Media / Press
Refer a Friend
We get lots of customer feedback & reviews!
We receive nice comments about our employee scheduling service from users every day...here are some testimonials from a few of the various industries we serve.
We strictly protect the privacy of our users - all posted comments
and reviews are used with permission.
Have comments about WhenToWork? Please email us.
Read what our over
31,000 real fans
are saying about us
EMS - EMT
Parks & Rec
When2work has become one of my most powerful “best practices.” It has enabled me to effortlessly balance my staffing needs to a higher degree of cost-effectiveness and productivity. The flexible scheduling application is a pleasure for everyone to use. It provides me the control that I need to instantly address and communicate my staffing needs.
University of Southern California
The clearly written and easy to understand help and instructions section has been able to answer my every question. And when I had a billing question, their customer support representatives responded to me within minutes with a helpful and accurate solution. I only wish that all of my other business systems were as equally easy-to-use and effective.
Great job! WhenToWork and as we like to say, Fight on!
With around 400 employees at any one given time, it is a daunting task to
schedule everyone in a efficient and timely manner. In the past we scheduled
using a simple excel document and required to have a physical sub book that
has been replaced with whentowork.com. We will never go back to the old
CRSS Senior Program Director
Ball State University
Office of Recreation Services
WhenToWork has helped our department dramatically. No longer are we
spending the first two weeks of every semester making and recreating student
workers' schedules every time a student's schedule changes. We also love that
the trade/cover system eliminates the nightly influx of emails from students
asking each other for cover. Everything is now automated! Customer service is
top notch to boot!"
Digital Media Lab
University of Virginia
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.
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|
Santa Rosa Jr College
Disability Resources Dpt www.santarosa.edu
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!”
WhenToWork is a powerful scheduling program for a incredibly affordable price. Williamson County EMS is a rapidly growing & progressive 911 system. We cover 1,134 sq. miles, have 15 EMS stations & 100+ full time Paramedics. WhenToWork made the transition from paper scheduling to electronic scheduling simple. Customer service & support is outstanding. One of the many benefits to our Paramedics is internet access to their schedule from any location anytime day or night. Command staff has access to employee contact information while in the field.
WhenToWork allows our system to keep up with scheduling in an ever changing environment."
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!"
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."
Clear Lake Emergency Medical Corps
As New Hampshire's largest 9-1-1 ambulance service our experience with WhenToWork has been nothing short of excellent.
We cannot even imagine how we got along without it! With nearly 200 employees operating out of 3 sites the advantages of internet scheduling are tremendous. The flexibility for employees is great as are the accountability controls of who has viewed and accepted their schedules. We love it!"
Rockingham Regional Ambulance, Inc.
Covering slots for an Emergency Medical Service is a HUGE headache...your system has taken the headaches away. This program has been a tremendous help to our service. Every EMS could benefit from it. Filling vacancies has never been this easy. Part-time folks "take" available slots almost as they are posted. No more phone calls. No more post-its on the board."
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:|
LORCOTT PRODUCTIONS, INC.
Basking Ridge, NJ
We, at Valley Medical Transport, had struggled for so long with paper schedules and the endless changes that managing shifts for over 150 employees.
WhenToWork allows us to post changes in real time, notifies our employees of those changes and keeps our managers informed of vacation requests, shift openings and much more. Our training division utilizes WhenToWork to notify employees of course announcements, policy changes / additions and general information. Our dispatch staff has the schedule at their “fingertips” which means better planning for pre-scheduled transports and better utilization of crews.
The support staff at WhenToWork responds to our inquiries within minutes of requests and always assures we have instructions on how to best utilize all the attributes of WhenToWork. We would recommend WhenToWork as the most cost effective internet based scheduling service you can find!"
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.”|
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."
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!
Scheduling Coordinator, Public Programs
Winterthur Museum, Garden & Library
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."
