WhenToWork Alternatives & In-Depth Review for 2024

Mike Kulakov, April 4, 2024
whentowork alternatives & in-depth review for 2023

Looking for efficient WhenToWork alternatives for managing employee schedules? WhenToWork is a specialized scheduling software designed to help businesses efficiently manage employee schedules. It offers the flexibility to create recurring or variable weekly plans, allowing users to manually add shifts or import them from templates. The software enables users to copy and relocate shifts, ensuring adaptability to changing staffing needs. With notifications sent via text messages or emails, employees are kept informed of any schedule changes. Additionally, Whentowork.com provides a trading board feature that allows employees to claim unassigned shifts.

This article aims to provide new users with an overview of WhenToWork, highlighting its key benefits, drawbacks, and alternative scheduling software options for informed decision-making. Stay with us to explore top-notch alternatives that can transform your scheduling experience.

WhenToWork Alternatives: An Overview for New Users

Affordability and Pricing

WhenToWork offers a pricing structure that sets it apart from other scheduling software options. Instead of a fixed price per user, they provide packages that include a preset number of users. This approach can be seen as a plus if your business falls within the range of available plans, as you can include multiple users at a relatively affordable cost.

whentowork pricing

However, it’s important to note that this pricing model can be a drawback for businesses that experience fluctuations in their staffing needs. When transitioning between tiers or needing to add additional users beyond the preset limits, the price can jump significantly. This unpredictability in pricing may be a consideration for businesses with rapidly changing employee numbers or seasonal variations in staffing requirements.

It’s recommended that new users carefully evaluate their long-term staffing needs and compare the pricing structure of Whentowork.com with alternative scheduling software options to ensure they select the most cost-effective solution for their specific circumstances.

User Interface and Design

One aspect that some users may find lacking is the user interface.


WhenToWork’s design has been described by some as somewhat outdated, reminiscent of Craigslist. However, it’s important to note that design preferences can vary among individuals, and what may seem unappealing to some could be perfectly acceptable to others.

Shifts by Everhour provides an intuitive solution for managing employee schedules with ease. From flexible scheduling options to mobile accessibility, it’s the ideal solution for optimizing workforce management in any industry.

Functionality and Features

WhenToWork provides a range of essential features necessary for managing employee schedules effectively. Let’s explore some of the most useful ones:

  • Automated Notifications: One of the standout features of WhenToWork is its ability to send automated notifications to employees. Whether schedules are created or modified, the software can automatically send texts, emails, and push notifications to keep everyone informed. This feature not only ensures that employees are aware of their shifts and any changes but also boosts accountability and communication within the team.
  • Integrations: WhenToWork provides seamless integration with various third-party modules, including Google apps, Outlook, OneLogin, and Google Calendar. This integration streamlines procedures and allows for a more efficient workflow. 
  • Scheduling Staff: Creating weekly schedules for single or multiple locations is made easy with WhenToWork. The software offers options for recurring or variable schedules to accommodate different business needs. The autofill feature assists in delegating assignments while avoiding shift conflicts, ensuring optimal coverage..
  • Bulletin Board and Announcements: WhenToWork includes a bulletin board feature where businesses can post announcements and updates. This serves as a centralized platform to keep everyone informed about current and forthcoming events and activities. 
  • Tracking Confirmations: Tracking confirmations from staff who check their schedules is crucial for effective management. WhenToWork provides the capability to receive confirmations and receipts, allowing you to stay updated on schedule statuses and any shift changes. The software also enables advanced email and text message alerts, ensuring that you have all the necessary information and notifications related to your current schedules.

However, some users have expressed frustration over the lack of clock-in/clock-out functionality, which is a crucial aspect for businesses that require time tracking. This omission may limit its suitability for organizations where precise attendance tracking is essential.

