September 5, 2013

What When – A Scheduling Tool for Freelancers

What When is a scheduling tool that freelancers can use to stay organized when dealing with multiple projects, clients, and rotating deadlines. Rather than using complicated charts, calendars, and graphs, What When keeps it simple by encouraging its users to post all their deadlines and project milestones on streamlined timelines.

Sign up for What When by entering your name and your email address, and then get started creating your first timeline. Name your timeline, then enter some basic information like start/end dates and the name of the client you’re managing the project for. Next, you’ll want to manually enter the some information about each task, meeting, milestone, payment, or work day that is a part of the project. Continue adding these individual elements to your timeline until your project timeline feels complete. At that point you can click “View It” to see your timeline, or “Email It” to send your timeline to the client or collaborator for review.

As time goes on, the number of active timelines you have will increase. Create new timelines for each project you’re working on or client you’re working with, and check your timelines each day to get a sense of which milestones or meetings you have coming up. How you use What When is up to you, based on the types of projects you work on and the ways in which you typically work.

Practical Uses:

  • Create a timeline that includes all the steps necessary to complete a major project
  • See what tasks you need to tackle each day
  • Send a timeline to your client to make sure you’re on the same page

Insider Tips:

  • Email timelines to clients for project approval
  • Include payment due dates on your timelines
  • Delete timelines when a project is complete

What we liked:

  • Timelines are clean and streamlined
  • New users can get started using the app in mere seconds
  • Users can create separate timelines for each project or client
  • Today’s tasks are marked in yellow

What we didn’t like:

  • What When may be too basic for some freelancers with advanced scheduling needs


Company Info:

  • Launched: 2013
  • Privately Held
  • Headquarters: Chicago, Illinois
  • Founded by: Ryan Glover
  • Web site:


  • Free

Submit a Comment