Your tool helped Keizer CERT setup and organize volunteers from start to shifts covered and attended within six hours with 24/7 rotating coverage. We were able to define roles and responsibilities, email invitations, and pertinent updates on our ever evolving volunteer workplace. This was remarkable because out of the 1000s qualified volunteers we had to organize many of them had limited to no computer skills and various forms of contact ranging from pagers, cell phones, to emails. They can trade shifts for what they are qualified to work for and ask for time off with minimal intervention from volunteer staff. It was a huge time saver and exactly what I was looking for, I can access scheduling information right from my phone where ever I am at on the job site and so can the volunteers. Emergency Services personnel would do well to find a tool like this one to manage emergent volunteers scheduling."
Keizer CERT efforts on ABC
"Extreme Makeover" project
We wouldn’t have a business without the capability of When to Work. It’s All In The Game,
an industry leading facility, a one-stop for sports activity, specifically baseball, requires being able to manage a constantly changing staff of 30 to 60 employees at all times.
When to Work continues to be the best tool we have onboard to control a continuously changing staffing model.
We have full-time, part-time, coaches, trainers and multiple locations. Thank you for your support.”|
have told so many skate rink owners about the program, it has helped me
get a handle on scheduling, which is a particular nightmare for rinks due to
the fact we have crazy hours and lots of employees that generally work other
jobs as well….Thanks again for a great product. We love WhenToWork! ”
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!"
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.
Whentowork has simplified my life and busy schedule. The cost is extremely reasonable. The tech support surpasses any company I have ever worked with. I have between 2 and 5 jobs out daily. When to work makes this easy with color coding each job. I know at a glance where my employees and jobs are. I save about 8 hours a week with this system.
My employees love it because it's easy to read and easy for them to access. My managers love it because they are constantly informed about who is on their job, who cancels and who is added to fill that slot. I so appreciate all the items made available to my company: easy employee messaging, shift changes, accessing my managers, employee history and so much more. This is the best scheduling system available and allows me more time than I have ever had with scheduling.
Thanks so much, I am so grateful. " |
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! "
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!"
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!!!"
Retail Market & Office Manager
Fruit Farm & Market
WhenToWork is a great program for scheduling. Prior to my (first) retirement as a counselor, I was responsible for scheduling 1200 students each
year. I wish I could have used this program for that task! Now I am working part-time as scheduler for Pharmerica San Diego and am very pleased not only
with the effectiveness of the scheduling program but of the guidance and support I have received from the WhenToWork team. After using the program for the free trial, I went to the general manager and we purchased the year outright because the program is easy to learn, easy to work with and adaptable to the needs of our company and employees.|
I would highly recommend WhenToWork to anyone researching a scheduling
program that can be accessed and operated with ease and provides a variety of functions and capabilities. Coupled with the immediate response by the support team for clarification or questions concerning operation, it is a package deal that cannot be beat!"
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."
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!"
At Cold Stone we have more than 40 employees who use this tool to submit their availability, preferences and requests for time off. This is a
user-friendly application that eliminates most schedule headaches by keeping everything documented, centrally organized and accurate. The crew members at the store love it because they access their schedule from any internet connection, check their schedules online and can even trade shifts online with little effort. The advanced tools allow me to perform budget analysis on labor and quickly make adjustments to the schedule if necessary. It’s been a lifesaver by decreasing my scheduling time by 400% and is easily one of the best investments I’ve made to date."
Owner and Operator
Ice Cream Fanatics, Inc
Cold Stone Creamery Franchisee
My employees and I love the
features that WhenToWork.com offers. We are a start up company and are extremely busy with setting up all our operational procedures, marketing efforts
and cost controls. Scheduling for 20 plus part time employees can take a lot of time that I currently don't have. WhenToWork.com has saved me time and
alleviated the aggravation that this process creates. My employees are young and are comfortable with using Web in their daily lives. Offering them the
opportunity to review and trade their schedules as well as request time off online has been very well received. The record keeping and tracking features are also of great benefit for all the official information I need to maintain. I would recommend WhenToWork.com to anyone that is looking to streamline a rather difficult process. The value we receive is well worth the price we pay for the capabilities on WhentoWork.com."