User Experience

WhenToWork provides a functional user experience that focuses on the essential aspects of scheduling and managing employee shifts. The software offers a straightforward interface that allows users to create schedules, manage shifts, and communicate with employees effectively. While the design may not be the most visually appealing or modern, the software prioritizes functionality and ease of use.

Some users have mentioned that the user interface of WhenToWork could benefit from a more modern and visually appealing design. While the interface is functional, it may not meet the aesthetic preferences of all users.

WhenToWork may have a slight learning curve for new users, particularly when it comes to navigating through the various features and functionalities. Some users have found the interface to be less intuitive compared to other scheduling software options.

WhenToWork interface has been criticized for requiring multiple steps to complete scheduling tasks. The absence of a straightforward drag-and-drop feature for shifting schedules, especially in the month view, may be a drawback for users who prefer a more streamlined and efficient experience.

A notable drawback of WhenToWork is the absence of clock-in/clock-out functionality. This feature is essential for businesses that require precise time tracking and attendance management.

Overall, WhenToWork provides a functional user experience with its focus on essential scheduling features. While the user interface may not be the most visually appealing and there is a slight learning curve, the software offers flexible scheduling options, automated notifications, and integration capabilities. However, businesses that require robust clock-in/clock-out functionality may need to consider alternative solutions.

13 Best WhenToWork Alternatives

Evaluation criteria

When considering alternatives to WhenToWork, rest assured that our reviews are unbiased and not swayed by payments from specific tools. We aim to provide straightforward recommendations you can trust. Feel confident exploring alternatives to WhenToWork, relying on our insights that are not influenced by external factors.

Comparison table

If WhenToWork doesn’t quite match the expectations of your business or you’re looking for a suitable alternative, below, we’ll go over nine different software you can’t go wrong with.

*Rating is taken from Capterra
Name Focus For Whom Price Rating
Everhour Shifts Empowering shift-scheduling for better team management Designed for small to large teams of all industries Free 4.7 / 5
7Shifts Revolutionizing restaurant workforce management Ideal for restaurants and foodservice businesses $34.99 month/location 4.7 / 5
DeskTime Enhancing productivity with effective time tracking Perfect fit for small to large teams seeking productivity boost $9 month/user 4.5 / 5
Buddy Punch Streamlining time tracking for seamless operations Catering to small to large teams seeking cost-effective tracking $4.5 month/user +$19 monthly base fee 4.8 / 5
Deputy Empowering smooth employee scheduling & time clock Optimal for small to large teams in need of efficient scheduling $3.5 month/user 4.6 / 5
Zoomshift Seamless shift planning and employee time tracking Suitable for businesses requiring user-friendly workforce management $2 month/user 4.5 / 5
Sling Efficient scheduling & time clock with team communication Best for restaurants, healthcare, and retail businesses $2 month/user 4.6 / 5
Social Schedules Streamlining employee management & shift organization Perfect for businesses seeking user-friendly scheduling $16 month/location 4.5 / 5
ConnectTeam Simplifying team communication and employee engagement Ideal for businesses aiming to foster a collaborative work environment $35 /month + $0.6/month per user after 30 4.8 / 5
WhenIWork Simplifying employee scheduling and time tracking Designed for small to medium-sized businesses across various industries $2.5 month/user 4.5 / 5
Homebase All-in-one employee scheduling and time clock Best for small businesses in need of efficient workforce management $25 month/location 4.6 / 5
PlanDay Streamlining employee scheduling and communication Suitable for businesses with hourly workers seeking cost-effective scheduling $3 month/user 4.3 / 5
ShiftBase Comprehensive employee scheduling and time registration Designed for businesses looking for a user-friendly scheduling solution $32.5 /month 4.4 / 5

Shifts by Everhour

10 best employee scheduling software for 2023

Shifts by Everhour is an excellent alternative for businesses seeking a cost-effective solution. One of its major advantages is that it’s completely free, making it an appealing option for budget-conscious organizations. Developed by the experienced team behind Everhour, Shifts benefits from a solid background in time tracking and employee management.

