30 Best Employee Shift Scheduling Software Reviewed for 2025
10 Best Employee Shift Scheduling Software Shortlist
Here's my pick of the 10 best software from the 30 tools reviewed.
Get free help from our HR software advisors to find your match.
Employee shift scheduling isn’t just about filling time slots—it’s about aligning availability, skills, and business needs cohesively. After testing countless scheduling tools, I’ve identified the most efficient solutions that streamline the process, reduce scheduling conflicts, and save time. These platforms go beyond simplifying shift management—they make it faster, more reliable, and far less stressful.
With so many shift scheduling tools out there, finding the right one can feel overwhelming. This guide will simplify your search by highlighting the best options to streamline scheduling, minimize conflicts, and ensure your team is always covered.
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Best Employee Shift Scheduling Software: Comparison Chart
This comparison chart summarizes basic pricing details for my top employee shift scheduling software selections to help you find the best option for your budget and business needs.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 |  Connecteam Connecteam lets you track and publish status updates as well as stay connected with your entire mobile team. | Best employee scheduling app for planning, distributing & swapping shifts | 14-day free trial + free plan available | From $29/month (for up to 30 users, billed annually) + $0.5/user/month for each additional user | Website |
| 2 |  Homebase Homebase allows employers to customize schedules based on various factors, including employee availability and business demands. | Best employee scheduling tool for contract, freelance, and hourly workers | 14-day free trial + free plan available | From $20/user/month | Website |
| 3 |  TimeClock Plus Go to the shift planning view to see who is working and when. | Best for its flexible approach to shift scheduling for teams | Free demo available | Pricing upon request | Website |
| 4 |  Buddy Punch Buddy Punch provides a user-friendly dashboard to streamline employee scheduling and shift publishing. | Best employee shift scheduling software for geofencing and automatic sign-outs | 14-day free trial | From $3.99/user/month + $19/month base fee | Website |
| 5 |  TimeTrex TimeTrex's main dashboard allows managers to see various metrics and schedules at a glance. | Best for automating complex multi-week rotating schedules | 30-day free trial + free plan available | From $5/user/month | Website |
| 6 |  7shifts The 7shifts scheduler summarizes schedules, hours worked, and pay in one calendar interface. | Best staff scheduling software for the restaurant industry | 14-day free trial + free plan available | From $24.99/month/location | Website |
| 7 |  Factorial Factorial allows you to add shifts for individual employees and teams based on day or week. | Best employee shift scheduling software within a full HRIS platform | 14-day free trial | From $4.50/user/month | Website |
| 8 |  Sage HR SageHR lists all your employees via a simple and clean interface, giving you a real-time view of the work movement in your organization. | Best shift scheduling for small businesses | 30-day free trial | From $6/employee/month | Website |
| 9 |  Shiftboard With Shiftboard, you can auto-fill shifts and do ad-hoc last minute shift changes with real-time lists of qualified workers. | Best shift scheduling software for the manufacturing industry | Free demo available | From $45/user/month | Website |
| 10 |  5280 Clinic Users can quickly add shifts and view the entire year’s schedule at a glance with 5280 Clinic. | Best shift scheduling software for medical clinics | Free trial available | From $5/employee/month (billed annually) | Website |
How to Choose Employee Shift Scheduling Software
Choosing the right employee shift scheduling software can be the difference between smooth operations and constant scheduling chaos. Whether you’re dealing with last-minute absenteeism, shift swaps, or uneven staffing, selecting the right tool is essential for managing schedules efficiently.
Keep these important points in mind to help you make the best choice for your team’s unique needs:
- What shift management challenges are you trying to solve? First, identify the exact challenges you're trying to overcome, such as filling last-minute shifts, minimizing overtime, or balancing employee availability. For example, if no-shows are disrupting your shifts, look for employee shift scheduling software with real-time updates and mobile notifications. Knowing your pain points can guide you to select software with features that directly address your needs.
