WhenToWork
What WhenToWork is
WhenToWork is online employee scheduling software for creating and updating team work schedules. Its AutoFill feature builds schedules from employees’ availability, preferences, and skills, aiming to avoid conflicts. Managers can also arrange shifts with drag-and-drop scheduling and templates, set shift limits, check overtime, and track schedules. Employees can request time off, trade shifts, and claim open shifts, with manager controls over those actions.
The service provides 12 schedule views and lets managers view schedules across locations and departments. Schedule updates can be sent by email, text, or mobile app. Managers can export schedule data for other programs and send schedules to Google Calendar and Outlook. WhenToWork does not directly connect to customer software or networks and has no API or bidirectional queries. It also has no time clock, although schedule data can be exported for time clock and payroll programs. Apps and access are available on Android, iOS, macOS, web, and Windows. Founded in 2000, WhenToWork is headquartered in San Angelo, Texas, and is now part of TCP. A 30-day trial is available, with paid subscriptions for up to 10 employees starting at $38 a month.
Who it suits
WhenToWork suits teams that need to coordinate employee availability, time off, shift trades, and open shifts in one scheduling service. Its listed intended users include universities, libraries, government departments, clinics, parks, and seasonal businesses, with plans described for up to 10 employees.
What it does well
- AutoFill uses availability, preferences, and skills to build schedules.
- Employees can request time off, trade shifts, and claim open shifts.
- Managers can use 12 schedule views across locations and departments.
- Schedule updates can arrive by email, text, or mobile app.
- Managers can send schedules to Google Calendar and Outlook.
What to know first
- Subscriptions listed here cover up to 10 employees.
- There is no time clock.
- The service has no API or bidirectional queries.
Limits
The listed subscriptions cover up to 10 employees. The 30-day trial is available, and there is no free plan.
Plans
| Plan | Billed and limits | Price |
|---|---|---|
| WhenToWork subscription — up to 10 employees, 3 months | 3 MONTHS · up to 10 employees · includes all features · access for managers and employees via computer or mobile device | $100, paid once |
| WhenToWork subscription — up to 10 employees, 6 months | 6 MONTHS · up to 10 employees · includes all features · access for managers and employees via computer or mobile device | $164, paid once |
| WhenToWork subscription — up to 10 employees, 1 year | 1 YEAR · up to 10 employees · includes all features · access for managers and employees via computer or mobile device | $273 a year |
| WhenToWork subscription — up to 10 employees, 1 month | 1 MONTH · up to 10 employees · includes all features · access for managers and employees via computer or mobile device | $38 a month |
As whentowork.com lists them, read 8 Oct 2026. The maker's own page has the final word.
Getting started
- Visit https://www.whentowork.com/.
- Start the 30-day trial.
- Choose a subscription term for up to 10 employees.
- Access the service on web, Android, iOS, macOS, or Windows.
Verdict
Choose WhenToWork if your team needs scheduling tools for availability, shift changes, and open shifts, with multiple ways to view and receive schedule updates. Look elsewhere if you need an included time clock or direct software connections through an API or bidirectional queries.
Questions
Does WhenToWork have a free plan?
No. A 30-day trial is available.
How much does WhenToWork cost?
The one-month subscription for up to 10 employees is $38 a month. Other listed terms are $100 per 3 months, $164 per 6 months, and $273 a year.
Which platforms does WhenToWork support?
It is available on Android, iOS, macOS, web, and Windows.
Does WhenToWork include a time clock?
No. Schedule data can be exported for time clock and payroll programs.
Can WhenToWork connect to other software?
Managers can export schedule data and send schedules to Google Calendar and Outlook. The service does not directly connect to customer software or networks and does not offer an API or bidirectional queries.
Who makes WhenToWork?
WhenToWork says it was founded in 2000 and is now part of TCP.
Facts from WhenToWork's own pages
- AutoFill
- AutoFill builds schedules using employee availability, preferences, and skills, with the aim of avoiding conflicts. · whentowork.com, 8 Oct 2026
- Calendar and data exports
- Managers can export schedule data for other programs and send schedules to Google Calendar and Outlook. · www3.whentowork.com, 8 Oct 2026
- Company
- WhenToWork says it was founded in 2000 and is now part of TCP. · whentowork.com, 8 Oct 2026
- Employee self-service
- Employees can request time off, trade shifts, and claim open shifts, subject to manager controls. · whentowork.com, 8 Oct 2026
- Founded
- 2000 · whentowork.com, 28 Sept 2026
- Headquarters
- San Angelo, Texas, United States · whentowork.com, 28 Sept 2026
- Integration limitation
- The company says it does not directly connect to customer software or networks and does not offer an API or bidirectional queries. · whentowork.com, 8 Oct 2026
- Intended users
- The company describes WhenToWork as scheduling software for teams including universities, libraries, government departments, clinics, parks, and seasonal businesses. · whentowork.com, 8 Oct 2026
- Notable limit
- WhenToWork does not provide a time clock, though it says schedule data can be exported for time clock and payroll programs. · www3.whentowork.com, 8 Oct 2026
- Notifications
- The service sends schedule updates and notifications by email, text, and mobile app. · whentowork.com, 8 Oct 2026
- Product
- WhenToWork is online employee scheduling software for creating and updating team work schedules. · whentowork.com, 8 Oct 2026
- Schedule tools
- Managers can use drag-and-drop scheduling, templates, shift limits, overtime checks, and schedule tracking. · whentowork.com, 8 Oct 2026
- Security
- The privacy policy says accounts are password-protected, data transmissions use industry-standard SSL encryption, and payment card details are handled by a third-party processor. · whentowork.com, 8 Oct 2026
- Support
- The company provides support by email at [email protected] and says it usually responds within minutes. · whentowork.com, 8 Oct 2026
- Views and locations
- The service offers 12 schedule views and supports viewing schedules across locations and departments. · whentowork.com, 8 Oct 2026
Where WhenToWork stands on Freedom251
- Team Management#13 of 23
- Employee Scheduling Software#27 of 43