Freedom251 › Event Volunteer Management Software
WhenToHelp
What WhenToHelp is
WhenToHelp is online scheduling software for organizations coordinating volunteers. Coordinators can build recurring schedules, start from templates, and move shifts with drag-and-drop controls. AutoFill assigns shifts using volunteer preferences and scheduling constraints. Volunteers can enter their time preferences, request time off, claim open shifts, and trade shifts through the Tradeboard. Email and text notifications can tell volunteers about schedules and changes. Schedules have configurable views and can be printed; calendar access and automatic export are listed for Google Calendar and Outlook. WhenToHelp is available on the web, Android, and iOS. Its mobile version opens in a phone or tablet browser at m.whentohelp.com without an app download. The free Lite plan is limited to 250 volunteers, 100 shifts per week, and 18 months of schedule history; qualifying charities may apply for extended free use. The Full Version starts at $16.00 per month for 1–10 helpers. A 30-day free trial is available without a credit card.
Who it suits
WhenToHelp suits organizations that need to coordinate volunteer schedules and let volunteers manage availability, time off, and shift exchanges. Its Lite plan may fit smaller groups within the stated limits, while qualifying charities can apply for extended free use.
What it does well
- AutoFill assigns shifts using preferences and constraints.
- Volunteers can pick up and trade shifts.
- Email and text notifications cover schedule changes.
- Schedules can be viewed in Google Calendar and Outlook.
- 30-day trial does not require a credit card.
What to know first
- Lite is capped at 250 volunteers.
- Lite allows 100 shifts per week.
- Lite retains 18 months of schedule history.
- Full Version starts at $16.00 per month.
Limits
WhenToHelp Lite supports up to 250 volunteers, 100 shifts per week, and 18 months of past schedule information. Extended free use is available by application only to qualifying charities scheduling unpaid volunteers for community service.
Plans
| Plan | Billed and limits | Price |
|---|---|---|
| WhenToHelp Lite | Extended free use by application for qualifying charities · Up to 250 volunteers · 100 shifts per week · 18 months of past schedule information · approved charities only | Free |
| 1-10 helpers annual | 1 year total · 1–10 helpers · full version | $110 a year |
| WhenToHelp Full Version | Total price 1 year · 1–10 helpers · 11–30: $220 · 31–60: $360 · 61–100: $520 · 101–150: $650 · 151–200: $780 | $110 a year |
| 151-200 helpers monthly | monthly · 151–200 helpers · full version | $117 a month |
| 1-10 helpers monthly | monthly · 1–10 helpers · full version | $16 a month |
| WhenToHelp Full Version | Pay Monthly · 1–10 helpers · $33 for 11–30 · $54 for 31–60 · $78 for 61–100 · $97 for 101–150 · $117 for 151–200 | $16 a month |
| 11-30 helpers annual | 1 year total · 11–30 helpers · full version | $220 a year |
| 11-30 helpers monthly | monthly · 11–30 helpers · full version | $33 a month |
The first 8 of 14 plans, as whentohelp.com lists them, read 4 Oct 2026. The maker's own page has the final word. Every plan
Getting started
- Visit https://whentohelp.com/.
- Start the 30-day trial without providing a credit card, or choose a plan.
- For eligible charity use, apply for extended free access to WhenToHelp Lite.
- Open the service on the web, Android, or iOS.
- On a phone or tablet, visit m.whentohelp.com in a browser; no app download is required.
- Create schedules with recurring options, templates, or drag-and-drop shift changes.
Verdict
WhenToHelp combines coordinator scheduling tools with ways for volunteers to manage their own shifts. Check the Lite limits and Full Version pricing against your organization’s needs.
Questions
Is WhenToHelp free?
WhenToHelp Lite is listed as free, with limits of 250 volunteers, 100 shifts per week, and 18 months of past schedule information. Extended free use requires application and is limited to qualifying charities scheduling unpaid community-service volunteers.
How much does the Full Version cost?
Pay Monthly starts at $16.00 per month for 1–10 helpers. Listed monthly prices are $33 for 11–30, $54 for 31–60, $78 for 61–100, $97 for 101–150, and $117 for 151–200.
Does WhenToHelp offer a free trial?
Yes. The trial lasts 30 days and does not require a credit card.
Which platforms does WhenToHelp support?
The listed platforms are Android, iOS, and web. On phones and tablets, the mobile version runs in a browser at m.whentohelp.com, without requiring an app download.