Owner & Operator
MaggieMoo's Ice Cream & Treatery
When2Work has greatly shortened the amount of time that I spend compiling the schedules each week especially now that we have multiple
locations. We rarely have issues with schedule conflicts because everyone can input their time preferences ahead of time and this information is available when I am making the next week's schedule. Plus, the parents of our high school employees like it because they know when their children are scheduled to work and can always check to confirm their work schedule. When2Work is a great product and is a great improvement over scheduling by
hand or spreadsheets."
Ben & Jerry's
My husband and I have 2 Cold Stone Creamery Ice Cream stores and found out about W2W within a couple of months after opening over 5 yrs ago. What a
time saver it has been to be able to publish schedules and communicate with employees at any time of day from my home computer. The crew that works for us
say their friends that work elsewhere are actually jealous because they (our crew) have the use of W2W. I would like to commend your customer support personnel. When I send an e-mail with a question or issue, the response is always within a matter of minutes or hours."
Brandon & Valrico, FL
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.
|Vera De Ferrari,|
City of San Rafael
San Rafael, CA
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!
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|
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!
|Nicole Van Winkle|
Conejo Recreation & Park District
Thousand Oaks, CA
I am a huge proponent of whentowork.com and spread the word to whoever will listen. Thank you!"
My company has been using whentowork.com for 3 years now. We absolutely love it. It is easy to use and it enables us to stay organized.
We use the system for everything - time off requests, weekly schedules as well as finding subs for our employees.
We have found that no other system works as good as this because whentowork allows you to keep track of everything going on within it and it gives managers a sense of control from anywhere - any computer.
It really teaches young people responsibility when it comes to their work schedules. Thank you so much! We are very pleased!"
NOMAD Aquatics & Fitness
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
After using it since July 2005, I have most of my staff completely online, less paper schedules and better communication. There are very few scheduling errors and the ability to communicate with everyone has increased productivity and team cohesiveness. The company I work for is Professional Community Management at Laguna Woods Village. I run the Aquatics Department, with 5 locations...It is a very complicated scheduling process and this makes it a breeze. I continue to brag about this web site to everyone and you just keep getting better and better. This web site saves me at least 10 hours a week on my scheduling!"
Laguna Woods Village Aquatics Department
Professional Community Management
Laguna Woods, California
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."
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."|
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:
|Norma J Dowell,|
Library Assistant IV, Instruction Department
Iowa State University Library
- 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."
As the system administrator in the library, I work with a variety of Helpdesks both internally to my institution and externally. I have to tell
you that your support is the best I've ever seen! Your response time is phenomenal and I've yet to be dissatisfied with the quality or accuracy of your
|Debbie Smith, |
Library Resources Technician
Kwantlen University College
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!"
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, 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.
Student Safety Service Coordinator
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."
Thanks again for the great program...
Winthrop Harbor Police Department
Winthrop Harbor, Illinois
WhenToWork has really increased our efficiency and virtually eliminated instances of people 'not
knowing' when to work due to changes, etc."
We discovered WhenToWork about a year and a half ago and it has reduced our scheduling cost and time spent on scheduling by more than 80%. It has given us numerous benefits with the various options to communicate to our employees like bulletin boards, messaging, broadcast emergency messaging, etc. Everything we need to know about our client contracts and our employees is now available at our fingertips and easily assessable world wide wherever there is an Internet connection. With our supervisors out in the field with laptops and wireless cards we have the ability to make changes to scheduling quickly and efficiently as needed and to notify the employee immediately via e-mail and alert paging.
I have reviewed numerous other online scheduling programs in the past and found WhenToWork to be the most user friendly...and continue to take customer input and continually upgrade their system making it more effective and giving the customers more value....customer support is phenomenal with response times typically within minutes.
I do not see us using any other type of scheduling program except WhenToWork for many years to come. Thank you to WhenToWork and its team for the outstanding job on this program and your high level of customer service!"