- What outcomes are important and how will you measure success? Decide what success will look like for your new software. Are you interested in reducing shift conflicts or facilitating better coverage during peak times? Do you want to create a better employee experience for your staff by allowing them to trade shifts? Being clear on your desired outcomes upfront is crucial to avoid wasting valuable time.
- Who are your primary user groups? Consider who will use the software and how many licenses you'll need. To make the most out of the shift-swapping tools, you'll need access for your whole organization, plus role-based access for your HR professionals and managers. Once that's clear, it's also useful to list the needs of your different user groups to ensure they're all met.
- What software integrations do you need? Look for platforms that offer direct integrations with your current tools—like syncing schedules with your payroll software to ensure accurate pay or linking to time clocks for tracking hours. This reduces the risk of errors and saves time spent on manual data entry. If you're aiming to consolidate multiple tools into one, look for an employee scheduling tool that also handles time tracking and attendance.
- Will the software fit into your workflows? Consider how the software would fit into your day-to-day operations. Will it integrate easily or would you need to overhaul your scheduling process? If you’re transitioning from manual scheduling, look for software with an intuitive interface that’s easy for both managers and employees to adopt quickly.
Remember, not all scheduling tools are built the same. By focusing on your specific problems—be they understaffing, overtime management, or ensuring proper shift coverage—you can find employee shift scheduling software that directly solves your issues and improves overall efficiency.
Avoid picking a tool just because it’s popular. Instead, select one that aligns with your exact needs and integrates smoothly into your business operations.
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Willo
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ClearCompany
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Guru
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Best Employee Shift Scheduling Software Reviews
Here’s a detailed breakdown of the top 10 employee shift scheduling software solutions I’ve personally reviewed, with a focus on the features that set each one apart. From seamless shift-swapping to automated scheduling and real-time notifications, I’ve highlighted what each platform excels at to help you make an informed decision Be sure to check out the bonus picks at the end for additional options that may suit your business needs.
Best employee scheduling app for planning, distributing & swapping shifts
Connecteam is an employee shift scheduling system, designed for deskless employees. HR teams, employee managers, and business owners can create and distribute customizable shift schedules, communicate with staff, manage payroll and train non-desk employees in real-time, wherever they’re located.
Why I picked Connecteam: Available on mobile, desktop, or as a kiosk app for tablets, Connecteam was made for organizations where employees don’t spend their working time in the office. From retail and restaurants to manufacturing, construction, field services, and healthcare—Connecteam is used by thousands of businesses across dozens of industries to communicate with and manage their mobile workforce.
You can manage your deskless employees in a single app and, for no extra cost, you get all the tools Connecteam has to offer: dedicated employee communication channels with targeted updates, team engagement features, surveys, polls, searchable company directory, company updates training and onboarding capabilities, a company knowledge base, task management, digital forms and checklists, and more.
Connecteam Standout Features and Integrations:
Features include the ability to assign shifts in a click, duplicate schedules, drag & drop shifts, perform bulk actions, or use templates. You can also oversee your staff's daily activities using shift tasks and shift status updates, with employees able to receive push notifications containing all the information they need in real-time.
Other features in their mobile-first platform include scheduling conflict and overtime alerts, and the recently added auto-scheduling feature, which automatically aligns employee schedules with availability and time off, provides equal shift distribution among all employees, and assigns jobs based on qualifications for proper staffing.
Integrations include Paychex, Xero, Gusto, QuickBooks Payroll (online + desktop), Zapier, Google Calendar, API access, and others.
Homebase
Best employee scheduling tool for contract, freelance, and hourly workers
Homebase is employee shift scheduling software that simplifies managing employee availability, time-off requests, and shift swapping. Businesses can import schedules from previous weeks, set employee wage rates, and comply with labor laws.
The cloud-based platform synchronizes employee scheduling and time-tracking, making schedule creation and management easier for managers. It allows businesses to manage multiple locations through an easy-to-use dashboard, enabling users to add employees, edit schedules, and communicate with employees if necessary.