Can volunteers manage their own shifts?
Volunteers can enter time preferences, request time off, pick up open shifts, and trade shifts through the Tradeboard.
Does WhenToHelp work with Google Calendar and Outlook?
Schedules can be viewed in Google Calendar and Outlook, and the service says they can be exported automatically to both.
Facts from WhenToHelp's own pages
- API and SDK availability
- Official feature and help pages document exports and calendar connections but do not describe a public API or SDK. · whentohelp.com, 15 Oct 2026
- AutoFill
- Its AutoFill feature assigns shifts using volunteer preferences and scheduling constraints. · whentohelp.com, 4 Oct 2026
- AutoFill scheduling
- Its one-click AutoFill engine assigns shifts using availability, preferences and scheduling constraints. · whentohelp.com, 15 Oct 2026
- Calendar integrations
- Schedules can export and automatically update in Google Calendar, and can reach Outlook or iCal through calendar synchronization. · whentohelp.com, 15 Oct 2026
- Charity access
- Qualifying charities can apply for extended free use of WhenToHelp Lite. · whentohelp.com, 15 Oct 2026
- Company founding
- WhenToWork says it has been an online scheduling leader since 2000. · whentohelp.com, 15 Oct 2026
- Company headquarters
- The listed company address is 360 E 1st St #301, Tustin, California 92780. · whentohelp.com, 15 Oct 2026
- Company ownership
- WhenToWork, Inc. identifies itself as a privately owned California corporation providing WhenToHelp.com. · whentohelp.com, 15 Oct 2026
- Coordinator permissions
- Accounts support unlimited coordinators with configurable permissions controlling what each coordinator can see and do. · whentohelp.com, 15 Oct 2026
- Data export
- Volunteer and schedule data can be exported, and schedules can be printed to PDF or exported as text. · whentohelp.com, 15 Oct 2026
- Data location
- The company says its servers and data are stored in the United States. · whentohelp.com, 15 Oct 2026
- Free eligibility
- Extended free use may be requested by charities with a US 501(c)(3) designation or Canadian registered charity status that schedule unpaid volunteers for community service. · whentohelp.com, 4 Oct 2026
- Free Lite limits
- WhenToHelp Lite is limited to 250 volunteers, 100 shifts per week, and 18 months of past schedule information. · whentohelp.com, 4 Oct 2026
- Headquarters
- Tustin, California, USA · whentohelp.com, 28 Sept 2026
- Independent feature coverage
- Capterra lists Google Calendar and Microsoft Outlook as the two integrations and describes web, Android and iPhone/iPad deployment. · capterra.com, 15 Oct 2026
- Independent pricing complaint
- A Capterra reviewer says pricing increases with larger employee counts and wishes emergency messages could reach staff without notification settings enabled. · capterra.com, 15 Oct 2026
- License model
- The terms describe paid subscription access to an online service and mobile apps; no open-source license is stated. · whentohelp.com, 15 Oct 2026
- Limit: Capterra workflow
- Capterra complaints include setup emails landing in spam, needing to add meetings individually, visibility of other employees' schedules and approval delays for picked-up shifts. · capterra.com, 15 Oct 2026
- Limit: G2 reliability and design
- G2 reviewers report occasional lag, freezing, being kicked out and a dated or confusing layout. · g2.com, 15 Oct 2026
- Mobile access
- Mobile use is delivered through a browser at m.whentohelp.com on smartphones and tablets without installing an app. · whentohelp.com, 15 Oct 2026
- Notifications
- Email and text alerts can be sent when schedules or shifts change, with reminders and urgent alerts available. · whentohelp.com, 15 Oct 2026
- Paid subscription terms
- Pricing lists monthly, 3-month, 6-month, and 1-year options and says there are no setup charges, add-on costs, or extra charges for multiple locations or departments. · whentohelp.com, 4 Oct 2026
- Payment security
- Payment cards are handled by third-party PCI-DSS-compliant processors rather than stored by WhenToHelp. · whentohelp.com, 15 Oct 2026
- Praise: Capterra scheduling
- Capterra reviewers commonly praise easy multi-location scheduling, availability preferences, notifications, tradeboard and real-time changes. · capterra.com, 15 Oct 2026
Where WhenToHelp stands on Freedom251
- Event Volunteer Management Software#16 of 29