The software boasts a robust set of the most essential shift-scheduling features, providing managers with the tools they need to efficiently create schedules for their teams. Even for those new to the platform, the learning curve is minimal due to its user-friendly interface, ensuring a smooth onboarding experience.


the 9 best when i work alternatives in 2023 [both paid and free]

When looking for top-notch WhenToWork alternatives, 7Shifts shines as an excellent choice for businesses in the food service industry. This specialized scheduling software offers a comprehensive set of features tailored to the unique needs of restaurants, cafes, and similar establishments.

Pros: With 7Shifts, you can enjoy labor compliance tools, sales forecasting, and seamless employee communication. The software’s integration with popular POS systems streamlines the scheduling process, ensuring a smooth and efficient workflow.

Cons: While 7Shifts excels in the food service sector, its specialization might limit its appeal to businesses outside this industry.


the 9 best when i work alternatives in 2023 [both paid and free]

DeskTime stands out as a versatile option suitable for businesses of all sizes seeking effective time tracking and employee scheduling solutions. This user-friendly software offers a host of features to streamline your workforce management.

Pros: DeskTime empowers you with precise time tracking, productivity analysis, and project management tools. Its comprehensive reporting capabilities give you valuable insights into your team’s performance and efficiency.

Cons: While DeskTime excels in time tracking and productivity analysis, it might not offer the same depth of shift scheduling features as other specialized alternatives.

Buddy Punch

the 9 best when i work alternatives in 2023 [both paid and free]

Among the array of WhenToWork alternatives, Buddy Punch emerges as a user-friendly and cost-effective solution for businesses seeking streamlined employee scheduling and time tracking.

Pros: Buddy Punch offers a simple and intuitive interface, making it easy for both managers and employees to navigate. It provides robust time tracking features, including clock-in/out options and geolocation tracking for remote teams.

Cons: While Buddy Punch covers essential scheduling and time tracking needs, it might lack some of the advanced features found in more specialized alternatives.


the 9 best when i work alternatives in 2023 [both paid and free]

Deputy is a powerful and versatile WhenToWork alternative. This workforce management software caters to various industries, offering a comprehensive suite of features to streamline your scheduling and employee management tasks.

Pros: Deputy boasts advanced shift scheduling capabilities, including shift swapping and auto-scheduling based on employee availability. Its mobile app enables employees to clock in and out, view schedules, and receive notifications on the go.

Cons: Despite its extensive functionality, some users may find that Deputy’s pricing plans can be costly for businesses with large teams or specific requirements.


the 9 best when i work alternatives in 2023 [both paid and free]

For businesses seeking a user-friendly and cost-effective WhenToWork alternatives, ZoomShift emerges as a compelling option. This employee scheduling software offers a straightforward approach to shift planning and management.

Pros: ZoomShift’s intuitive interface allows managers to quickly create schedules, assign shifts, and track employee availability. The software also provides valuable insights into labor costs and overtime, helping businesses optimize their workforce management.

Cons: While ZoomShift is a reliable scheduling tool, it may not offer the same level of complexity and customization as some dedicated shift scheduling software with more advanced features.


the 9 best when i work alternatives in 2023 [both paid and free]

If you’re in need of an all-in-one solution for shift scheduling and team communication, Sling presents itself as a comprehensive WhenToWork alternative. This workforce management software caters to a diverse range of industries, offering an array of features to optimize your scheduling process.

Pros: Sling’s robust features include shift planning, time tracking, task assignments, and internal messaging, making it a one-stop solution for efficient team management. It also provides a built-in newsfeed to keep employees updated on company announcements and updates.

Cons: While Sling offers a wide range of functionalities, some businesses with highly specialized scheduling needs may require more niche-focused shift scheduling software.

Social Schedules

the 9 best when i work alternatives in 2023 [both paid and free]

Social Schedules software caters to businesses of all sizes, providing a tailored solution to meet diverse scheduling needs.