Why I picked Homebase: The platform offers a labor cost management tool that tracks employee time and labor costs to help businesses reduce workforce expenses. You can set up labor budgets for your whole business or specific departments, then compare the actual labor costs to the budget in real-time. This helps teams identify cost-saving opportunities, optimize labor expenses, and increase profitability.
In addition, Homebase's reporting functionality provides valuable insights into sales and labor data. You can generate custom reports on labor expenses, payroll data, and employee performance, and gain insights to make informed decisions, identify trends, and forecast future labor needs.
Homebase Standout Features and Integrations:
Features include a two-way communication system that allows employees to message each other, pick up shifts for other employees, or suggest swapping their shifts. It also enables real-time updates to help avoid schedules with missing employees.
Its time clock feature allows employees to clock in and out, keeping track of the hours worked, including employee breaks and overtime. Managers can then ensure that employees adhere to their scheduled hours and avoid labor law violations.
Integrations include numerous payroll and point of sale (POS) platforms, including ADP, Rippling, Paychex, Gusto, Restaurant365, TipHaus, Clover, Toast, Square, SurePayroll, and others. With its POS integration, users can automatically view labor costs per shift, reducing overhead expenses. It also lets managers view sales data and discover which employees drive sales.
Lastly, Homebase also offers an employee scheduling app for iOS and Android mobile devices.
Best for its flexible approach to shift scheduling for teams
TimeClock Plus is a time and attendance software designed to automate the time-keeping process and scheduling so you can proactively manage your employees.
Why I picked TimeClock Plus: I was really impressed by the flexibility that the platform offers both admins and users. While as an admin you can configure specific rules for employees and handle multiple pay periods and overtime with multiple rates, as a user you can connect with other team members and coordinate shifts. What I mean by this is that once the shifts are out, the shift roster lets users swap schedules, drop requests, pick up open shifts, and handle coverage without any management involvement.
On top of that, automated scheduling lets you set custom variables and employee preferences to make sure the system creates conflict-free schedules. And if you have complex scheduling needs, advanced scheduling handles coverage assurance, qualification requirements for shifts, and CBA compliance.
Finally, if you want to see detailed information on certain teams and make business decisions, you can use the reporting module. You can pull reports to the level of depth that you need, see information on graphs and tables that look like a dashboard on paper, and much more.
TimeClock Plus Standout Features and Integrations:
Features include tools to automatically track time and schedule shifts, leave and accrual management, labor tracking and job costing, a variety of time clock options (e.g., badge reader, biometric scanner, thermal scanner, web clock, and a mobile clock app), and reports and analytics.
Integrations include 100+ payroll solutions like ADP, BAI, Ascentis, Accra, Casamba, Cayenne, Ceridian, Epicure, Quickbooks, Paychex, or even payroll modules from ERP systems like SAP, Sage, and NetSuite.
Best employee shift scheduling software for geofencing and automatic sign-outs
Buddy Punch is a simple and easy-to-use cloud-based time tracking and employee shift scheduling solution. It can keep track of who’s signed in (or not) at any given time, and also create and distribute employee schedules.
Why I picked Buddy Punch: With Buddy Punch, you can use geofences to control where employees can clock in and out, limit work hours to only within specific timeframes, and automatically sign out forgetful employees.
Buddy Punch streamlines shift management and makes it easy to reassign employees to other understaffed shifts instead of having a surplus of employees signed in at once. Managers can easily help employees trade shifts with each other using their shift trade and drag-and-drop functionalities.
Buddy Punch Standout Features and Integrations:
Features include a full-feature mobile app, push notifications for schedule changes, schedule templates, tools to manage time tracking, seamless integration with APIs, a user-friendly dashboard, and team scheduling features that remove the need for physical punch-ins. Managers can review employees’ time and update schedules easily and efficiently, as necessary.
Integrations are available with commonly used accounting software systems like ADP, Gusto, Paychex, Paylocity, PayPlus, SurePayroll, Quickbooks, Workday, and Zapier. They also have a mobile app for Android and iOS devices as well.
