad volunteer management suite with a free tier and clear paid upgrades.9.3
- GoldenA broad volunteer platform with scheduling, communications, reporting, mobile apps, and CRM integrations.9.1
- TeamKineticA broad volunteer platform with free entry, paid automation and enterprise controls.9.0
See all WhenToHelp alternatives →
Used WhenToHelp? Be the first to review it
The editor score above is our own research. What this page doesn't have yet is a reader's view — what you used WhenToHelp for, what worked and what didn't. No stars are seeded and no review is paid for; an editor reads every one before it appears.
Write a reviewTwo minutes · verified accounts only · read by an editor before it appears
Featured on iTechGuides
WhenToHelp is listed in our Event Volunteer Management Software directory. Add the badge to your site — it links back to this page.
<a href="https://www.itechguides.com/products/whentohelp/"><img src="https://www.itechguides.com/best/badge/whentohelp.svg" alt="Featured on iTechGuides" width="230" height="46"></a>
Reviewed by iTechGuides Editors · Editorial team · Updated Oct 2026
Advertiser disclosure: iTechGuides is reader-supported. Vendors can pay for top positions in our rankings and for a place on other products' pages, and we may earn a commission when you click some links. Bought places stand at the number bought; this page and our disclosure say so. Paying vendors may get a fuller, more detailed review from our editors, and that review can change their score. How we rank.
Last updated · How we research and update