WhenToWork review
A capable scheduling tool for small teams, but its pricing and limited integrations narrow the fit.
Reviewed by iTechGuides Editors · Editorial team · Updated Oct 2026
WhenToWork is web-based employee scheduling software for organizations managing hourly, part-time, seasonal, volunteer, or multi-location teams. Managers can build schedules manually or use AutoFill, apply reusable templates, publish changes, and monitor coverage. Employees can submit availability, request time off, pick up open shifts, and trade shifts subject to manager controls. Access is available through web browsers and mobile apps for iOS and Android, making it a fit for small teams that need scheduling automation alongside employee self-service.
The published plans show one feature set across four billing periods, with capacity of up to 10 employees. The 1 Month plan costs $38 per month, while the 3 Months plan costs $100 per 3 months, the 6 Months plan costs $164 per 6 months, and the 1 Year plan costs $273 per year. Each plan includes all features. A 30-day trial is available, but there is no permanent free plan. The pricing structure is straightforward for a small team, although the starting monthly cost is significant when the employee limit is only 10.
WhenToWork covers the core scheduling workflow well: availability collection, time-off approval, automatic schedule generation, open-shift pickup, shift trading, multi-location and department scheduling, and schedule-change notifications. Its web, iOS, and Android access also supports teams that need mobile schedule updates. The tradeoff is ecosystem fit: integrations are not included, so organizations seeking connections with other business systems may need a different product. Choose WhenToWork if automatic scheduling and shift management are the priority for a small team; consider an alternative if integrations or broader system connectivity matter more than the scheduling feature set.
WhenToWork pros and cons
- Where it wins
- AutoFill generates schedules automatically for up to 10 employees
- Availability, leave, open shifts, and shift trading support team changes
- Web, iOS, and Android access with email, text, and app notifications
- Where it doesn't
- Starts at $38 per month for up to 10 employees
- No integrations are included
- The permanent free plan is not available
WhenToWork fact sheet, pricing and score →
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