Hearing your scheduling tool could be sunset? That leaves you with years of schedules, positions, and pay rules to move. Here's how SubItUp compares to WhenToWork side by side, and the four steps teams take to switch before their next renewal.
SubItUp and WhenToWork both build shift schedules. Whether you've heard your current tool could be sunset or you're getting ahead of the April 2027 ADA Title II deadline, only one of them clocks your staff in. SubItUp includes a built-in time clock that feeds payroll, one-click scheduling that handles work-study limits and tracks certifications, live onboarding and support, and the accessibility documentation public agencies and public universities will need. The move itself is four steps, most teams are live in two to four weeks, and teams switching from WhenToWork get 10% off their first year, migration support included.
| Capability | SubItUp | WhenToWork |
|---|---|---|
| Integrated time clock | Yes | No |
| One account per employee across positions | Yes | No |
| One-click auto-scheduling | Yes | Basic |
| Certification and work-study management | Yes | No |
| Cross-department conflict management | Yes | Basic |
| Payroll reporting and integration | Yes | Basic |
| Live onboarding, training, and support | Yes | No |
| ADA and WCAG accessibility documentation | Yes | No |
Basic: limited, administrative, or requires heavy configuration as publicly advertised. No: not offered or not advertised in public vendor materials as of October 2026.
Grab 15 minutes with a real person on our SubItUp team, and we'll walk through what a switch could look like for your team.
Staff clock in from a phone, tablet, or the facility desk computer, and clock-ins count only when someone's actually on site. Missed punches get caught as they happen. Approved hours go straight to the payroll and HR systems you already run.
One municipal customer put it plainly: "It has been a complete solution for payroll management for our over 300 part-time staff. It created efficiencies, saved hours of staff time, and made it easy for our part-time staff to manage their schedules."
The week that took an evening to build takes one click. SubItUp builds the schedule around who's available, who has class when, and who's near their hour cap, across every department and every job one person holds. Certification tracking lets you confirm everyone on the schedule is certified for their position. Managers spend up to 80% less time on scheduling, which is the difference between running the operation and running the spreadsheet. On the campus side, Texas State University's team cut schedule building from two hours to 30 minutes.
Staff claim, swap, and drop shifts themselves, inside the rules you set. No group text, no supervisor in the middle at 9pm, no stale availability forcing a rebuild. Managers approve instead of chasing.
Onboarding starts with a person, not a setup wizard. A scheduling specialist learns how your departments already run, supports your managers as they rebuild your positions and templates, and trains them until they're confident. Most teams are live in two to four weeks, and customer satisfaction runs at 98%. In a municipal customer's words: "The best software for managing part-time staff. You can train them in less than 10 minutes, and it works flawlessly."
And from a campus team that switched: "Our last scheduling system didn't even have customer service. With SubItUp, being part of the advisory board makes me feel like a valued customer."
It's the question we've been hearing at SubItUp, and the answer is four steps, with a scheduling specialist supporting your team through each one.
For cities, counties, and public universities, the purchase stalls where the paperwork is thin. And this part isn't optional: the Department of Justice ADA Title II web rule sets April 26, 2027, as the compliance date for entities with over 50,000 residents and April 26, 2028, for smaller ones, including public colleges and universities. The software your staff logs into counts.
Ask every vendor for accessibility conformance (WCAG 2.1 AA, Section 508), current security audit documentation (SOC 2 Type I and Type II, NIST), SSO and MFA support, and for campus teams, a completed HECVAT. These aren't extras; they're what gets a purchase through review, and the review starts moving the day the documents show up. SubItUp brings all of it up front. Mention it in a demo and it shows up while you're still comparing.
Pull the schedule and employee exports your account gives you. Then walk through what lives only inside the tool: positions and qualifications, repeating schedule templates, trade rules, and the pay rules managers apply by hand. That list is the real size of your move, and we can support you every step of the way.
Run your hardest schedule through the trial: the aquatics roster with expiring certifications, the front desk where one student holds three jobs, the event crew that doubles in June. If a platform survives your messiest department, the easy ones follow. A pilot also gives your managers a stake in the pick before the whole operation moves.
One municipal aquatics team's version: "Scheduling a staff of 100+ lifeguards is a challenge and we needed a solution that simplified that process for us. SubItUp has greatly reduced our scheduling workload!"
The best switch dates sit in your slow stretch, after summer wraps for parks and rec, over winter break for campus teams, and always ahead of your renewal date, so the old tool never auto-renews behind you.
Teams switching from WhenToWork get 10% off their first year of SubItUp, migration support included, for switches signed by December 31, 2026.
Your positions, certifications, pay rules, and repeating templates can come across with you, rebuilt by your managers with support from our expert scheduling specialists. It's a big reason teams that switch stay: a year in, the schedule builds itself in a click, hours land in payroll on their own, and nobody's chasing paper certifications.
One SubItUp municipal team shared with us: "SubItUp has been an excellent partner for us, they have amazing customer service and have assisted us with trainings, custom report development, APIs, and much more. They are always very responsive and a joy to work with."
Doing your homework? We don't blame you. Start with the side-by-side above, then book the demo: you'll leave knowing whether SubItUp fits your team, with a switch plan for your setup. Don't let your renewal do the deciding.
Both build shift schedules. SubItUp also does everything around the schedule that you've been doing by hand: clocking staff in and feeding payroll, building the week in one click around certifications and hour caps, live onboarding and support, and the accessibility and security documentation public agencies ask for. The full comparison is in the table above.
Yes, built in. Staff clock in from a phone, a tablet, or the desk computer; clock-ins only count on site, and approved hours go straight to payroll. No second system, no separate invoice.
Most teams are live in two to four weeks, depending on how many departments move at once. A scheduling specialist supports your team through the rebuild, and the four steps above cover the whole timeline.
They come across with you. Before you go live, a scheduling specialist shows your managers how to rebuild your positions, certifications, pay rules, and repeating templates, and supports them through every step.
Yes. Campus recreation, housing, dining, and student employment teams run SubItUp every day, with work-study limits, academic conflicts, and class schedules built into the scheduling logic.
Yes: 10% off your first year, migration support included, for switches signed by December 31, 2026. Book a demo and ask for the switch offer.
Full offer terms: subitup.com/whentowork-switch-offer-terms