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SPECIFICTION
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WhenToWork

whentowork.com

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Spec score 7.9 #14 of 23 in Team Management

What it is

WhenToWork is online employee scheduling software for creating and updating team schedules. Its AutoFill feature uses employee availability, preferences, and skills to build schedules while aiming to prevent conflicts. Managers can also use drag-and-drop scheduling, templates, shift limits, overtime checks, and schedule tracking. Employees can request time off, trade shifts, and claim open shifts, subject to manager controls. The service offers 12 schedule views and supports schedules across locations and departments. Updates can be sent by email, text, or mobile app, and managers can export schedule data or send schedules to Google Calendar and Outlook. It runs on Android, iOS, macOS, web, and Windows. Plans cover up to 10 employees; the one-month option is $38 a month, and a 30-day trial is available. There is no free plan. WhenToWork was founded in 2000, is based in San Angelo, Texas, and is now part of TCP. It does not include a time clock, API, or direct customer-software connections.

Spec sheet

Product
WhenToWork is online employee scheduling software for creating and updating team work schedules.Read 8 Oct 2026 · whentowork.com
Intended users
The company describes WhenToWork as scheduling software for teams including universities, libraries, government departments, clinics, parks, and seasonal businesses.Read 8 Oct 2026 · whentowork.com
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.Read 8 Oct 2026 · whentowork.com
Support
The company provides support by email at [email protected] and says it usually responds within minutes.Read 8 Oct 2026 · whentowork.com
Headquarters
San Angelo, Texas, United StatesRead 28 Sep 2026 · whentowork.com
Founded
2000Read 28 Sep 2026 · whentowork.com
Company
WhenToWork says it was founded in 2000 and is now part of TCP.Read 8 Oct 2026 · whentowork.com
AutoFill
AutoFill builds schedules using employee availability, preferences, and skills, with the aim of avoiding conflicts.Read 8 Oct 2026 · whentowork.com
Calendar and data exports
Managers can export schedule data for other programs and send schedules to Google Calendar and Outlook.Read 8 Oct 2026 · www3.whentowork.com
Employee self-service
Employees can request time off, trade shifts, and claim open shifts, subject to manager controls.Read 8 Oct 2026 · whentowork.com
Integration limitation
The company says it does not directly connect to customer software or networks and does not offer an API or bidirectional queries.Read 8 Oct 2026 · whentowork.com
Notable limit
WhenToWork does not provide a time clock, though it says schedule data can be exported for time clock and payroll programs.Read 8 Oct 2026 · www3.whentowork.com
Notifications
The service sends schedule updates and notifications by email, text, and mobile app.Read 8 Oct 2026 · whentowork.com
Schedule tools
Managers can use drag-and-drop scheduling, templates, shift limits, overtime checks, and schedule tracking.Read 8 Oct 2026 · whentowork.com
Views and locations
The service offers 12 schedule views and supports viewing schedules across locations and departments.Read 8 Oct 2026 · whentowork.com

Plans and prices

WhenToWork subscription — up to 10 employees, 1 month $38 a month 1 MONTH up to 10 employees · includes all features · access for managers and employees via computer or mobile device Read 8 Oct 2026 · whentowork.com
WhenToWork subscription — up to 10 employees, 3 months $100, paid once 3 MONTHS up to 10 employees · includes all features · access for managers and employees via computer or mobile device Read 8 Oct 2026 · whentowork.com
WhenToWork subscription — up to 10 employees, 6 months $164, paid once 6 MONTHS up to 10 employees · includes all features · access for managers and employees via computer or mobile device Read 8 Oct 2026 · whentowork.com
WhenToWork subscription — up to 10 employees, 1 year $273 a year 1 YEAR up to 10 employees · includes all features · access for managers and employees via computer or mobile device Read 8 Oct 2026 · whentowork.com

Every WhenToWork plan and price →

Strong points and limits

Strong points

  • AutoFill uses availability, preferences, and skills.
  • Employees can request time off and trade shifts.
  • Offers 12 schedule views across locations and departments.
  • Schedule updates can arrive by email, text, or app.
  • Exports schedules to Google Calendar and Outlook.

Limits

  • No free plan; 30-day trial only.
  • Plans cover up to 10 employees.
  • No time clock, API, or direct software connections.

Who it suits

It suits teams such as universities, libraries, government departments, clinics, parks, and seasonal businesses that need employee scheduling and self-service shift tools. Teams needing a built-in time clock or direct software connections should note those omissions.

Verdict

WhenToWork combines automated scheduling, manager controls, and employee shift requests across several platforms. Its 10-employee plan limit and lack of a time clock or direct integrations are important constraints to weigh.

Where Specifiction places it

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