When To Work review (2026): is it worth $38 a month?
Employee scheduling with every feature in one price by headcount
Black Friday: is there a When To Work sale?
When To Work report card
Fair · out of 4.0 · graded Nov 13, 2026
Best for small teams of up to 10 on a flat price
When To Work gives you every feature at one price by headcount, from $38 a month for up to 10 employees, with a free mobile app. It has no time clock, and the rates are called introductory with no end date.
Who When To Work is for
- Fits if you manage a team of up to 10 and want one price with no feature tiers
- Works for seasonal businesses that can pause the account in the off-season
Who When To Work is not for
- Skip it if you need a built-in time clock
- Tight if your team is bigger, as the price grows with the employee count
- Watch out: the page calls current rates reduced introductory pricing, with no end date
- Watch out: payment is by credit card or check, in US dollars
Why When To Work gets a 2.4
Five grades, each with its reason. The GPA is their average: an A is 4 points, an F is none.
- BValue for money$38 a month for up to 10 employees with everything and all managers included, or $273 for a year. Per head for a small team that is inside the cheaper quarter.
- CFree plan and trialA 30-day free trial with no card or phone number.
- CFeaturesDrag-and-drop scheduling, AutoFill, trades and requests, messages and a mobile app. But there is no time clock, only exports for one.
- CEase of useNo store rating on record. Setting up schedules and staff is the work.
- BPlatforms and integrationsWeb plus a free mobile app for iPhone and Android. No desktop app and no integrations are listed.
What these grades rest on. Graded from this listing, whose facts were read from When To Work's own pages on 13 November 2026. Not based on using the product, and shorter than our full reviews. How we review and grade.
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<a href="https://toolgpa.com/tools/whentowork#review"><img src="https://toolgpa.com/badge/whentowork.svg" alt="When To Work: 2.4 GPA on ToolGPA" width="196" height="56"></a>Where When To Work stands among shift scheduling apps
When To Work's GPA of 2.4 is higher than 34 of the 49 other shift scheduling apps we grade, and level with 7.
It stands best on value for money (B, above 38 of 49) and worst on features (C, above 0).
Its paid plans start at $38 a month, against a middle price of $16.76 for the category: 23 of the 28 others that charge start lower.
On features, ease of use and platforms it scores 2.3 out of 4. 11 tools score higher and cost less.
Each grade against the category
Every bar is all 50 shift scheduling apps we grade, cut by the letter each got. When To Work’s own letter is outlined.
- BValue for moneyAbove 38 of 49, level with 11
- CFree plan and trialAbove 28 of 49, level with 14
- CFeaturesAbove 0 of 49, level with 22
- CEase of useAbove 0 of 49, level with 42
- BPlatforms and integrationsAbove 16 of 49, level with 33
Price against what you get
Each dot is one of 29 shift scheduling apps. Further left costs less, and higher up scores better on features, ease of use and platforms. Point at a dot to see which tool it is.
Features, ease of use and platforms, averaged
What paid plans start at, a month (each step along is roughly double) →
- The best score at each price
- Has a free plan
- No free plan
Keep When To Work, or make your own?
Keep it
The plain part of When To Work you could make: time off and calendar. What surrounds it you could not. The 3 things listed below take a company, not a weekend.
It is one of the better ones too: its GPA of 2.4 is higher than 34 of the 49 other shift scheduling apps we grade. It costs $456 a year.
What you could make
- Time off and calendar: an app builder makes these well.
What you could not
- A rota the whole staff sees on their phones, with swaps and alerts.
- A scheduler that rearranges your day as things move.
- A real app for iOS and Android. Something home-made would be a web page.
What this rests on. When To Work’s listing: what it does, where it runs, what it plugs into and what it costs. It is a judgement about the kind of software this is. We have not built a replacement for it, and making your own means looking after it too. How we decide, and every tool’s verdict.
What is When To Work?
When To Work, also written WhenToWork or W2W, is employee scheduling software with drag-and-drop schedule building, reusable templates and a one-click AutoFill. The price covers all managers and employees and rises with the maximum number of employees, and longer prepaid terms cost less per month. It does not include a time clock.
Worth knowing
- The price depends on the maximum number of employees: the pricing page shows $38 a month for up to 10 and recalculates for larger teams.
- It does not provide a time clock; the FAQ points to exports for time clock and payroll programs.
- The pricing page calls the current rates reduced introductory pricing and gives no end date.
- The page states payment is by credit card or check, in US dollars.
Key features
- Drag-and-drop scheduling
- Schedules are built by drag and drop from reusable templates, with spreadsheet-style list, calendar and multi-location views.
- AutoFill
- A one-click AutoFill fills open shifts.
- Requests and trades
- Managers approve time-off requests and shift trades or pickups; employees can pick up open shifts.
- Messages and alerts
- Email, text and shift alerts keep staff informed, and managers can send urgent alerts from the app.
- Free mobile app
- The mobile app is free for managers and employees, with iOS and Android store links on the vendor's site.
- Pause for the off-season
- The vendor says an account can be suspended for the off-season at no cost while keeping employee data and past schedules.
When To Work pricing
As of Nov 13, 2026, When To Work is a paid product with a free trial, starting at $38 per month for up to 10 employees.
- Starts at
- $38 per month for up to 10 employees
- Free plan
- None
- Free trial
- 30-day free trial, no credit card or phone number required.
| Plan | Price | What you get |
|---|---|---|
| 1 month | $38per month for up to 10 employees | All features, all managers and employees included. The price grows with the employee count entered on the page. |
| 3 months | $100for 3 months, up to 10 employees, paid in advance | The page shows a $14 saving against three monthly payments. |
| 6 months | $164for 6 months, up to 10 employees, paid in advance | The page shows a $64 saving against six monthly payments. |
| 1 year | $273for 1 year, up to 10 employees, paid in advance | The page shows a $183 saving against twelve monthly payments. |
Read from whentowork.com on Nov 13, 2026. Prices change, so confirm with When To Work before you buy.
Ways to pay less
- Annual discountSave by paying ahead
For up to 10 employees the page shows $100 for 3 months, $164 for 6 months and $273 for a year against $38 a month, saving $14, $64 and $183.
Stated on whentowork.com
When To Work alternatives
- When To Work vs When I Work
Free trial · from $2.50/mo
- When To Work vs Homebase
Free plan · from $24/mo
- When To Work vs Sling by Toast
Free plan · from $1.70/mo
- When To Work vs Shiftbase
Free plan · from €27/mo
- When To Work vs ZoomShift
Free plan · from $2/mo
Common questions
Does When To Work have a Windows app?
No Windows app was listed when its pages were read on Nov 13, 2026. When To Work is listed for Web, iOS and Android.
Does When To Work have a macOS app?
No macOS app was listed when its pages were read on Nov 13, 2026. When To Work is listed for Web, iOS and Android.
Is When To Work open source?
When To Work is not described as open source on its own site, as read on Nov 13, 2026.
Sources for this page
The prices, plans, platforms and features above were read from these pages on Nov 13, 2026.