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WhenToHelp
Tustin, California, USA
What it is
WhenToHelp provides online scheduling for organizations that coordinate volunteers. Coordinators can create recurring schedules, use templates, and move shifts with drag-and-drop tools. AutoFill assigns shifts according to volunteer preferences and scheduling constraints. Volunteers can enter availability, request time off, pick up open shifts, or trade shifts through the Tradeboard. Email and text notifications can announce schedules and changes. Schedules have configurable views and can be printed; data export is listed as a Full Version feature. Schedules can also be viewed in Google Calendar and Outlook, with automatic export to both. The service runs on the web, Android, and iOS. Its mobile version opens in a phone or tablet browser at m.whentohelp.com, without requiring an app download. Lite is free for up to 250 volunteers, 100 shifts per week, and 18 months of schedule history; extended free use may be requested by qualifying charities scheduling unpaid community-service volunteers. Full Version costs $16.00 per month for 1–10 helpers. A 30-day free trial does not require a credit card.
For and against
For
- AutoFill assigns shifts using preferences and constraints.
- Volunteers can pick up and trade shifts.
- Schedule notifications are available by email and text.
- Offers Google Calendar and Outlook integration.
- 30-day trial does not require a credit card.
Against
- Lite is capped at 250 volunteers and 100 weekly shifts.
- Extended free use is limited to qualifying charities.
- Full Version starts at $16.00 per month.
The verdict
WhenToHelp combines coordinator scheduling tools with volunteer self-service and calendar options. Check the Lite limits and Full Version pricing against the size of your organization.
Who it suits
WhenToHelp suits organizations coordinating volunteer schedules, especially those that need volunteers to manage availability and shift swaps themselves. Its free Lite plan is limited to qualifying charities for extended use.
Plans and prices
1-10 helpers monthly
1–10 helpers · full version
Read 15 Oct 2026 · whentohelp.com
11-30 helpers monthly
11–30 helpers · full version
Read 15 Oct 2026 · whentohelp.com
31-60 helpers monthly
31–60 helpers · full version
Read 15 Oct 2026 · whentohelp.com
61-100 helpers monthly
61–100 helpers · full version
Read 15 Oct 2026 · whentohelp.com
101-150 helpers monthly
101–150 helpers · full version
Read 15 Oct 2026 · whentohelp.com
1-10 helpers annual
1–10 helpers · full version
Read 15 Oct 2026 · whentohelp.com
151-200 helpers monthly
151–200 helpers · full version
Read 15 Oct 2026 · whentohelp.com
11-30 helpers annual
11–30 helpers · full version
Read 15 Oct 2026 · whentohelp.com
31-60 helpers annual
31–60 helpers · full version
Read 15 Oct 2026 · whentohelp.com
On the record
- API and SDK availability
- Official feature and help pages document exports and calendar connections but do not describe a public API or SDK.whentohelp.com · read 15 Oct 2026
- AutoFill
- Its AutoFill feature assigns shifts using volunteer preferences and scheduling constraints.whentohelp.com · read 4 Oct 2026
- AutoFill scheduling
- Its one-click AutoFill engine assigns shifts using availability, preferences and scheduling constraints.whentohelp.com · read 15 Oct 2026
- Calendar integrations
- Schedules can export and automatically update in Google Calendar, and can reach Outlook or iCal through calendar synchronization.whentohelp.com · read 15 Oct 2026
- Charity access
- Qualifying charities can apply for extended free use of WhenToHelp Lite.whentohelp.com · read 15 Oct 2026
- Company founding
- WhenToWork says it has been an online scheduling leader since 2000.whentohelp.com · read 15 Oct 2026
- Company headquarters
- The listed company address is 360 E 1st St #301, Tustin, California 92780.whentohelp.com · read 15 Oct 2026
- Company ownership
- WhenToWork, Inc. identifies itself as a privately owned California corporation providing WhenToHelp.com.whentohelp.com · read 15 Oct 2026
- Coordinator permissions
- Accounts support unlimited coordinators with configurable permissions controlling what each coordinator can see and do.whentohelp.com · read 15 Oct 2026
- Data export
- Volunteer and schedule data can be exported, and schedules can be printed to PDF or exported as text.whentohelp.com · read 15 Oct 2026
- Data location
- The company says its servers and data are stored in the United States.whentohelp.com · read 15 Oct 2026
- 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.whentohelp.com · read 4 Oct 2026
- Free Lite limits
- WhenToHelp Lite is limited to 250 volunteers, 100 shifts per week, and 18 months of past schedule information.whentohelp.com · read 4 Oct 2026
- Independent feature coverage
- Capterra lists Google Calendar and Microsoft Outlook as the two integrations and describes web, Android and iPhone/iPad deployment.capterra.com · read 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.capterra.com · read 15 Oct 2026
- License model
- The terms describe paid subscription access to an online service and mobile apps; no open-source license is stated.whentohelp.com · read 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.capterra.com · read 15 Oct 2026
- Limit: G2 reliability and design
- G2 reviewers report occasional lag, freezing, being kicked out and a dated or confusing layout.g2.com · read 15 Oct 2026
