WhenToWork
Online employee scheduling software that provides comprehensive shift management capabilities for hospitality, healthcare, retail, and other shift-based businesses. Features AutoFill, Tradeboard, and real-time monitoring with a 30-day free trial.
About this tool
Overview
WhenToWork (W2W) is a scheduling tool that stands out for its practical shift management capabilities. It provides the complete set of must-have capabilities for robust and flexible employee scheduling suited for hospitality, healthcare, retail, and other shift-based businesses with hourly employees.
Features
Shift Scheduling & Management
- Drag-and-drop manual scheduling
- Choose from employee lists when adding or editing shifts
- Add employees, positions (jobs), and shifts easily
- AutoFill feature gets you the best schedule in just one click
- Use employee preferences, availability, and skills to build schedules
- Fair, flexible schedules that are easier to fill
Employee Self-Service
- Staff can set availability
- Trade shifts with manager oversight
- Request time off
- Real-time notifications
- Tradeboard for picking up open shifts
- Manager approval options or "at will" shift picking
Monitoring & Controls
- Real-time schedule statistics
- Monitor shift gaps
- Avoid overtime before it becomes a problem
- Track schedule coverage
- Identify scheduling conflicts early
Communication
- Built-in communication tools
- Notifications for schedule changes
- Real-time updates to employees
- Manager-to-employee messaging
Platform Support
- Web-based application
- Mobile access
- Employee mobile apps
- Manager dashboard
Benefits
- Simple Scheduling: No-frills interface focuses on essential features
- AutoFill Intelligence: One-click optimal scheduling
- Employee Empowerment: Self-service reduces manager workload
- Real-Time Visibility: Monitor schedule status instantly
- Overtime Prevention: Proactive monitoring prevents costly overtime
- Flexibility: Accommodates shift trades and employee preferences
Ideal For
- Hospitality businesses (restaurants, hotels)
- Healthcare facilities (clinics, nursing homes)
- Retail stores
- Shift-based workplaces
- Businesses with hourly employees
- Organizations needing straightforward scheduling
- Teams without complex scheduling requirements
Pricing
- 30-day free trial available
- Custom pricing based on number of employees
- Different subscription lengths available
- Pricing calculator available on website
- No credit card required for trial
What Makes WhenToWork Different
WhenToWork is designed for teams needing straightforward scheduling without complex features. It focuses on core scheduling capabilities that shift-based workplaces actually need, making it particularly suitable for small to medium-sized businesses that don't need enterprise-level complexity.
Key Use Cases
- Shift scheduling and assignment
- Employee availability management
- Shift trading and coverage
- Overtime monitoring and prevention
- Time-off request handling
- Schedule communication
Target Industries
- Restaurants and food service
- Hotels and hospitality
- Retail stores
- Healthcare facilities
- Call centers
- Any shift-based operation
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