We get lots of customer feedback & reviews!

Here are some testimonials from a few of the various industries we serve.

Click an industry to view testimonials.

We strictly protect the privacy of our users - all posted comments and reviews are used with permission.

Have comments about WhenToWork? Please email us.

This has reduced our scheduling time in 1/2.

University of Wisconsin-Platteville logo

University of Wisconsin-Platteville

I would pay for this product out of my own pocket if my company stopped paying for it. That is how much I value the flexibility and power of this software. Thank you for creating an affordable and incredible system that makes my job better.

You guys are my heroes! I can’t say enough good things about this program and your support. My dean has been pretty impressed with the way the program has worked for our department. Our IT department was really the nay-sayers when they found out that support was through email only, but every time... no matter what… you guys have been super fast and wow… it’s just awesome. Every day I get excited because I find another bell or whistle feature that I didn’t realize was there. One thing that I want to tell you: we have people in our department that are just not technological, they can use power point, but that’s about it. I gave them a log in so they could see their students’ schedules, and they were up and running in less than 5 minutes. Wow!

Kelly Weller MA, LP Professor
Emergency Medical Services Program

Lone Star College
Houston, TX

Webster University Help Desk has used WhenToWork for over two years now. WhenToWork not only saves myself and my staff many hours a week it allows me to run ad hoc reports to support my business needs. It has also enabled us to track staffing over time, display our schedules in different ways to suit different needs and provides a robust communication system as well. My staff of mainly student workers like the easy to use interface and my managers like the versatility. WhenToWork was just what we were looking for and its low cost and hosted service are an added bonus.

Kristi Evans
Assistant Director

Webster University
IT Information Services
St. Louis, MO

Wow. The WhenToWork scheduling software has been nothing short of magnificent when it comes to the needs of our college. I got the WhenToWork recommendation from a colleague at another college and gave the program a try. I was a little nervous about the "email support" instead of phone coverage when it comes to troubleshooting. Fortunately, W2W has always responded promptly to any support questions I've sent them. Their email answers include screen shots and clearly defined steps to resolve the problem. I sent in a suggestion for an update of the program and saw it implemented less than a month later. The change really helped the program fit the needs of our college. I've always found the support team responsive and helpful. WhenToWork makes my job much easier. You guys ROCK! Thanks so much.

A Dreamer, MA
Interpreter Senior/Scheduler

Santa Rosa Jr College
Disability Resources Dpt

I would just like to say thank you for the wonderful service that you provide. Since I’ve applied it at my place of business, I’ve saved myself 2-3 hours PER WEEK! It’s such a success that all of my fellow managers are in the process of converting all of their scheduling to When2Work. The product speaks for itself. I thank you also for your level of service. Inquiries are answered quickly, professionally and thoroughly. I would recommend W2W to anyone!

University Dining

The Furman University Libraries have been using WhenToWork for six years to manage the scheduling of 50 student assistants and 3 libraries. During that time, the WhenToWork team has continually improved and enhanced their product. The platform is easy to use and intuitive and allows us to use ONE product for multiple things – scheduling students, communicating with students, and tracking availability and absenteeism. The reporting function is amazing in itself! In addition, it gives our student assistants control over scheduling and shift trades, lessening the need for supervisor involvement. On top of everything else, customer service support and response time is some of the best I have ever experienced! Whenever my colleagues ask for a recommendation for scheduling, I ALWAYS recommend WhenToWork!

Robyn Andrews

Furman University Libraries logo

Furman University Libraries
Disability Resources Dpt

We face a tremendous challenge every day at SeniorCare EMS to maintain our ever growing and changing schedule. We have a staff of 350 employees who all have individual job needs due to their own personal family and school schedules. WhenToWork has helped us allow our employees flexibility with their schedule, ease of communication with management and other staff, and ease of covering shifts. We constantly are asking to staff special events and special transports at the last minute. WhenToWork is ideal for helping us reach out to our staff and staff these events rapidly. The support staff at WhenToWork has been very quick to answer any of our concerns or questions. We look forward to continuing to grow with WhenToWork!

Joshua Hans BS

SeniorCare EMS logo

SeniorCare EMS
Bronx, NY

When To Work has allowed us an easy way to page out our dive team during emergency responses. We have used pagers in the past, but the functionality of the message system of When To Work has allowed us to page out via text to phones and is very user friendly for our dispatchers to page out the dive team and give updates to us as we respond. Thank you When To Work.

