WhenToHelp
WhenToHelp is online scheduling software for organizations coordinating volunteers.
What WhenToHelp is
WhenToHelp is online scheduling software for organizations coordinating volunteers. Coordinators can create recurring schedules, use templates, and rearrange shifts with drag-and-drop changes. AutoFill assigns shifts based on volunteer preferences and scheduling constraints. Volunteers can enter time preferences, request time off, pick up open shifts, and trade shifts through the Tradeboard. Email and text notifications can alert volunteers to schedules and changes. Schedules have configurable views and can be printed; data export is listed for the Full Version. Schedules can also be viewed in Google Calendar and Outlook, with automatic export to both. WhenToHelp is available on the web, Android, and iOS; its mobile version runs in a phone or tablet browser, without a required app download. Lite is free, limited to 250 volunteers, 100 shifts per week, and 18 months of schedule history, with extended free use by application for qualifying charities. A 30-day free trial is offered without requiring a credit card.
Good
- AutoFill uses volunteer preferences and scheduling constraints
- Volunteers can request time off and trade shifts
- Sends schedule alerts by email and text
- 30-day trial does not require a credit card
Watch out
- Lite is limited to 250 volunteers
- Lite allows 100 shifts per week
- Lite includes only 18 months of schedule history
- Mobile access uses a browser, not a required app
Who it suits
WhenToHelp suits organizations that need to coordinate volunteer shifts and let volunteers manage availability, time off, and shift trades. The free Lite option is restricted to qualifying charities for extended use.
Verdict
WhenToHelp combines coordinator scheduling tools with volunteer self-service for availability and shift changes. Lite has specific capacity and history limits, while the Full Version starts at $16 a month for 1–10 helpers.
Plans and prices
From WhenToHelp's own pricing page, checked 4 Oct 2026.
| Plan | Price | What it gives you |
|---|---|---|
| WhenToHelp Lite | Free | Up to 250 volunteers · 100 shifts per week · 18 months of past schedule information · approved charities only · Extended free use by application for qualifying charities |
| 1-10 helpers monthly | $16 a month | 1–10 helpers · full version · monthly |
| WhenToHelp Full Version | $16 a month | 1–10 helpers · $33 for 11–30 · $54 for 31–60 · $78 for 61–100 · $97 for 101–150 · $117 for 151–200 · Pay Monthly |
| 11-30 helpers monthly | $33 a month | 11–30 helpers · full version · monthly |
| 31-60 helpers monthly | $54 a month | 31–60 helpers · full version · monthly |
| WhenToHelp Full Version | $66, paid once | 1–10 helpers · 11–30: $132 · 31–60: $216 · 61–100: $312 · 101–150: $390 · 151–200: $468 · Total price 6 months |
| 61-100 helpers monthly | $78 a month | 61–100 helpers · full version · monthly |
| 101-150 helpers monthly | $97 a month | 101–150 helpers · full version · monthly |
| 1-10 helpers annual | $110 a year | 1–10 helpers · full version · 1 year total |
| WhenToHelp Full Version | $110 a year | 1–10 helpers · 11–30: $220 · 31–60: $360 · 61–100: $520 · 101–150: $650 · 151–200: $780 · Total price 1 year |
| 151-200 helpers monthly | $117 a month | 151–200 helpers · full version · monthly |
| 11-30 helpers annual | $220 a year | 11–30 helpers · full version · 1 year total |
| 31-60 helpers annual | $360 a year | 31–60 helpers · full version · 1 year total |
| 61-100 helpers annual | $520 a year | 61–100 helpers · full version · 1 year total |
The facts
Each one read from WhenToHelp's own pages, with the date it was checked.
What it does
- API and SDK availability
- Official feature and help pages document exports and calendar connections but do not describe a public API or SDK.checked 15 Oct 2026
- AutoFill
- Its AutoFill feature assigns shifts using volunteer preferences and scheduling constraints.checked 4 Oct 2026
- AutoFill scheduling
- Its one-click AutoFill engine assigns shifts using availability, preferences and scheduling constraints.checked 15 Oct 2026
- Calendar integrations
- Schedules can export and automatically update in Google Calendar, and can reach Outlook or iCal through calendar synchronization.checked 15 Oct 2026
- Charity access
- Qualifying charities can apply for extended free use of WhenToHelp Lite.checked 15 Oct 2026
- Coordinator permissions
- Accounts support unlimited coordinators with configurable permissions controlling what each coordinator can see and do.checked 15 Oct 2026
- Data export
- Volunteer and schedule data can be exported, and schedules can be printed to PDF or exported as text.checked 15 Oct 2026
- Data location
- The company says its servers and data are stored in the United States.checked 15 Oct 2026
- Independent feature coverage
- Capterra lists Google Calendar and Microsoft Outlook as the two integrations and describes web, Android and iPhone/iPad deployment.checked 15 Oct 2026
- Independent pricing complaint
- A Capterra reviewer says pricing increases with larger employee counts and wishes emergency messages could reach staff without notification settings enabled.checked 15 Oct 2026
- License model
- The terms describe paid subscription access to an online service and mobile apps; no open-source license is stated.checked 15 Oct 2026
- Limit: Capterra workflow
- Capterra complaints include setup emails landing in spam, needing to add meetings individually, visibility of other employees' schedules and approval delays for picked-up shifts.checked 15 Oct 2026
- Limit: G2 reliability and design
- G2 reviewers report occasional lag, freezing, being kicked out and a dated or confusing layout.checked 15 Oct 2026
- Mobile access
- Mobile use is delivered through a browser at m.whentohelp.com on smartphones and tablets without installing an app.checked 15 Oct 2026
- Notifications
- Email and text alerts can be sent when schedules or shifts change, with reminders and urgent alerts available.checked 15 Oct 2026
- Paid subscription terms
- Pricing lists monthly, 3-month, 6-month, and 1-year options and says there are no setup charges, add-on costs, or extra charges for multiple locations or departments.checked 4 Oct 2026
- Payment security
- Payment cards are handled by third-party PCI-DSS-compliant processors rather than stored by WhenToHelp.checked 15 Oct 2026
- Praise: Capterra scheduling
- Capterra reviewers commonly praise easy multi-location scheduling, availability preferences, notifications, tradeboard and real-time changes.checked 15 Oct 2026
The company
- Company founding
- WhenToWork says it has been an online scheduling leader since 2000.checked 15 Oct 2026
- Company headquarters
- The listed company address is 360 E 1st St #301, Tustin, California 92780.checked 15 Oct 2026
- Company ownership
- WhenToWork, Inc. identifies itself as a privately owned California corporation providing WhenToHelp.com.checked 15 Oct 2026
- Headquarters
- Tustin, California, USAchecked 28 Sep 2026
Money
- Free eligibility
- Extended free use may be requested by charities with a US 501(c)(3) designation or Canadian registered charity status that schedule unpaid volunteers for community service.checked 4 Oct 2026
- Free Lite limits
- WhenToHelp Lite is limited to 250 volunteers, 100 shifts per week, and 18 months of past schedule information.checked 4 Oct 2026
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