# When To Work review (2026): is it worth $38 a month?

> Employee scheduling with every feature in one price by headcount

Checked Nov 13, 2026 · graded Nov 13, 2026 by ToolGPA.

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.

- **Category:** Shift Scheduling
- **Made by:** WhenToWork, LLC
- **Website:** https://whentowork.com
- **Runs on:** Web, iOS, Android
- **Who should skip it:** Skip it if you need a built-in time clock.
- **Facts last checked:** Nov 13, 2026

## 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.

- **Pricing model:** Free trial
- **Free plan:** None.
- **Free trial:** 30-day free trial, no credit card or phone number required.

| Plan | Price | What you get |
| --- | --- | --- |
| 1 month | $38 per 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 | $100 for 3 months, up to 10 employees, paid in advance | The page shows a $14 saving against three monthly payments. |
| 6 months | $164 for 6 months, up to 10 employees, paid in advance | The page shows a $64 saving against six monthly payments. |
| 1 year | $273 for 1 year, up to 10 employees, paid in advance | The page shows a $183 saving against twelve monthly payments. |

Read from https://whentowork.com/pricing.htm on Nov 13, 2026. Prices change, so confirm with When To Work before buying.

## Ways to pay less

- **Save by paying ahead** (Annual discount): 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. Source: https://whentowork.com/pricing.htm

## 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.

## Good for

- Small teams that want a flat price covering every manager and employee
- Seasonal businesses that want to pause a subscription
- Schedulers who export hours to a separate payroll or 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.

## ToolGPA grades

**GPA: 2.4 out of 4**, graded Nov 13, 2026. 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.

- **Value for money: B.** $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.
- **Free plan and trial: C.** A 30-day free trial with no card or phone number.
- **Features: C.** Drag-and-drop scheduling, AutoFill, trades and requests, messages and a mobile app. But there is no time clock, only exports for one.
- **Ease of use: C.** No store rating on record. Setting up schedules and staff is the work.
- **Platforms and integrations: B.** Web plus a free mobile app for iPhone and Android. No desktop app and no integrations are listed.

These are ToolGPA's own grades. 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.

## Where it 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.

The category's chart of price against score: https://toolgpa.com/charts/shift-scheduling

## Keep it, 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.

- You could make: Time off and calendar: an app builder makes these well.
- You could not: A rota the whole staff sees on their phones, with swaps and alerts.
- You could not: A scheduler that rearranges your day as things move.
- You could not: A real app for iOS and Android. Something home-made would be a web page.

A judgement by ToolGPA from this listing, by rules that are the same for every tool. Nothing was built to test it.

**Tags:** Shift scheduling, Auto-scheduling, Time off, Calendar

## Alternatives

- [When I Work](https://toolgpa.com/tools/when-i-work): Staff scheduling with auto-fill, shift trades and an add-on time clock. [Compare](https://toolgpa.com/compare/when-i-work-vs-whentowork)
- [Homebase](https://toolgpa.com/tools/homebase): Small-business scheduling, time clock and payroll, priced per location. [Compare](https://toolgpa.com/compare/homebase-vs-whentowork)
- [Sling by Toast](https://toolgpa.com/tools/sling): Free shift scheduling for up to 30 users, with paid time clock tiers. [Compare](https://toolgpa.com/compare/sling-vs-whentowork)
- [Shiftbase](https://toolgpa.com/tools/shiftbase): Dutch shift scheduling, time clock and absence app, free to 15 staff. [Compare](https://toolgpa.com/compare/shiftbase-vs-whentowork)
- [ZoomShift](https://toolgpa.com/tools/zoomshift): Employee scheduling and time clock, free for up to 20 users. [Compare](https://toolgpa.com/compare/whentowork-vs-zoomshift)

## Sources

The prices, plans, platforms and features above were read from these pages on Nov 13, 2026:

- https://whentowork.com/pricing.htm
- https://whentowork.com
- https://whentowork.com/mobile-employee-scheduling.htm
- https://whentowork.com/faq.htm

Page: https://toolgpa.com/tools/whentowork
Listed by ToolGPA (toolgpa.com).