R.L. Hunter

Clear Lake Emergency Medical Corps logo

Clear Lake Emergency Medical Corps
Webster, TX

I am a paramedic for Atlantic Ambulance. This is a second career for me. My first career is that of a television director and the TV business is quite dynamic. A show for tomorrow or next week can come up at a moment’s notice (and go away as quickly). The melding of these two vastly different occupations DEMANDS FLEXIBILITY. With When2Work, no matter when or where in the world I am, I can quickly add or drop shifts as the need arises. There is ABSOLUTELY NO WAY I could handle both careers without this invaluable tool. BRAVO W2W!!!!!

Scott Levine
Paramedic - Atlantic Ambulance and Owner


Basking Ridge, NJ

Whentowork.com is worth every penny no matter the size of your organization. Whatever your company's internal attendance and scheduling policy may be Whentowork.com will work for you and your employees. Why wouldn't you want to empower your employees to take control of their scheduling so that management can focus on their other duties?

The Public Theater logo

The Public Theater
New York, NY

This site is easy to use and very adaptable!

Sleuths Mystery Dinner Shows logo

Sleuths Mystery Dinner Shows
Orlando, FL

I have been using When2Work for over a year now and I can’t even begin to list all of the ways it’s made our lives easier. Not only does it save me time & energy when creating a schedule, it gives the staff the perfect amount of freedom to trade, pick-up, offer shifts to others & set their conflicts in clear & simple ways. As our department continues to grow, When2Work makes that transition work go much more smoothly than any other scheduling method we’ve ever tried.

Jeffrey Rega
Customer Service Manager

TheaterMania.com OvationTix logo

TheaterMania.com OvationTix
New York, NY

Our volunteers love the ability to see where volunteers are needed and sign up online without coming to the theater. They find it easy to use and far more convenient than the previous system. Since using this system the filling of slots has improved dramatically over the old paper calendar.

Ray York
Volunteer Coordinator

The Lyric Theatre logo

The Lyric Theatre
Blacksburg, VA

We use W2W to schedule both Part-Time and Volunteer Interpreters as well as Volunteer Greeters and other Volunteer Staff. Our employees have many different levels of computer skills so it was important to find a system that would be easy to navigate. Most of our staff became proficient in just a few weeks! We often need to call extra staff in at the last minute, and W2W makes that easy to do. We post shifts, and they are picked up within a matter of hours. Our employees love the ability to post a shift and check on the status of a possible trade at any time.  W2W allows me to schedule Part-Time staff according to their requirements, but to allow Volunteers to choose their shifts, offering the flexibility we offer for Volunteers. Having Part-Time staff take the responsibility to enter their own availability has allowed me to work more efficiently and given them the opportunity to be proactive with their scheduling needs. The staff at W2W quickly replies to any questions or issues and have often given suggestions that make things even easier.

Jeni Jackson
Scheduling Coordinator, Public Programs

Winterthur Museum, Garden & Library logo

Winterthur Museum, Garden & Library
Winterthur, DE

When to Work makes managing schedules a breeze for our business. Our hours of operation change frequently and When to Work makes it easy to keep employees up to date and the schedule current. It is very effective at communicating with all employees at once without the hassle of a group messaging app or group chat. It is simple and straightforward to use and I couldn't imagine scheduling any other way in the entertainment/recreation industry.

Sky Zone Trampoline Park logo

Sky Zone Trampoline Park
Belden Village, OH

I have demoed two other web based scheduling programs and when I tried whentowork.com I was so impressed I signed up for a year even before my expiration of my demo. Your program is very user friendly and easy to use. I love the features...It is rare to find this much efficiency in the software/web industry! I will certainly pass along and recommend your services!

Patty Kline


Sittler Golf Center logo

Sittler Golf Center
Kutztown, PA

I have used WhenToWork (W2W) for many years, in several different seasonal businesses. In addition, I have frequently recommended WhenToWork to other operators. W2W is a wonderful solution when you have many part-time employees, with variable schedules. WhenToWork ensures your employees know when and where they are scheduled to work. Employees take responsibility for their schedule by keeping them up-to-date with schedule changes, providing online access to their schedule, allowing the employee to control the way they are notified, and making it easy to notify their manager of schedule changes. Managers, on the other hand, can abandon the stacks of sticky notes used to TRY to keep track of employee requests. There is one, up-to-date, online source for all scheduling information.

Perhaps most importantly for seasonal businesses is WhenToWork’s willingness to work with you, by creating pricing structures that are effective for your business. They allow you to suspend your account for the off-season at no cost, yet retain your employee data and past schedules so you can re-up and hit the ground running for the next year. This cost effective, powerful tool is a must have for any seasonal business!

