Productivity & Business · Scheduling & Booking

WhenToHelp

Volunteer scheduling software for nonprofits and community organizations.

Our take: WhenToHelp is a volunteer scheduling tool built for organizations that schedule helpers rather than paid staff.

Best forVolunteer schedulers

ReviewedOct 2026Freemium

7.05 criteria · see breakdown

Try WhenToHelpFree (charities); paid from $16/mo

WhenToHelp is online volunteer scheduling software from WhenToWork, Inc.: coordinators build shift schedules, and volunteers see their shifts, trade shifts and request time off. Paid plans start at $16 a month for 1 to 10 helpers, there is a 30-day free trial with no credit card, and qualifying charities can apply for free use of WhenToHelp Lite. We are a review site; volunteers sign in at whentohelp.com/logins.htm.

The bottom line

Affordable, purpose-built volunteer scheduling with a free tier for qualifying charities — the go-to for small nonprofits.

Our score

Reviewed by the Conversion Gems editorial team. Hover a facet to focus it; click to pin.Tap a facet to focus it.

Community ratings

Shown for context only. Our score is independent.

Capterra

4.5

5+ reviews

4.5 / 5 aggregate · across 1 source

Third-party ratings shown verbatim; aggregate weighted by review volume.

What it is, and why we rate it

One line each. Open a row for detail.

What it really isWhenToHelp — cloud volunteer scheduling software for nonprofits and charities.

Our takeWhenToHelp is a volunteer scheduling tool built for organizations that schedule helpers rather than paid staff.

Coordinators use one-click scheduling and AutoFill, which assigns shifts based on volunteer preferences and approved time off, while volunteers trade shifts on a tradeboard and get email and text alerts. Pricing is per organization by number of helpers, from $16 a month for up to 10. Charities with US 501(c)(3) or Canadian registered charity status that schedule only unpaid community-service volunteers can apply for free WhenToHelp Lite.

Why we rate itFlat per-org pricing (not per-seat) keeps costs predictable.

The preference-based AutoFill and built-in shift tradeboard solve real nonprofit pain points without requiring a tech-savvy coordinator to configure them.

The catchThin integration ecosystem — no native CRM or donor-management connectors, so orgs with complex data workflows will need manual exports.

Reporting is basic compared to full volunteer-management suites.

Best / not good for

Best for

Small-to-mid nonprofits scheduling recurring volunteer shifts
Charities wanting a free-tier entry point before committing
Coordinators who need automated fill with volunteer preference data

Not good for

Organizations needing deep CRM or donor-management integration
Large enterprises requiring SSO, advanced analytics, or API access
Staff payroll scheduling (no hours-to-payroll features)

Trade-offs

Friction report

Trade-offs to know before signing up.

Time to value
Fast: no credit card required for the 30-day trial; cloud-based with no installation — first schedule can be built same day.
Scale breakpoint
Pricing jumps meaningfully above 100 helpers; at 200+ helpers monthly cost rises steeply and a dedicated VMS platform may offer better value.
Walled garden
Low: no contract, and you can pay for one, three, six or twelve months and cancel online.

Still a fit?

If none of these block you, start on the free plan.

Try WhenToHelp

WhenToHelp pricing

Helpers	Monthly	3 months	6 months	12 months
1-10	$16	$44	$66	$110
11-30	$33	$88	$132	$220
31-60	$54	$144	$216	$360
61-100	$78	$208	$312	$520
101-150	$97	$260	$390	$650
151-200	$117	$312	$468	$780

From WhenToHelp's pricing page, checked 3 October 2026. Prices are per organization. 30-day free trial with no credit card; qualifying charities can apply for free WhenToHelp Lite.

A look inside

Frequently Asked Questions

Is WhenToHelp a free service?

Not for most groups: paid plans start at $16 a month for up to 10 helpers (checked 3 October 2026). There is a 30-day free trial, and charities that meet all of WhenToHelp's conditions can apply for free use of WhenToHelp Lite.

How do volunteers sign in to WhenToHelp?

At whentohelp.com/logins.htm. A coordinator has to add you first; your sign-in details are then emailed to you, and the sign-in page has a link for a forgotten username or password. We are a review site and can't reset accounts.

Who qualifies for free WhenToHelp Lite?

Organizations that are a charity, have US 501(c)(3) or Canadian Registered Charity status, schedule only unpaid volunteers, and schedule them for community service. You apply from your free trial account, and each request is reviewed.

What is WhenToHelp used for?

Scheduling volunteers: building shift schedules, auto-filling shifts from availability, letting volunteers trade shifts and request time off, and sending email and text notifications.

WhenToHelp alternatives

Other scheduling tools to compare:

SignUpGenius
Online sign-up sheets for events, volunteer coordination and group sign-ups.
See review
WhenToWork
Employee scheduling software from the same company, for paid staff rather than volunteers.
When I Work
Employee scheduling and time tracking for small and mid-sized businesses.
See review

Showing 1–3 of 3

Sources checked October 3, 2026: WhenToHelp pricing, WhenToHelp free use for charities, WhenToHelp FAQ, WhenToHelp sign in, WhenToHelp homepage.

Conversion Gems independently reviews every tool.