The When To Work Insider’s Guide
Everything we know about When To Work in one document: what it costs, its grades, getting a refund, getting help and what else to look at. Read it here, or keep a copy.
When To Work
The Insider’s Guide
Employee scheduling with every feature in one price by headcount
Every plan, grade, refund rule and rival among shift scheduling apps, read from When To Work’s own pages.
Made by WhenToWork, LLC · checked Nov 13, 2026 · toolgpa.com
Contents
- 01WelcomeWhat it is, who it suits, its grades and the ten things to know first
- 02What it costsEvery plan, the free plan, ways to pay less and how prices have moved
- 03What it doesIts main features, where it runs, what it works with and who makes it
- 04Where it standsIts grades against its category, and whether to keep it or make your own
- 05The alternativesThe tools it is most often weighed against, side by side
- 06Quick answersThe questions people ask about it, each answered in a line or two
- 07About ToolGPAWho made this guide, what else is on the site, and how to cite it
ToolGPA put this guide together from When To Work’s own pages, its app-store listings and our grades. Every fact in it is on When To Work’s page too, where it is kept up to date. Checked Nov 13, 2026.
Part 01 · Overview
Welcome
What it is, who it suits, its grades and the ten things to know first
2.4
GPA, above 34 of the 49 other shift scheduling apps we grade
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.
To get you started, here are 9 things to know about When To Work, taken from its own pages and our grades.
Setting up schedules and staff is the work.
- 1
Best for small teams of up to 10 on a flat price
It has no time clock, and the rates are called introductory with no end date.
- 2
Paid plans start at $38 a month
As its pricing page puts it: $38 per month for up to 10 employees.
- 3
You can try it first
30-day free trial, no credit card or phone number required.
- 4
It runs on 3 platforms
Web, iOS and Android.
- 5
Drag-and-drop scheduling
Schedules are built by drag and drop from reusable templates, with spreadsheet-style list, calendar and multi-location views.
- 6
AutoFill
A one-click AutoFill fills open shifts.
- 7
Requests and trades
Managers approve time-off requests and shift trades or pickups; employees can pick up open shifts.
- 8
A 2.4 GPA, above 34 of 49
That is against the other shift scheduling apps we grade, on value, the free plan, features, ease of use and platforms.
- 9
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.
When To Work at a glance
- Pricing
- Free trial, from $38 per month for up to 10 employees
- Free plan
- No
- Free trial
- 30-day free trial, no credit card or phone number required.
- Runs on
- Web, iOS, Android
- Made by
- WhenToWork, LLC
- Category
- Shift Scheduling
- Our grade
- 2.4 GPA, fair
The report card
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.
| Subject | Grade | Comment |
|---|---|---|
| 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. |
An A is worth 4 points, a B 3, a C 2, a D 1 and an F nothing. The GPA is the average of the five.
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 it 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
Good to know
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.
Part 02 · Pricing
What it costs
Every plan, the free plan, ways to pay less and how prices have moved
$38
A month to start
When To Work is a paid product with a free trial, starting at $38 per month for up to 10 employees.
Per head for a small team that is inside the cheaper quarter.
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.
Trying it first
30-day free trial, no credit card or phone number required.
Read from whentowork.com on Nov 13, 2026.
Ways to pay less
Annual discount
Save 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
Part 03 · Features
What it does
Its main features, where it runs, what it works with and who makes it
3
Places it runs: Web, iOS and Android
Employee scheduling with every feature in one price by headcount. Here is what it does, as its own site describes it, and what it covers: auto-scheduling, calendar, shift scheduling, time off.
Drag-and-drop scheduling, AutoFill, trades and requests, messages and a mobile app.
- 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.
Where it runs
- Web
- iOS
- Android
What it works with
Its own pages name no integrations.
When To Work is made by WhenToWork, LLC.
Part 04 · Standing
Where it stands
Its grades against its category, and whether to keep it or make your own
34/49
Other shift scheduling apps it is graded above
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
- CFree plan and trialAbove 28 of 49
- CFeaturesAbove 0 of 49
- CEase of useAbove 0 of 49
- BPlatforms and integrationsAbove 16 of 49
Price against what you get
Each dot is one of 29 shift scheduling apps. Further left costs less; higher up scores better on features, ease of use and platforms. When To Work is the marked dot.
What paid plans start at, a month (each step along is roughly double) →
Keep it, or make your own?
Whether this is something you could build for yourself with an AI app builder, and what you would give up.
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.
Part 05 · Alternatives
The alternatives
The tools it is most often weighed against, side by side
When I Work, Homebase, Sling by Toast, Shiftbase and ZoomShift
The 5 tools When To Work is most often weighed against, with where each one differs from it.
- 2.8GPA
When I Work
Free trial · from $2.50/mo
Staff scheduling with auto-fill, shift trades and an add-on time clock.
- When To Work also covers calendar.
- When I Work also covers team chat and time clock.
- 3.2GPA
Homebase
Free plan · from $24/mo
Small-business scheduling, time clock and payroll, priced per location.
- Homebase has a free plan. When To Work does not, though it has a free trial.
- When To Work also covers auto-scheduling and calendar.
- Homebase also covers team chat, payroll, time clock, job board posting and employee records.