Kathy Brennan

The NH-Fun Family of Companies: Alpine Adventures, Candia Springs Adventure Park and Whale’s Tale Waterpark


Managing a water park can be rather difficult without a scheduling app like w2w. I use the app daily because it makes my job easier, constantly changing schedules on the fly, and keeping track of our payroll estimates. Awesome product for managers or supervisors.

John Gaeta

Splash Habour Water Park logo

Splash Harbour Water Park
Indian Rocks Beach, FL

We are an amusement park with a large number of seasonal employees. Scheduling these employees for the various departments has always been a challenge that has taken department managers many hours each week. Year ago our software staff programmed a scheduling system that we used for quite some time. It was never a great solution and we constantly had to fix it or change it. Switching to WhenToWork has made things so much easier. We began by trying it out with one of our departments with about 400 employees. It worked so well one by one we have added more departments. We currently have 1,512 employees on the system in five of our major departments and we anticipate adding more. We also are very impressed with the customer support. Each time we have some issue or problem and have contacted the staff at WhenToWork they have always responded right back and have been able to resolve our problems. Very refreshing in this day and age when great customer support seems to be dying out. Thank you.

Gary Larson
IT Department Manager

Lagoon Park logo

Lagoon Corporation

When2Work has been a fantastic resource in our scheduling of over 300+ seasonal employees in multiple departments for the past several years. W2W is user friendly and our folks make wonderful use of W2W, so we can communicate with them quickly and efficiently at a moment's notice. The urgent text is a marvelous feature for Campgaw Supervisor's to notify their people of early opens or closures due to weather. Moreover, we can add more staff fast by looking into those individuals available to work and assign them a new shift, which automatically updates of payroll budget projections and informs the association what time to report to work.

GREAT resource!! Correspondingly, the W2W staff is friendly and most helpful all the time!

John U.
Director of SnowSports

Campgaw Mountain Ski Resort logo

Campgaw Mountain Ski Resort

Thank you for such quick responses and excellent service. It is a pleasure to do business with When 2 Work. I wish more service providers lived up to your standards.

Mike Varrin
Senior Manager, Food & Beverage

Whistler Blackcomb
Whistler, BC Canada

We are a small franchise grocery store with about 50 staff and we have used W2W for over 8 years now. We were looking for software that our staff could use to view their schedule remotely and this is available to all employees online so that they can view not only their own schedule but also the entire schedule. This can be done through the App which our everyone really likes. There are many features that we like about this software, features like: all of our past schedules are stored online - so no paper files; time off requests are submitted by the employee - so dates and times are their responsibility so no mistakes are made be the schedule writer; important dates can be blocked so that time off requests cannot be submitted - weekends before a holiday are especially busy in the grocery business and we need staff members to care for our customers; we can post any information right on the homepage of our schedule - so that all staff can see announcements like "Store Picnic, everyone invited" or other information pertinent to all, or we can send messages directly to a specific person; and the simple fact that this software makes it easy to do the schedule at any time, anywhere.
There is so much more that this program can do, to many great features to list. We have recommended this software to others who own franchises within our group and also to other business owners who are looking for schedule writing software. We have been very happy customers and will continue to use the software for the ease of our staff and our own convenience.

Sherry Salfai

Piggly Wiggly logo

Red's Piggly Wiggly
Omro, WI

I just want to say what a great service you provide. It has made my job more productive.

Davidus Cigars logo

Davidus Cigars
Olney, MD

I have been using this service/application for 4 years. Never a glitch and extremely minimal downtime. Love it.

Charlene C

Dartmouth-Hitchcock logo


Scheduling was a nightmare before we started using When To Work. We have more control with this system and the employees are able to self schedule. It helped to streamline the way that we communicate with the employees.

Northeast Rehabiliation Hospital Network logo

Northeast Rehabiliation Hospital Network

W2W has saved us a lot of time, money, energy and brought the morale up as our officers have learned the ease of getting shifts off, traded and picked up. The more accustomed we get to the program, the more we realize all it has to offer! Thank you!

Sgt. Craig R. Dore
MGMC Security Operations Supervisor

The When to Work program has made a huge impact on our staff’s work schedules. As a 24/7 department and different position schedules, it was very difficult to keep track of the staffing. With W2W, it allows much more functionality and visualization. Our staff know where the ‘holes’ are and we are able to fill those holes much easier and with less confusion. The staff always know who and when to expect to come in and it allows much better planning and efficiency of the department. We also use W2W to communicate with our staff and document time off as well as keep track of our staffing contacts and resources. We are very impressed with the dynamics of the program and the efforts that are made to constantly improve it and tailor it to our needs. Customer support is always prompt and responsive and I believe they truly care about the functionality of their product. I highly recommend it and would definitely say W2W is an excellent solution and a great value for those struggling with staffing schedules.

