What WhenToWork does

WhenToWork, LLC is a cloud-based employee scheduling SaaS platform headquartered in San Angelo, Texas, and operating as a subsidiary of TCP (TCP Software). Founded in 2000, the company delivers a web-based scheduling application with native iOS and Android mobile apps, focused exclusively on shift scheduling rather than full human capital management. Its core technology centers on a proprietary AutoFill engine — a constraint-satisfaction algorithm developed with input from a team of Math PhDs — that automatically assigns employees to shifts in one click, optimizing across work preferences, approved time off, overtime thresholds, maximum daily/weekly hours, minimum rest between shifts, and position certifications. Adjacent capabilities include drag-and-drop schedule creation, reusable templates, a Tradeboard for shift trading and pickup, multi-channel email/text/app notifications, and a compliance-aware rules engine.

The platform serves SMB and mid-market organizations across nine-plus verticals including universities, libraries, government agencies, healthcare and EMS providers, parks and recreation, aquatics, museums, and seasonal businesses such as amusement parks and farms. Pricing is a per-employee tiered subscription starting at $38/month for up to 10 employees, with discounts for 3-, 6-, and 12-month commitments and free seasonal suspension. Go-to-market is product-led: a 30-day free trial requires no credit card or phone number, supplemented by a Refer-a-Friend program rewarding existing subscribers with free month credits, plus inside sales and dedicated Institutional Terms of Service for government buyers. Customer base spans from 25-employee breweries to 1,512-employee seasonal parks, with the company claiming millions of employees scheduled globally over 25 years of continuous operation.

The business operates with a lean 1–10 employee internal team, suggesting high operational leverage on a mature, self-serve product. Integration footprint is intentionally narrow — Google Calendar, Amazon Alexa voice skill, and OAuth SSO via Google/Facebook/Microsoft — with no public API. As a TCP subsidiary, WhenToWork serves as the SMB entry point into a broader portfolio of workforce management offerings, while maintaining its standalone brand, pricing, and self-serve acquisition motion.

Name

WhenToWork

Legal name

WhenToWork, LLC.

Website

https://whentowork.com

Company type

Private

Founded year

2000

Operating status

Operating

Headcount range

1–10 employees

Short description

WhenToWork is a cloud-based employee scheduling SaaS offering drag-and-drop scheduling, automated AutoFill shift assignment, and mobile apps. It serves SMBs in education, government, healthcare, recreation, and seasonal industries via subscription pricing starting at $38 monthly.

Ownership category

akta.pro rank

Headquarters

HQ city

Tustin

HQ country

United States

HQ region

North America

Offices2 records

Markets served

GTM type

B2B

Offering type

Software

Cost components

Technology or R&D, Personnel, Infrastructure, Marketing or Sales, Operations

Revenue model

1. Subscription - Per Employee Tier: Subscription-based pricing based on number of employees added to the account. Fees are based on the number of employees in the W2W account and the duration paid. Supports 1 month, 3 months, 6 months, or 1 year durations with discounts for longer commitments.
2. Seasonal Subscription Pausing: Seasonal businesses can suspend accounts during off-season at no cost while retaining employee data and past schedules. Special duration subscriptions available upon request.
3. Referral Credits: Existing paid users can earn free month extensions by referring new paying customers. Credit given when new customer pays more than the referrer's monthly subscription value.

Pricing tiers

Go-to-market motion3 records

Distribution channels6 records

Marketing channels8 records

Core offering

WhenToWork is a cloud-based online employee scheduling SaaS that lets managers build, automate, and publish shift schedules while giving employees self-service access via web and mobile apps. Its flagship differentiator is the proprietary AutoFill one-click scheduling engine that assigns employees to shifts honoring prefer/dislike/cannot-work times, approved time off, overtime thresholds, and other labor rules. The platform bundles drag-and-drop scheduling, reusable templates, real-time notifications, a shift-trade tradeboard, Google Calendar sync, and free iOS/Android apps under a single per-employee subscription.

Product overview

WhenToWork is a web-based employee scheduling SaaS platform offering a unified product that combines scheduling creation, automation, and team communication. The core WhenToWork Web Platform provides drag-and-drop scheduling with multiple view formats and templates, while the AutoFill engine handles automatic schedule assignment based on preferences and rules. The free WhenToWork Mobile App (iOS/Android) extends all scheduling capabilities to mobile devices for both managers and employees. The Tradeboard enables employee self-service shift trading, and the Scheduling Rules Engine enforces labor compliance. The platform integrates with Google Calendar, Alexa, and offers SSO via Google/Facebook/Microsoft. Pricing is subscription-based per employee count tier with a 30-day free trial, no contracts required.