- 2.8GPA
Sling by Toast
Free plan · from $1.70/mo
Free shift scheduling for up to 30 users, with paid time clock tiers.
- Sling by Toast has a free plan. When To Work does not, though it has a free trial.
- When To Work also covers calendar.
- Sling by Toast also covers tasks, team chat and time clock.
- 2.6GPA
Shiftbase
Free plan · from €27/mo
Dutch shift scheduling, time clock and absence app, free to 15 staff.
- Shiftbase has a free plan. When To Work does not, though it has a free trial.
- When To Work also covers auto-scheduling and calendar.
- Shiftbase also covers reports, time clock and employee records.
- 2.4GPA
ZoomShift
Free plan · from $2/mo
Employee scheduling and time clock, free for up to 20 users.
- ZoomShift has a free plan. When To Work does not, though it has a free trial.
- When To Work also covers calendar.
- ZoomShift also covers time clock and applicant tracking.
Part 06 · Questions
Quick answers
The questions people ask about it, each answered in a line or two
12
Questions, each answered in a line or two
The short version of everything above, for when you only need the answer. Each one is told in full in its part of the guide.
Is When To Work free?
No, When To Work is a paid product, but you can try it first. 30-day free trial, no credit card or phone number required.
How much does When To Work cost?
When To Work lists 4 plans. 1 month: $38 per month for up to 10 employees.
What platforms does When To Work work on?
When To Work is available on Web, iOS and Android.
Does When To Work offer any discounts?
When To Work publicly lists the following: Save by paying ahead.
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.
Who makes When To Work?
When To Work is made by WhenToWork, LLC.
What are the alternatives to When To Work?
The closest alternatives to When To Work in our directory are When I Work, Homebase, Sling by Toast, Shiftbase and ZoomShift.
How does When To Work compare with other 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.
Is When To Work good value for money?
ToolGPA grades When To Work B for value for money. 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.
Could I make my own version of When To Work?
The plain part of When To Work you could make: time off and calendar. What surrounds it you could not.
Where this guide comes from
The prices, plans, platforms and features were read from When To Work’s own pages on Nov 13, 2026, and the grades were given on Nov 13, 2026. 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.
Every tool we list gets five grades, A to F, each with its reason, and a GPA that averages them. How each is decided is at toolgpa.com/grades. This guide is ToolGPA’s own work; it is not made, paid for or approved by WhenToWork, LLC. Prices change, so check whentowork.com before you buy.
Part 07 · About
About ToolGPA
Who made this guide, what else is on the site, and how to cite it
7,721
Tools graded, in 95 categories
ToolGPA grades software the way a school report grades a pupil: five subjects, a letter for each with the reason written beside it, and a GPA that averages them. Prices, plans and platforms are read from each maker’s own pages and dated, so you always know how fresh a figure is.
Every grade, review and ranking on ToolGPA is our own judgement. No company can pay for a grade or change one. Every tool on the site has a guide like this one, free to download and pass on. It all lives at toolgpa.com.
7,721
tools graded
95
categories
739
price changes on record
579
apps priced in 12 countries
What else is on toolgpa.com
- When To Work, kept up to dateEverything in this guide, with prices and grades as they are todaytoolgpa.com/tools/whentowork
- How grades are givenThe rules behind every letter and every GPAtoolgpa.com/grades
- Value chartsWhat each tool costs against what it scores, for every categorytoolgpa.com/charts
- CompareAny two tools side by side, plan by plantoolgpa.com/compare
- Price changesEvery price rise and cut on record, each with its sourcetoolgpa.com/price-changes
- Prices by countryWhat apps cost on the App Store in 12 countriestoolgpa.com/prices-by-country
- Pay lessEvery public discount: yearly billing, students, nonprofitstoolgpa.com/save
- Keep or makeWhich tools are worth paying for, and which you could build yourselftoolgpa.com/keep-or-make
Scan for the live page
Prices and grades as they are today
Quoting this guide?
Please name ToolGPA and link to the live page, so readers can check the figures for themselves:
ToolGPA, "When To Work: The Insider's Guide", checked Nov 13, 2026. https://toolgpa.com/tools/whentowork
Know someone choosing between shift scheduling apps?
Send them this guide: toolgpa.com/tools/whentowork/guide
ToolGPA elsewhere: youtube.com/@toolgpa
See our other guides
The best-graded shift scheduling apps after When To Work, each with an Insider's Guide of its own.
- Shift Scheduling Insider's GuideEvery one of the 50 shift scheduling apps we grade, compared
- Connecteam Insider's GuideEmployee app for shifts, time clock, chat and HR, free up to 10 users3.2 GPA
- Homebase Insider's GuideSmall-business scheduling, time clock and payroll, priced per location3.2 GPA
- 7shifts Insider's GuideRestaurant scheduling, time clock, tips and payroll, per location3.0 GPA
Choosing software? Every tool graded, every price dated.
Compare tools at toolgpa.com ›Everything in this guide is ToolGPA’s own summary of what When To Work’s pages, its app-store listings and public reviews said on the dates shown. Grades are our judgement under the rules at toolgpa.com/grades. Every grade, review and ranking on ToolGPA is our own judgement. No company can pay for a grade or change one. When To Work is a trademark of its owner, and this guide is not made, paid for or approved by WhenToWork, LLC. Prices and plans change: check whentowork.com before you buy.