Kelly M, Radiology Manager

The program is terrific. It has made a dramatic impact on how we do scheduling.

Joseph J. Davis
EMS Director

St. Luke's - Roosevelt Hospital logo

St. Luke's - Roosevelt Hospital
New York, NY

We are a small family farm and I had been scheduling our clerks, field trip staff, and field workers on Excel for years. So many headaches and stress! I was encouraged to try an online service; When to Work is just what we needed! It saves money because it saves hours of me being paid attempting to do the schedules. I am NOT computer-savvy, but When to Work is an extremely intuitive service that even people like me can use with ease! Our employees love it too, and it has virtually eliminated scheduling stress for our entire operation. If I ever need help, I get an immediate response from the support staff. When to Work cannot be beat!

Amanda Baker

Brookdale Farm logo

Brookdale Farm
Virginia Beach & Chesapeake, VA

Our seasonal staff is made up of mostly high school & college students. Until we started using WhenToWork two years ago, I would spend hours each week on a work schedule only to find that their availability had changed in the meantime. The real time employee availability “drop downs” eliminate that issue entirely. A task that used to be time consuming and frustrating is now quick and easy. The shift trade board also allows me to transfer the responsibility for finding shift coverage to my staff while maintaining control over final changes. This product was developed with the user in mind. It’s easy to use and functional from both a staff and management perspective. If you dread scheduling and value your time, you should try WhenToWork. It’s a great tool at an affordable price!

Bill Wickham

Wickham Farms logo

Wickham Farms
Penfield, NY

In a day when customer service seems like a lost art, I cannot say enough positively about the folks at When to Work. Although not a computer idiot, I'm far from a highly skilled technological person. At no time did I feel that my questions were stupid, nor did I wait for more than an hour for an answer. Our business is highly seasonal and goes from needing 6 or 7 folks in one month to 20 to 25 in another. Although I'm still learning the ropes, I am quickly becoming a believer in When to Work! Thank you so much for a great system that works AND for great people to help answer the questions! Five stars for When to Work!!!5 stars

Kay Hollabaugh
Retail Market & Office Manager

Hollabaugh Bros., Inc. Fruit Farm & Market logo

Hollabaugh Bros., Inc. Fruit Farm & Market
Biglerville, PA

Maple Leaf Residential Cleaners is a small family owned cleaning company based in the Greater Toronto Area. We have been using WhenToWork since our launch in 2016 and it has done wonders to our daily administration. Our productivity has considerably increased since we made the switch to use the WhenToWork scheduling app. It's user friendly for our office admin team as well as our contractors. It's affordable for all types of organizations whether it be small, medium or large organizations. Their online support system is timely and never delayed.
From our team at Maple Leaf Residential Cleaners - we want to sincerely thank the crew at WhenToWork!

Kifle Lissanu
Director of Operations

Maple Leaf Staffing logo

Greater Toronto Area

WhenToWork is a cost effective & easy to use scheduling software that we have been using for years with no issues. The staff love that they can see their schedules, request time off and trade shifts all on an easy to use app or their computers. I love that I can easily create their schedules and, if there are any changes, the software notifies them of the change!

Clean Right Co. logo

Clean Right Co.
Spokane, WA

Thank you and your wonderful staff at When to Work for enabling us at PBS to grow and manage our unique Food & Beverage Staffing Company. We are the premier Food & Beverage Staffing Company in the Baltimore / Washington metro area. Our expert staff put us in a class by ourselves, but there is no way we’d be able to go into this fall ’08 season with 500 staff members to work approximately 1000 events without the help of W2W. Thank you for all you and your staff have done, W2W is the ideal fit for the way we run our business. Please keep up the great work; it is nice to know we are working with a company that is innovative.

Robert Gold

Professional Bartending Services logo

Professional Bartending Services, Inc

Juggling a staff of around 30 employees whose availability plus our need for them changed not only weekly, but often daily was a difficult task. One of my administrative assistants used to have to phone everyone every Friday and then again during the week as things changed daily, but often messages were not received in time. It was a big headache. With WhenToWork.com employees have instant e-mail of any changes we make and can check schedules easily online. Even at home I can get messages about their need to change work times or request time off so I know before I get to work the next morning. I love the convenience and the time it saves us!