Differentiator

Problem solved

Functional benefit

Products and services

• WhenToWork Web Platform Web-based employee scheduling SaaS accessible via browser that lets managers build, automate, and publish shift schedules while giving employees a self-service portal for availability, time-off, and shift trades. Sold as a per-employee subscription with all features included across manager and employee seats.
• WhenToWork Mobile App (iOS and Android) Free native mobile applications for iOS and Android that extend WhenToWork's scheduling to smartphones and tablets. Managers can update schedules, find replacements, approve time off and trades, and send urgent alerts; employees can view schedules, see notices, pick up shifts, trade shifts, and request time off.

Quantifiable outcome

• Reduced scheduling time by 50%
• +7 more outcomes

Named customers11 records

Segments8 records

Ideal customer profiles2 records

Technology focussed Yes

API detail

Has API

No

API docs

API detail

Core technology

AI maturity

App detail

Integration6 records

Feature7 records

Partnerships

One partnership is on record.

• TCP (TCP Software)parent/corporateOthersWhenToWork is a subsidiary of TCP (TCP Software). Founded in 2000 and now part of TCP, WhenToWork operates as a brand under the TCP corporate umbrella. As part of TCP, customers have access to other solutions including advanced scheduling and time and attendance when needed.

Scale indicators9 records

Recent moves6 records

Expansion highlights5 records

Direct peers

• When I Work: Closest direct competitor offering cloud-based employee scheduling for shift-based teams, with very similar SMB/mid-market positioning and a product-led growth motion. Targets many of the same verticals (hospitality, healthcare, retail) with overlapping feature parity on drag-and-drop scheduling, shift trading, and mobile apps.
• Homebase: Direct competitor in SMB shift scheduling with free and paid tiers, strong mobile-first UX, and category overlap in hourly workforce management. Comparable on PLG model, time clock, and scheduling features, particularly in restaurants and retail.
• Deputy: Mid-market employee scheduling and workforce management SaaS with auto-scheduling, shift swapping, and labor cost optimization. Comparable to WhenToWork on core scheduling but goes upmarket with HR, payroll, and compliance modules.
• Sling: Employee scheduling and shift management tool owned by Toast, focused on restaurants and hospitality. Directly overlaps WhenToWork on drag-and-drop scheduling, shift trading, and time-off management for hourly workforces.
• 7shifts: Scheduling and workforce management for restaurants with a strong SMB and mid-market focus, comparable to WhenToWork in verticals served. Differentiates through team communication, tip management, and restaurant-specific compliance.
• Humanity (by TCP): Sister company to WhenToWork under the TCP corporate umbrella, offering cloud-based employee scheduling and workforce management. Most direct peer at the corporate level — both target shift-based scheduling with overlapping feature sets and similar customer profiles.

Broad incumbents

• UKG (Kronos): Enterprise workforce management incumbent offering scheduling, time & attendance, HR, and payroll as part of a much broader HCM suite. Represents the upmarket bundling threat to specialist schedulers like WhenToWork.
• ADP Workforce Now: Large incumbent offering scheduling as part of its mid-market and enterprise HCM stack, including time & attendance, payroll, benefits, and HR. Comparable on scheduling but typically sold as part of a multi-module HCM contract.
• Ceridian Dayforce: Enterprise HCM and workforce management platform with continuous workforce scheduling, time & attendance, and payroll. Comparable scheduling capability but bundled into a much broader platform targeted at larger employers.

Emerging players

• Connecteam: Mobile-first employee scheduling and workforce management app for deskless workers, with SMB-friendly pricing similar to WhenToWork. Partial overlap in scheduling but extends into communication, training, and checklists.

Market position

Strengths5 records

Weaknesses5 records

Competitive moat5 records

Key risks6 records

Key highlights7 records

Customer concentration

• Facebookfacebook.com/whentowork
• LinkedInlinkedin.com/company/whentowork-inc.

Revenue estimate

Valuation estimate

Number of profiles

Profiles1 record

Funding overview

Funding rounds

Investors

Funding detail is available on the Subscription and Enterprise plan.Contact sales →

M&A

Investments

M&A and investment is available on the Subscription and Enterprise plan.Contact sales →

Frequently asked questions about WhenToWork