By Andrew Martins, business.com Writer | Updated Jan 09, 2020
Employee scheduling software companies often offer the basics before adding features like automated schedule creation and extensive software integration, but WhenToWork goes the opposite way: It offers a pretty good feature set while overlooking basics like a simple timeclock. If you already have a way to mark when your employees start and end their days, though, WhenToWork is a fine, scalable choice with some modern accoutrements.
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WhenToWork offers its service as a monthly subscription. There are no added setup charges or hidden fees. Additionally, the company only charges its monthly fee based on the number of employees covered under the plan, rather than for each location or department.
When setting up an account, you can take advantage of a 30-day free trial before signing up for the paid service. Once the trial period ends, you have the choice to pay on a monthly, three-month, six-month or annual basis. The longer the payment period, the higher the savings.
Since WhenToWork's fee depends on the size of your company, you will have to visit its pricing page to get an accurate price estimate. The company's prices cover access for all employees and managers via their computers or mobile devices.
To highlight one potential scenario, imagine your company has 50 employees. At that size, you can expect to pay $49 per month, $132 every three months, $198 every six months or $330 every year. If your company then grows to 75 workers, those costs will go up to $72 per month, $192 every three months, $288 every six months or $480 every year.
According to the company, you can cancel your subscription at any time. However, you will not receive a refund for any unused time.
While WhenToWork doesn't have an integrated timeclock, it does have some worthwhile features that could make it appropriate for your small business.
As with most employee scheduling software options, managers can create varied or recurring schedules on a weekly basis, for each employee or location. While managers will likely do this by using WhenToWork's somewhat dated interface, they can also add shifts or import them from a template. In addition to manual schedule creation, WhenToWork has an autofill function that creates schedules with a single click, taking employees' preferences into account while preventing overtime and scheduling conflicts.
Shifts are easy to change. By clicking on a shift, you can see which employee would be the best fit to come in as a replacement. If you don't want to make the decision yourself, you can always unassign the shift and place it on the trade board for employees to claim it on their own. If you simply need to move shifts over from one day or time slot to another, you can use the software's drag-and-drop function, and all employees involved will be notified of the change by text or email.
Schedules can be viewed on a computer, phone, or tablet and displayed in various ways, such as in graphical, calendar, list or chart form in an hourly, daily, weekly or monthly format. Managers can see at a glance which employees have viewed their schedules and confirmed that they did so.
WhenToWork comes with dozens of reporting functions. Data on how your employees' schedules are panning out and their effect on your company's labor costs is a major tool for not only creating better schedules but becoming a more efficient operation altogether. WhenToWork allows you to customize reports so you can access and analyze the information you need most.
WhenToWork is a decent option for a small business's scheduling needs. That being said, there are some issues that any prospective user should note. First and foremost is how dated the interface looks and feels. Unlike the many companies that take a sleek, modern approach to the employee schedule-making process, WhenToWork's interface looks stuck in the '90s and early 2000s. It's just not as intuitive as other options on the market, especially since some functions require additional steps that feel more like stumbling blocks than useful input.
Another problem is that WhenToWork does not have an integrated timeclock or an option to add one for a fee. Getting a separate service provider for a timeclock is an added step and cost that most small business owners would likely eschew for a solution that has both.
If you need employee scheduling software with various integration options for your other business software, you may want to look elsewhere. The company doesn't integrate its service with any programs, nor does it provide API access. You can't import data into WhenToWork other than by manual upload of employee files. However, you can export text files of schedule data and then import them into other software, such as Google Calendar.
Finally, there's no customer support line with WhenToWork. You can only reach customer service by email. Its explanation for the lack of phone support is so it can "have our support team focus on very quickly and thoroughly answering your questions via email." While the company says its team responds to emails in a timely manner, calling a support line is usually the faster way to get answers.