Dodi Yoder

Sylvan Learning Center logo

Sylvan Learning Center #2317
Saginaw, MI

Great for staff scheduling and communication!

Brodheadsville Veterinary Clinic logo

Brodheadsville Veterinary Clinic
Brodheadsville, PA

WVRC (Wisconsin Veterinary Referral Center) is a Veterinary Emergency and Specialty facility servicing the Midwest. Due to the 24-hour nature of our business, multiple locations, and the many types of services we provide, our staffing needs are complex. WhenToWork has allowed us to address the variations in the work schedules for all of our employees and customize the schedules for each tier of employee. Managers can post schedules months in advance, make changes to the schedule as needed, and communicate these changes to the staff in real time. Since the program is available to anyone who has an internet connection, employees have access to their schedule from anywhere. Time off requests, Shift Trades, and other scheduling considerations are easy using the features in WhenToWork. The Message Board is also a helpful tool that allows the Management Team to communicate hospital-wide information and deliver it to the employee's home email address. WhenToWork has made what was once a complex scheduling nightmare into a consistent workable solution. Thank you!

Billie Fisher
Hospital Manager

Wisconsin Veterinary Referral Center logo

Wisconsin Veterinary Referral Center
Waukesha . Grafton . Racine

I supervise part of the brewing team we have, and am responsible for scheduling shifts for 24-7 brewing operations with 25 shift brewers. I am able to specify who is trained in what jobs within the brewery, and make sure that we have trained brewers for all 5 functional areas of brewing. When2work has become an indispensable tool for managing and communicating what’s happening with each brewer’s schedule. One of the best parts is managing PTO: brewers can request time off or to trade shifts right from the smartphone app, and I see the requests come through instantly. It’s then super easy to move people around and make sure I have coverage for every scheduled shift.
I used the W2W tutorials to learn how to use the Autoscheduler, which ended up saving me hundreds of hours of work time trying to get coverage for every job, every shift. Now we are transitioning from 8-hour shifts to 12-hour shifts, and it was a piece of cake to develop templates and communicate out that transition. Any time I’ve even thought of something that could improve my W2W experience, I look in the help pages and not only is my idea already included as a W2W feature, but there is simple training documentation showing me how to use it. When2work is an absolute requirement for anyone in my position, and it’s an easy sell, because it’s not costing the company a ton of money.

Matty Gilliland
Brewing Supervisor II

New Belgium Brewing Company logo

New Belgium Brewing Company, Inc.


I have been a loyal and enthusiastic customer of whentowork for over 10 years. I have over 50 employees in our high season that need to be able, with ease, get at and control their schedules. It has taken 10 plus hours off my schedule with the conveniences of w2w. The kids love it too. They control their schedule and make it an ideal stress free part of my job.

Katie Dolan Dix

Capannari Ice Cream logo

Capannari Ice Cream


I have been using W2W for years and it is very simple to use, also your employees can't say you didn't tell them that they weren't scheduled because it is online to them and you can print a schedule on board and it also can go to there email and only you or who you assign can change it. I recommend this easy to use scheduling program.


Dairy Queen Orange Julius logo

Dairy Queen/Orange Julius franchisee


You, at When-to-Work made my life so easy and I wish I had known about you ever since you started. My staff, my manager and myself have enjoyed utilizing your software. Even though there is no help available by telephone, every time I send you an e-mail with my questions or concerns I get the response within minutes and I believe I wait much less than being put on hold when I make calls to many help desks.

Mo Rezaiyan

Subway logo

Subway Franchisee
Portland, OR

Just wanted to let you guys know that you are great! I own 5 Subway sandwich locations in Oregon and have been using you for over a year. My employees love you as well, so much so that when they leave to other jobs they tell their new employers to contact me for your info. Great Job!

Stacey Gibson
Owner, Operator

Gibson Subway Enterprises logo

Gibson Subway Enterprises
Houston, TX

WhenToWork provides exceptional customer service! The customer support staff are always prompt with responses, professional, efficient, and most importantly – ALWAYS solving the problem. Thank you for your excellent service, W2W!

Kahealani Keliihoomalu
HCBS Billing Team Lead
Adult & Youth Home and Community Based Services

Easterseals Hawaii logo

Easterseals Hawaii
Keaau, HI

WhentoWork solved my scheduling problems! I have been extremely satisfied with this product! This product allows for accountability across the whole organization! Notification, Text, reminders and huge reduction in managing shift schedules. Excellent product!!