Pros: Social Schedules offers extensive customization options, allowing businesses to create unique shift templates, manage time-off requests, and set up scheduling rules specific to their industry. The software also integrates with popular payroll and HR systems, streamlining the entire workforce management process.

Cons: While Social Schedules excels in customization and scalability, some users may find that its advanced features come with a steeper learning curve compared to simpler shift scheduling tools.


the 9 best when i work alternatives in 2023 [both paid and free]

For businesses in search of an all-in-one solution that combines shift scheduling, employee communication, and task management, ConnectTeam presents itself as a comprehensive WhenToWork alternative. This employee management platform caters to various industries, offering a seamless experience for both managers and employees.

Pros: ConnectTeam’s integrated features include shift planning, time tracking, team messaging, and file sharing, allowing for streamlined communication and collaboration. The platform also offers robust reporting and analytics to help businesses gain insights into their workforce performance.

Cons: While ConnectTeam is a versatile employee management platform, businesses with specific and complex scheduling needs may benefit from specialized shift scheduling software with more advanced features.



Homebase is all-in-one workforce management platform offers a comprehensive suite of features, from shift scheduling to time tracking and team communication.

Pros: Homebase’s user-friendly interface allows for quick and efficient shift planning, with the ability to manage employee availability and time-off requests. The platform also integrates with popular POS and payroll systems, streamlining the entire workforce management process.

Cons: While Homebase is an excellent all-in-one solution, some businesses with specific and complex scheduling requirements may prefer specialized shift scheduling software with more advanced features.


whentowork alternatives & in-depth review for 2023

When seeking a versatile and feature-rich WhenToWork alternatives, Planday stands out as a top choice for businesses with complex scheduling needs. This employee scheduling software offers a comprehensive set of features tailored to various industries.

Pros: Planday’s advanced shift scheduling capabilities include automated scheduling, employee self-service, and the ability to handle variable work patterns. The platform also offers robust reporting and analytics to help businesses optimize their workforce management.

Cons: While Planday excels in advanced shift scheduling, some businesses with more straightforward scheduling requirements may find it to be more complex than they need.


whentowork alternatives & in-depth review for 2023

Shiftbase presents itself as a comprehensive workforce management solution. This employee scheduling software caters to businesses of all sizes and industries.

Pros: Shiftbase offers a range of features, including shift planning, time tracking, and employee communication. Its intuitive interface allows for easy scheduling and efficient workforce management.

Cons: While Shiftbase is a reliable scheduling tool, some businesses with more complex scheduling needs may require specialized shift scheduling software with more advanced features.

WhenToWork Alternatives: Conclusion

While WhenToWork is a great tool for modern workplaces, it’s essential to explore other options for scheduling and time tracking. In this article, we’ve compiled a list of the top 13 WhenToWork alternatives, considering their features, functionality, and overall value for money.

Among them, Everhour Shifts stands out as a highly favorable choice for businesses seeking an efficient and user-friendly shift scheduling solution.

One of the most appealing aspects of Everhour Shifts is its cost-effectiveness, as it is completely free to use. Developed by the same team behind Everhour, a popular project time tracking software, you can trust the reliability and expertise of the developers.

Moreover, Everhour Shifts offers a solid set of essential shift-scheduling features without overwhelming users with a steep learning curve. Its user-friendly interface adds to the overall appeal, providing a seamless experience for both managers and employees alike.

For businesses looking to optimize their employee scheduling processes and enhance overall productivity, Everhour Shifts proves to be an excellent choice, making it a top contender among the array of WhenToWork alternatives.

Mike Kulakov

Mike Kulakov

IT entrepreneur, executive and a former engineer. Responsible for company growth as well as the team’s motivation. Big fan of playing tennis, snowboarding, traveling, reading books, and (of course) I live and breathe our product.