WhenToHelp
whentohelp.com
What it 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 tools. AutoFill assigns shifts based on volunteer preferences and scheduling constraints. Volunteers can enter time preferences, request time off, take open shifts, and trade shifts through the Tradeboard. Email and text notifications can alert volunteers to schedules and changes. Schedules have configurable views and can be printed; schedule data export is listed as a Full Version feature. Schedules can also be viewed in Google Calendar and Outlook, with automatic export to both. The service is available on the web, Android, and iOS, while its mobile version opens in a phone or tablet browser without a required app download. WhenToHelp Lite is free with limits of 250 volunteers, 100 shifts per week, and 18 months of past schedule information. The Full Version starts at $16 a month for 1–10 helpers. A 30-day trial is available without a credit card.
Spec sheet
- What it does
- WhenToHelp is a cloud volunteer scheduling service for creating, publishing, changing and tracking volunteer shifts.Read 15 Oct 2026 · whentohelp.com
- Purpose
- WhenToHelp provides online scheduling for organizations that coordinate volunteers.Read 4 Oct 2026 · whentohelp.com
- Trial
- The site offers a 30-day free trial without requiring a credit card.Read 4 Oct 2026 · whentohelp.com
- Security
- The privacy policy says accounts are password-protected and data transmissions use SSL encryption.Read 4 Oct 2026 · whentohelp.com
- Support
- The maker says support is provided by a US-based center and usually answers email questions within minutes.Read 15 Oct 2026 · whentohelp.com
- Headquarters
- Tustin, California, USARead 28 Sep 2026 · whentohelp.com
- API and SDK availability
- Official feature and help pages document exports and calendar connections but do not describe a public API or SDK.Read 15 Oct 2026 · whentohelp.com
- AutoFill
- Its AutoFill feature assigns shifts using volunteer preferences and scheduling constraints.Read 4 Oct 2026 · whentohelp.com
- AutoFill scheduling
- Its one-click AutoFill engine assigns shifts using availability, preferences and scheduling constraints.Read 15 Oct 2026 · whentohelp.com
- Calendar integrations
- Schedules can export and automatically update in Google Calendar, and can reach Outlook or iCal through calendar synchronization.Read 15 Oct 2026 · whentohelp.com
- Charity access
- Qualifying charities can apply for extended free use of WhenToHelp Lite.Read 15 Oct 2026 · whentohelp.com
- Company founding
- WhenToWork says it has been an online scheduling leader since 2000.Read 15 Oct 2026 · whentohelp.com
- Company headquarters
- The listed company address is 360 E 1st St #301, Tustin, California 92780.Read 15 Oct 2026 · whentohelp.com
- Company ownership
- WhenToWork, Inc. identifies itself as a privately owned California corporation providing WhenToHelp.com.Read 15 Oct 2026 · whentohelp.com
- Coordinator permissions
- Accounts support unlimited coordinators with configurable permissions controlling what each coordinator can see and do.Read 15 Oct 2026 · whentohelp.com
- Data export
- Volunteer and schedule data can be exported, and schedules can be printed to PDF or exported as text.Read 15 Oct 2026 · whentohelp.com
- Data location
- The company says its servers and data are stored in the United States.Read 15 Oct 2026 · whentohelp.com
- 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.Read 4 Oct 2026 · whentohelp.com
- Free Lite limits
- WhenToHelp Lite is limited to 250 volunteers, 100 shifts per week, and 18 months of past schedule information.Read 4 Oct 2026 · whentohelp.com
- Independent feature coverage
- Capterra lists Google Calendar and Microsoft Outlook as the two integrations and describes web, Android and iPhone/iPad deployment.Read 15 Oct 2026 · capterra.com
- Independent pricing complaint
- A Capterra reviewer says pricing increases with larger employee counts and wishes emergency messages could reach staff without notification settings enabled.Read 15 Oct 2026 · capterra.com
- License model
- The terms describe paid subscription access to an online service and mobile apps; no open-source license is stated.Read 15 Oct 2026 · whentohelp.com
- 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.Read 15 Oct 2026 · capterra.com
- Limit: G2 reliability and design
- G2 reviewers report occasional lag, freezing, being kicked out and a dated or confusing layout.Read 15 Oct 2026 · g2.com
- Mobile access
- Mobile use is delivered through a browser at m.whentohelp.com on smartphones and tablets without installing an app.Read 15 Oct 2026 · whentohelp.com
- Notifications
- Email and text alerts can be sent when schedules or shifts change, with reminders and urgent alerts available.Read 15 Oct 2026 · whentohelp.com
- 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.Read 4 Oct 2026 · whentohelp.com
- Payment security