City of Arlington logo

City of Arlington
Arlington, TX

Our agency could not be more pleased with the WhenToWork system. It has proven itself to be reliable and very effective at handling our scheduling needs. We operate a transportation system for individuals with mental and physical challenges which often creates a constantly changing environment, WhenToWork suits us well in this as it allows constant changes with automatic notification to the employees. We struggled for years dealing with availability and matching the right employee to the right shifts, now with WhenToWork we can really automate the difficult parts of that process. Of course the support we receive is unparalleled - we can get answers to our questions and request changes to the software just about anytime, the staff at W2W respond very quickly! Thanks for the reliable and helpful service!

Josh Baker
Transportation Manager.

Community Transit New River Valley logo

Community Transit - New River Valley Community Services
Blacksburg, VA

I enjoy using W2W it is so easy to see my employees work week at a glance. See what they want to trade and I can reach out to staff to get shifts covered.

City and County of San Francisco

We schedule staff for 2 separate aquatics facilities, with approximately 100+ staff members. As you can imagine, this is very involved. W2W has saved our sanity by allowing us to have both facilities color coded and showing up at the same time, on the same screen, so that we can’t double schedule anyone. Before W2W, we had an Excel spreadsheet and a lame software program with minimal support to work with. It was a nightmare. To secure subs or to evaluate a daily shift, we had to drive in to one of the aquatics facilities to look at who was working, who could be available to sub for a sick staff member, or who hadn’t shown up for their shift. We had a paper sub-slip system, where staff agreed to sub for someone by signing the said paper slip, which was then placed into a sub log book at the facility. Lots of times those were misplaced or removed by a staff member who no longer wanted to honor the sub agreement. With W2W, we can track schedules, allow staff to put a shift on the Tradeboard and allow staff to pick up shifts with schedule manager approval only. Now, all of our aquatics staff is using W2W. They can access their schedules online at any time, and can work with other staff members to get a shift covered. Schedule managers can approve subs from anywhere, either on computer or on their smart phone! Scheduling has never been easier. You can send messages and urgent text alerts to staff, as well as reminders of a special event schedule. I don’t know how we ever managed to keep everything straight before W2W.
We have been using W2W since early 2012 and it keeps improving all the time. The customer service is phenomenal, and they get back to you via email right away. I am so happy that we have this great way of organizing and maintaining our staffing schedule. W2W will make your life easier. You get a 30 day free trial to check it out. Go for it, you won’t be sorry!

Willamalane Parks & Recreation Aquatics Department logo

Willamalane Parks & Recreation Aquatics Department

When to work has been a lifesaver since we began using it several years ago. Working in the non-profit wellness sector we have multiple different departments with dozens of employees. Prior to when to work we were making paper schedules and printing them and putting them in a three ring binder. It was a disaster! Ask-off’s weren’t correct, if an employee didn’t come into work for a couple of days and check the schedule they would miss or be late for a shift. After when to work was introduced to us, it changed everything. We now operate our entire part-time staff on when to work. Our staff love it and a shift is never missed and always covered. The email notifications, text abilities, and messaging make it a no-brainer for anyone. Thank you when to work!

Linze Leimkuehler
Member Services Director

Salt Fork YMCA logo

Salt Fork YMCA
Marshall, MO

I wanted to drop a quick note to you all in order to thank you for the wonderful upgrades and improvements to W2W – You have improved how we galvanize our staff and our ability to update and note changes in the staffing on a day to day basis. We have noticed less absenteeism, more communication amongst our staff members, and a general improvement in our scheduling tactics. Thank you for all you do to increase your user interface and improve all the reports, views, trade boards, and the like. Our staff really enjoyed W2W and found it much easier than another platform we used last year. We look forward to working with you again next season! Cheers!

Vera De Ferrari,
Program Coordinator

City of San Rafeal logo

City of San Rafael Community Pools
San Rafael, CA

We are a recreational agency who has over 35 part time employees, which most are under 20 years old. We needed a system which can integrate texting, email and give the employees some choices in what shifts they work and be able to sign up to cover additional shifts. When to Works does all that and more.  We have saved time and money in scheduling, overtime and not violating minor work regulations. The best part is When to Work has a great customer service dept. and responds very fast to any requests. Excellent investment and your scheduler and employees will love it.

Steven D. Burke
Executive Director

William Shore Memorial Pool District logo

William Shore Memorial Pool District
Port Angeles, WA

Your program has been an immense blessing for our agency of four swimming pools and 150 lifeguards. The auto-fill and online availability are the most useful features to ensure a virtually error-free schedule! I am a huge proponent of whentowork.com and spread the word to whoever will listen. Thank you!

