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W2W “Must See” Features

You can use just the basic features of WhenToWork, or at no extra cost, you might want to consider some of our more advanced features, such as:

mobile app on iphoneAccess via our mobile app

In addition to accessing schedules from any computer with internet service, you can use WhenToWork on the go, with our mobile app for iPhone, iPad, Android, Windows and Blackberry. Managers can see schedules and make quick changes, and employees can see their shifts, message their Managers and access all features you’ve enabled for them. →More


Know who has viewed or confirmed receipt of their schedule each week

Employees can choose to be sent their schedule when you publish and that email contains a special link they can click to confirm receipt. You can then use the By Employee schedule view to see at a glance who has:

icone emp viewed most up to date schedule onlineviewed their most up-to-date schedule online

been emailed or

confirmed receipt of their schedule.

This can be helpful in knowing who might need to be contacted to confirm that they know when to work. →More

Send schedule reminders to everyone working a certain day

send reminders button

If you need to send a message to everyone working next weekend, for instance, you can use our “Schedule Reminders.” Choose the shift date or date range, enter a subject line and a message, and only those employees scheduled to work at that time from your selected list of employees will receive an email with your message and a list of their scheduled shifts. →More

Set up automatic shift reminders 

Pro Plan subscribers have the ability to let employees set up to be automatically reminded of their upcoming shift 24 hours and 1 hour before the shift – they can be notified via text, email, in-app push or via Alexa. 

Allow employees to trade and pick up shifts

icons for shifts on tradeboard and shift offer pending approvalYou can allow employees to trade shifts with one another or to pick up open shifts when they sign in. You can customize your Tradeboard settings, allowing employees to work out shifts among themselves — saving you time and effort. Allow them to trade and pick up shifts “at will” or require “manager approval” depending on how much control you need. →More

Let AutoFill work out your best schedule

autofill buttonWhile you can create your shifts and assign them manually to each of your employees, the power of WhenToWork is concentrated in AutoFill: you can Import your shifts from a previous week or from a saved template, and use AutoFill to automatically assign your shifts for you – based on employee work time preferences and any constraints you’ve set. AutoFill will assign shifts in the best way for your employees, while making sure that you have your shifts covered. AutoFill can also help you distribute those “special” shifts more fairly, across all of your employees. →More

Publish All or Part of the Schedule

Publishing makes the schedule viewable by employees You can publish the full schedule or just certain positions or position groups. →More


Track Part-Time Employee Hours

over targetSet maximum weekly or daily hours and a monthly target — our system will help you keep part-time employees scheduled within their targeted hours. →More

Try out our Analyze feature

analyze shifts buttonWhen employees update their work time preferences, their already scheduled shifts are not impacted — those preferences can be used by AutoFill at the time of scheduling.

You can use the Analyze button on the Grid View or Sortable List schedule view to see how your assigned shifts currently line up with your employees’ current work time preferences or other constraints that might have changed after that schedule was created. →More

notificationsAdvanced Notifications

Managers and employees can set up their own email, text message addresses and in-app push notifications and choose which notifications they receive at each address. Managers with permission to edit employees can also set up notifications for employees. →More


Menu settings > add/edit managersSet up other Managers to help with the scheduling

You can add as many additional managers as you like and set what functions each one can perform when they use their manager sign in. Adding managers does not affect the subscription cost. →More



Share Schedules with Third Parties

google calendar iconYou can use Google Calendar Export to see and share your up-to-date schedules. Whether you use Google Calendar on your phone or computer – create as many exports as you like of the full or just parts of the schedule to display on your Google Calendar. As changes are made in WhenToWork, your Google Calendar is automatically updated. Or you can create calendars for third party viewing of your schedules. Employees can export their calendars too and use them to set up automatic shift reminders, etc. (no more excuses!) →More

“Bulk Edit” shifts in a week

Quickly change the assigned employee, start time or color, etc. of multiple shifts. →More

Have multiple usernames? Set up a “Switch List”

If you or your employees have logins for different accounts or simply have a manager and an employee login you can create a “switch list” to quickly toggle between your logins. →More

Restore Deleted Shifts and Employees

Your deleted shifts can be restored for 45 days and you can see details such as who deleted the shift and when. →More

Restore deleted employees any time. →More

Pro Plan Advanced Features

Explore all the advanced features included in the Pro Plan.  . →More