- Payment cards are handled by third-party PCI-DSS-compliant processors rather than stored by WhenToHelp.Read 15 Oct 2026 · whentohelp.com
- Praise: Capterra scheduling
- Capterra reviewers commonly praise easy multi-location scheduling, availability preferences, notifications, tradeboard and real-time changes.Read 15 Oct 2026 · capterra.com
- Praise: G2 usability
- G2 reviewers repeatedly describe the interface, mobile platform and shift claiming or swapping as easy to use.Read 15 Oct 2026 · g2.com
- Rating on Capterra
- 4.5 out of 5 from 8 reviewsRead 15 Oct 2026 · capterra.com
- Rating on G2
- 4.3 out of 5 from 3 reviewsRead 15 Oct 2026 · g2.com
- Rating on GetApp
- 4.5 out of 5 from 8 reviewsRead 15 Oct 2026 · getapp.com
- Rating on Software Advice
- 4.5 out of 5 from 8 reviewsRead 15 Oct 2026 · softwareadvice.com
- Recurring schedules
- Coordinators can create varied or repeating weekly schedules for one or more locations and import shifts from templates.Read 15 Oct 2026 · whentohelp.com
- Schedule tools
- Coordinators can create recurring schedules, use templates, and make drag-and-drop shift changes.Read 4 Oct 2026 · whentohelp.com
- Schedule views
- The service provides 12 configurable graphical, calendar, list and chart layouts with hourly through monthly views.Read 15 Oct 2026 · whentohelp.com
- Schedule views and export
- Schedules have configurable views and can be printed or exported, with schedule data export listed as a Full Version feature.Read 4 Oct 2026 · whentohelp.com
- Security statement
- The privacy policy says accounts are password protected and transmissions use industry-standard SSL encryption.Read 15 Oct 2026 · whentohelp.com
- Self-hosting
- The service is described as online subscription software, with no self-hosting deployment option documented.Read 15 Oct 2026 · whentohelp.com
- Shift changes
- Drag-and-drop editing, replacement suggestions and volunteer tradeboard workflows are provided for changing coverage.Read 15 Oct 2026 · whentohelp.com
- Time-off management
- Volunteers can request time off and approved requests update the schedule.Read 15 Oct 2026 · whentohelp.com
- Trial availability
- The advertised trial lasts 30 days without a credit card, although the current trial page says new trials are closed and to check back in 2024.Read 15 Oct 2026 · whentohelp.com
- Volunteer participation
- Volunteers can enter time preferences, request time off, pick up open shifts, and trade shifts through the Tradeboard.Read 4 Oct 2026 · whentohelp.com
Plans and prices
WhenToHelp Lite Free 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 Read 4 Oct 2026 · whentohelp.com
1-10 helpers monthly $16 a month monthly 1–10 helpers · full version Read 15 Oct 2026 · whentohelp.com
WhenToHelp Full Version $16 a month 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 Read 4 Oct 2026 · whentohelp.com
11-30 helpers monthly $33 a month monthly 11–30 helpers · full version Read 15 Oct 2026 · whentohelp.com
31-60 helpers monthly $54 a month monthly 31–60 helpers · full version Read 15 Oct 2026 · whentohelp.com
WhenToHelp Full Version $66, paid once Total price 6 months 1–10 helpers · 11–30: $132 · 31–60: $216 · 61–100: $312 · 101–150: $390 · 151–200: $468 Read 4 Oct 2026 · whentohelp.com
61-100 helpers monthly $78 a month monthly 61–100 helpers · full version Read 15 Oct 2026 · whentohelp.com
101-150 helpers monthly $97 a month monthly 101–150 helpers · full version Read 15 Oct 2026 · whentohelp.com
1-10 helpers annual $110 a year 1 year total 1–10 helpers · full version Read 15 Oct 2026 · whentohelp.com
WhenToHelp Full Version $110 a year Total price 1 year 1–10 helpers · 11–30: $220 · 31–60: $360 · 61–100: $520 · 101–150: $650 · 151–200: $780 Read 4 Oct 2026 · whentohelp.com
151-200 helpers monthly $117 a month monthly 151–200 helpers · full version Read 15 Oct 2026 · whentohelp.com
11-30 helpers annual $220 a year 1 year total 11–30 helpers · full version Read 15 Oct 2026 · whentohelp.com
Strong points and limits
Strong points
- AutoFill considers volunteer preferences and scheduling constraints
- Volunteers can pick up or trade shifts
- Schedules can sync to Google Calendar and Outlook
- 30-day trial requires no credit card
Limits
- Lite is limited to 250 volunteers
- Lite allows 100 shifts per week
- Lite includes 18 months of past schedule information
Who it suits
WhenToHelp suits organizations that coordinate volunteer shifts and want volunteers to manage preferences, time off, open shifts, or trades themselves. Charities meeting the stated US or Canadian eligibility criteria can apply for extended free use.
Verdict
WhenToHelp offers scheduling tools for coordinators alongside self-service options for volunteers. Check the Lite limits and Full Version pricing tier for your helper count before choosing a plan.
Where Specifiction places it
- Event Volunteer Management Software#8 of 298.4
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