Nicole Van Winkle
Aquatics Specialist

Conejo Recreation & Park District Thousand Oaks Logo

Conejo Recreation & Park District
Thousand Oaks, CA

Since all of my lifeguards are high school and college students, scheduling can be hectic to say the least. I no longer have to keep track of hours, shift trades, etc. When to Work is simply the easiest and most cost effective way to schedule employees that I have found. I wish I had found them a long time ago!

Jason Cherry

Aquatic Pool Management logo

Aquatica Pool Management, Inc.
Houston, TX

Just wanted to let you know how much we love When to Work. I am currently using for our concession and aquatic staff. The Aquatic will be ending soon (seasonal operation) but we will be back in May. I will be spreading the word.  You have worked with us on billing, suggestion for improvements and more. It is easy to use for both the staff and managers. Thanks for providing great product and service.

Jean Heasley
Program Coordinator

City of Mustang logo

City of Mustang
Mustang OK

I was previously using a manual software system to create my employee schedules. Nothing was automated. I had to open a software program, constantly switch back & forth between screens, look at a separate sheet of paper to see who needed off, who couldn't work certain days, etc. then print the schedule to make sure I didn't miss anything. With When2Work the process is much easier. The system already has who can't work a certain shift, who needs off, etc. then when I try to schedule that person the system lets me know. I'm able to copy one week's schedule to the next week and if any changes need to be made it is extremely easy. The mobile app is AWESOME. It enables me to see who is currently working, who is scheduled to work next and also lets me know if anyone needs to trade shifts. With my previous system, if workers traded they were supposed to let me know, write it down on the front desk schedule then I had to transfer that info to the schedule that I kept with me. With the mobile app I don't have that issue. I highly recommend When2Work. It will definitely make your scheduling much easier.

Director of Tennis

Richland Tennis Center logo

Richland Tennis Center for the City of North Richland Hills, Texas
North Richland Hills, Texas

When2Work has simplified our scheduling challenges. It allows our part-time staff to update their availability in a timely fashion access to email and text communication has reduced the time required to address situations. The mobile application makes this program user friendly for all of our staff.

Caithkin Treatment Foster Homes logo

Caithkin Treatment Foster Homes
Wasaga Beach, ON, Canada

Outstanding scheduling software. It takes the guessing game out of who is working and allows you to communicate with your staff through a third party. If you supervise more than 10 staff for several positions it's a must have. It will save you hours of time.

Adam Porte

City of Santa Barbara logo

City of Santa Barbara
Santa Barbara, CA

We are a small non-profit organization that provides supports to individuals with developmental and physical disabilities that choose to live in their own homes in the community. Due to the nature of our work – the vast majority of work occurs 1-1 in the supported individual’s home and in the community, communication and logistics related to staffing, scheduling and communicating to the employees used to be extremely difficult at best. When to Work offers an internet based, real-time link to our employees that gives everyone consistent access to schedules, general information related to our services, and the ability to communicate with each other easily and effectively. It also provides reports that confirm services provided and assists us with processing payroll for our employees. We have taken the basic functionality of the program, and customized it to our organization’s unique needs, at a cost that is affordable for us to sustain even in the midst of state funding cuts to our services.

Kim Dodd
Executive Director

Trinity CHANGE logo

Trinity CHANGE, Inc
San Jose, CA

I've used and recommended W2W for at least 10 years in two different organizations. One colleague found a new position in a new organization, and immediately requested that they purchase a W2W subscription.
At a recent workshop, a member asked what other members used to schedule staff. More than half the members recommended W2W.

Circulation Manager

Public Library

The Furman University Libraries have been using WhenToWork for six years to manage the scheduling of 50 student assistants and 3 libraries. During that time, the WhenToWork team has continually improved and enhanced their product. The platform is easy to use and intuitive and allows us to use ONE product for multiple things – scheduling students, communicating with students, and tracking availability and absenteeism. The reporting function is amazing in itself! In addition, it gives our student assistants control over scheduling and shift trades, lessening the need for supervisor involvement. On top of everything else, customer service support and response time is some of the best I have ever experienced! Whenever my colleagues ask for a recommendation for scheduling, I ALWAYS recommend WhenToWork!

