WhenToWork

Overview

WhenToWork (W2W) is a scheduling tool that stands out for its practical shift management capabilities. It provides the complete set of must-have capabilities for robust and flexible employee scheduling suited for hospitality, healthcare, retail, and other shift-based businesses with hourly employees.

Features

Shift Scheduling & Management

• Drag-and-drop manual scheduling
• Choose from employee lists when adding or editing shifts
• Add employees, positions (jobs), and shifts easily
• AutoFill feature gets you the best schedule in just one click
• Use employee preferences, availability, and skills to build schedules
• Fair, flexible schedules that are easier to fill

Employee Self-Service

• Staff can set availability
• Trade shifts with manager oversight
• Request time off
• Real-time notifications
• Tradeboard for picking up open shifts
• Manager approval options or "at will" shift picking

Monitoring & Controls

• Real-time schedule statistics
• Monitor shift gaps
• Avoid overtime before it becomes a problem
• Track schedule coverage
• Identify scheduling conflicts early

Communication

• Built-in communication tools
• Notifications for schedule changes
• Real-time updates to employees
• Manager-to-employee messaging

Platform Support

• Web-based application
• Mobile access
• Employee mobile apps
• Manager dashboard

Benefits

• Simple Scheduling: No-frills interface focuses on essential features
• AutoFill Intelligence: One-click optimal scheduling
• Employee Empowerment: Self-service reduces manager workload
• Real-Time Visibility: Monitor schedule status instantly
• Overtime Prevention: Proactive monitoring prevents costly overtime
• Flexibility: Accommodates shift trades and employee preferences

Ideal For

• Hospitality businesses (restaurants, hotels)
• Healthcare facilities (clinics, nursing homes)
• Retail stores
• Shift-based workplaces
• Businesses with hourly employees
• Organizations needing straightforward scheduling
• Teams without complex scheduling requirements

Pricing

• 30-day free trial available
• Custom pricing based on number of employees
• Different subscription lengths available
• Pricing calculator available on website
• No credit card required for trial

What Makes WhenToWork Different

WhenToWork is designed for teams needing straightforward scheduling without complex features. It focuses on core scheduling capabilities that shift-based workplaces actually need, making it particularly suitable for small to medium-sized businesses that don't need enterprise-level complexity.

Key Use Cases

• Shift scheduling and assignment
• Employee availability management
• Shift trading and coverage
• Overtime monitoring and prevention
• Time-off request handling
• Schedule communication

Target Industries

• Restaurants and food service
• Hotels and hospitality
• Retail stores
• Healthcare facilities
• Call centers
• Any shift-based operation