Any organization that schedules volunteers is welcome to try out
for thirty days. Extended free use may be granted to certain
qualifying charities. Click here
for more details.
You can use WhenToHelp Lite for thirty days,
after thirty days you can pay to upgrade to the
full version but to continue free use you
must submit the online application found on your Settings>Information
Yes, all data you have entered into your account is retained and after
paying you can use all upgrade features in your
WhenToHelp Lite Version is
restricted in the number of volunteers in each account (250) and the
number of shifts per week (100). Certain settings cannot be changed in
the Lite version, ex. you cannot prevent volunteers from dropping shifts
etc. (see options below). Click here for a
YES! WhenToHelp has an internal messaging system that
volunteers can set up to forward all messages to their e-mail
or cell phone text message address. These e-mails are always sent out immediately when you
publish a schedule. We also provide your own organization bulletin board where
you can post entries and be
informed when there are new entries to view.
Yes, multiple locations, departments or divisions can be
scheduled with WhenToHelp. If locations share volunteers (any
help at multiple locations) you can set up one WhenToHelp account and
create positions for each location. You can then view schedules
for all locations/positions or for one location at a time. If locations
do not share volunteers you also have the option of creating separate
WhenToHelp account for each location - allowing each location
coordinator to have
a different sign-in and password. (On Paid accounts if you choose this method your
accounts can be linked for billing purposes so that one payment will
cover the total number of volunteers at all locations
Changes to schedules are easy. Simply click on any shift and
change the start or end time, the hours worked, shift name or the
assigned volunteer. If you make a change to an already published
schedule, notification will automatically be sent out to any affected
helpers (for example, if they will no longer be assigned that shift or
if they have been assigned a new shift). The schedule that volunteers view
online will instantly reflect these changes and always be up-to-date.
One of the most unique advantages of WhenToHelp
scheduling software is that it allows volunteers to sign-in and set up
the hours each day of the week that they like or dislike helping.
The program then
can automatically take these preferences into consideration when it calculates
your scheduling. Having helpers set up these preferred times is not required,
but can be a very effective tool in creating the best schedules possible for
everyone. Coordinators can also enter these preferences for a volunteer.
Finding a replacement is easy. Simply click on the sick
shift and you will see a list of available volunteers (with
their phone numbers) - next to each name you will see
whether they like or dislike that particular time. The
helpers at the top of the list are those who like to help at
that shift time. Once you have chosen a replacement you can highlight the name and
click "save" to instantly update the schedule.
When you begin your free trial you will be prompted for only
the basic information necessary to get your organization started scheduling
immediately. This process usually takes between 10 minutes and
half an hour
(depending on how many volunteers you have). Once your company and
volunteer information has been entered you will need to enter your
initial set of
shifts. There are many shortcuts you can take in setting up your
shifts (creating shifts for one day and importing them into another -
either as assigned to certain volunteer or unassigned). Or as you
add a new shift you can check the boxes for the days you want that shift
added. Adding your shift information can take anywhere from 15
minutes to an hour - depending on how many different shifts per day you
Yes, you may assign volunteers to shifts by clicking on the
shift and choosing any name. (Your helper list is
sorted with the available people who like to help at that particular time first
the list or you can change to alphabetical view) You can either manually place
volunteers into all shifts
or into just a few - and then let WhenToHelp automatically place the
rest of the helpers.
WhenToHelp uses advanced mathematical algorithms to
determine the best schedule for all volunteers - depending upon the preferred
times they may have entered, approved time off/vacation requests,
and "cannot help" times. Seniority or scheduling group
options can also be chosen.
Schedules can be repeated in a number of different ways.
1. One day's shifts (assigned to certain helpers or unassigned)
can be imported into another day.
2. Another week's schedule can be repeated (and modified if
necessary) the schedule can be used with or without previous helper
3. Daily and weekly templates can be created ahead and used at any time.
Any of these methods allow for modifying shift times or which helper
is assigned to the shifts.
Although we do not do automatic
rotational scheduling many of your users create their rotations manually
by creating a template for each week in their rotation and then
Importing the appropriate template for that week in the rotation.
Yes. Your schedules can be viewed and printed in many
Weekly - as a calendar or a list
Daily - as a calendar or a list
Monthly - as a calendar or chart
Multiple Weeks - as charts
Graphically - daily and weekly
As a list - daily and weekly
By Helper - alphabetically, showing hours helped for each shift and
weekly totals. Schedules can be filtered to show all positions
(departments or locations), or individual positions.
Yes, stats for each shift,
volunteer, position, day and week
are always available.
When you purchase a regular software program you need to install it (which uses up
hard drive space on your computer) and you are subject to that computer
crashing and losing your data. Online programs provide you with
use of your program from any computer connected to the Internet -
allowing you to also schedule from home or while traveling. You do not have
to worry about software installation or upgrading to new versions. You
are always working with the most updated version of the software (at no
WhenToHelp is provided by WhenToWork,
Inc. - a collaboration of three companies that have
been reliably providing technology services for over 15 years. We are
committed to our customers and value their trust and loyalty. We
have developed WhenToWork with the long term in mind and have no large
debt like many other "dot coms."
To begin your
30 day free trial of WhenToHelp Lite you simply need to enter your
e-mail address into the express sign up form on the right side of this page and you will immediately be e-mailed a temporary
sign-in name and password. Sign In using these and choose your own
private sign-in name and password. You will be guided through 6
easy steps to set up your organization. From there you can choose a
week to begin scheduling, enter your shifts and press auto-fill to try
out the system. Before auto-filling the first time you may also add more
volunteer details (like start dates if you wish to schedule by seniority,
or maximum hours or days, cannot help times, etc.) Once you have
auto-filled your shifts you can always clear them, change information
and re-auto-fill for a different schedule. You can try all different scheduling options, make changes and then when you are happy with the
results you can "publish" your schedule, which makes it
available to volunteers online and automatically sends out notifications
your use beyond 30 days you will need to purchase the Full Version
for a month, 3 months, 6 months or one year, or you may apply
for extended free use of WhenToHelp Lite using the application
form in your account.
You may pay by check or
by credit card using the "Subscribe Now" link on your
Coordinator Home Page or by going to your account Settings>Make
a Payment page.
Our business model is designed to allow
us to streamline our efforts and pass the savings on to you,
providing free use for qualifying organizations and keeping our
Full Version prices very low.
WhenToHelp Lite and Full Version WhenToHelp users can
get their questions answered quickly using our Quick Email support.
We realize this business model is not for everyone, but
hopefully you will become confident in it, as all of our current