Robyn Andrews

Furman University Libraries logo

Furman University Libraries
Disability Resources Dpt

For the Reference and Instruction Department at Iowa State University Library, WhenToWork has been the best application for organizing our department scheduling. I work with around 20 people with varying schedules that have to be puzzle-pieced into a working desk schedule. Their meetings, research time, time-off, course instruction, etc. all have to be considered when setting up a schedule for the semester. Anyone who has tried to arrange complex weekly schedules will find WhenToWork has truly taken all the guesswork out of building them: - We have developed an extensive set of templates that help keep meeting rotations and base schedules clear - The color codes make everything even clearer - Employees make their own trades and do not need assistance from a manager when there are conflicts - The autofill feature is a godsend when there are large holes to fill during major conferences - Managers are in the loop about every change on the boards - Everyone knows when there is a hole to fill (when someone is sick or there is an emergency) This is one of the most intuitive and cost-effective applications on the market today. I highly recommend WhenToWork to any university library with a large staff in need of a web-based scheduling system.

Norma J Dowell
Library Assistant IV, Instruction Department

Iowa State University Library logo

Iowa State University Library
Ames, IA

Scheduling staff in libraries is very complicated, and this software accomplishes it handily. We'd never go back to the old way of creating schedules. Your support team has been very helpful when we've wanted to figure out how to push the system to solve a schedule need unique to us. Libraries really should look at your product, and the service is the speediest I have ever encountered!

Michele Seipp

Lafayette Public Library logo

Lafayette Public Library
Lafayette, CO

I just wanted to write and thank you for providing my company with such an outstanding service...your service has made my job so much easier. Gone are the days of creating schedules on Excel or by hand. Gone are the days of calling every person on my schedule to give them their hours. Gone are the days of posting a schedule up at a specific location and then having to chase down tons of people to inform them of every single little change made. Now my employees can decide their own schedule, they can arrange to have their shifts covered themselves, they can access a current and up to date schedule anywhere anytime. So much work has been taken out of my hands that my time is freed up to focus on things like growing business and making my operations more profitable.

Patrick Knott

Lanier Parking Solution logo

Lanier Parking Solution
Atlanta Valet Operations

After viewing a number of different programs offered by other companies I was discouraged at the high cost of those that had the features I liked. Budgets for police agencies are usually tight and those programs seemed like a luxury that we just could not afford. I found W2W and saw the features it had with the much more reasonable cost and realized that I could get the best of both worlds; remote access by the employees and other nice features at a reasonable cost. Thanks W2W!

Sgt. Kevin Haynes

Polk County Sheriff's Office
Polk County, OR

Best customer service and best price software that I use and I use Whentowork all day long. It has saved me and my fellow supervisors 20 hours a week easily.

Broomfield logo

Broomfield, Colorado

We have been using when to work for about two years now and it is, by far, the best scheduling system we’ve ever used. I continue to ask myself “How did we ever managed schedule without it?” whentowork, or W2W as we call it, has become an essential, much needed part of our daily 24/7 security operation. What a great tool to have, and even better is the swift, friendly and professional support we receive from the customer support team. Thank you all for making our scheduling needs a breeze.

Jhovany Medrano Guzman, CPO
President & CEO

Sentinel Protection Services logo

Sentinel Protection Services, Ltd
Calgary, AB. Canada

WhenToWork has been an invaluable tool in our organization. Our service is comprised completely by students that demand a highly flexible schedule so that they can focus on their number one priority, being a student. As such, WhenToWork allows our personnel manager the ability to rapidly alter schedules and the students can see the changes almost instantly. Between the flexibility and the software’s inherent features, such as setting availabilities, time-off requests, and the trade board, we have seen a tremendous reduction in attendance problems. Truly an excellent product and excellent customer service.


Student Safety Service Coordinator

I have found WhenToWork to be a valuable scheduling tool. With a mostly part time college age staff, it is easy, very flexible and accessible to all. The trade function is key in our line of work since we depend on a full staff at all times, and the staff can take that responsibility on themselves. The staff at WhenToWork have been very quick to respond to questions or issues and are so very helpful. I would certainly recommend WhenToWork for any company's scheduling needs.Thanks for listening to feedback too.

Brenda Smith
Visitor Experience Manager

Stepping Stones Museum for Children logo

Stepping Stones Museum for Children

Wow. I have been working with the program and find it easy to work with. If I am stuck with something your support team is right there and guides me. The schedules are easy to make and maintain and I find it easy to maneuver the program. Less paper work, less frustration. I have paid for the next three months after having used it for only one schedule. Wish I had found this program a long time ago. Gotta tell, I love it.

Dennis Cichelly
General Manager

The Wellington Inn
Sioux Lookout ON Canada

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