TimeTrex is a workforce management tool that covers a wide range of employee management functions, including time and attendance tracking, payroll processing, HR management, job costing, scheduling, leave management, document management, expense tracking, and invoicing.
Why I picked TimeTrex: One of the standout features of TimeTrex is its ability to automate complex multi-week rotating schedules, which eliminates the need for manual scheduling and reduces administrative workload. This automation is complemented by a drag-and-drop interface and shift template.
In addition, TimeTrex allows employees to access their schedules from any internet-connected device, ensuring that they are always informed and can plan accordingly.
TimeTrex Standout Features and Integrations:
Features include advanced time and attendance tracking features, job costing and expense management tools, and automated scheduling and leave planning tools.
The software also supports various clocking-in methods such as web-based, mobile, and biometric time clocks, providing flexibility and accuracy in tracking employee hours. TimeTrex even offers comprehensive reporting and analytics, mobile accessibility, and customizable alerts and notifications.
Integrations include ADP, Intuit QuickBooks, Sage, Paychex, Surepay, Ceridian, Meditech, Insync, Millennium, CompuPay, Tyler Technologies, Vensure Employer Services, Accero, IRS, and Canada Revenue Agency.
7shifts is a comprehensive workforce management system that's specifically designed to support clients in the restaurant industry. It offers modules for employee scheduling, time clocking, tip management, payroll, and team engagement and communication, and more.
Why I picked 7shifts: Its focus on supporting the hospitality industry make the software standout compared to other business scheduling software. Marketed as the 'all-in-one-app for restaurant teams', 7shifts offers features that make key processes easier, such as shift forecasting to avoid over or under-stafffing, and automatic labor and sales forecasts based on historical data.
7shifts Standout Features and Integrations:
Features include an easy drag-and-drop schedule builder, intuitive manager approval tools, and a free employee scheduling app that supports shift notifications, shift swaps, and time off requests. Your employee data is synced and accessible across all devices, making it mobile-friendly for employees who are Android and iOS users. This allows them to still be up-to-date and productive while mobile.
You can also create shift schedule templates, so you don’t have to start from scratch.
Integrations are available with 80+ popular payroll, POS, and analytics platforms, including ADP RUN, ADP WorkforceNow, Bounce, Cake, Ceridian Dayforce, Clover, DoorDash, GoTab, Gusto, Heartland Payroll, Lightspeed, Oracle, Paychex, Paycom, Paycor, Paylocity, Skip, Square, TalentReef, Toast, UKG Pro and numerous others.
Best employee shift scheduling software within a full HRIS platform
Factorial is an affordable and comprehensive employee shift scheduling software that's well-suited for small businesses since it supports the entire employee lifecycle within one platform.
Why I picked Factorial: With 80,000 customers in 65 countries, Factorial is clearly doing something right. With this system, you get everything you need to manage your scheduling process, meaning you can spend less time doing time-consuming HR tasks and more time focused on what matters instead.
It also includes employee performance and goals & OKR (objectives and key results) tracking, so you can develop your best team members and ensure you also achieve your organizational goals.
Factorial Standout Features and Integrations:
Features include shift management, time tracking, and standard time management tools. You can manage time, documents, and talent using one centralized HRIS system. Employees can access their personal accounts to request annual leave and check their pay statements. The portal also helps managers communicate with team members and share resources.
Integrations include Google Workspace, Microsoft Outlook, Breezy HR, Okta, Slack, TeamTailor, Workable, Zapier, and many others.
Sage HR performs common shift scheduling tasks with the additional benefit of recruitment support right within the app. You can upload your employee database to your new online staff directory with a few clicks. The product has features like leave management, timesheets, employee tracking and submission, and management of company expenses from the mobile app. Support is available via chat and email.
Sage HR is a good fit for small businesses because of its affordability and its non-techie interface that can be easily operated by solopreneurs and startup business owners.
Sage HR integrates with Slack, Zapier, and G Suite.
Pricing starts at $5.50/user/month and offers a 14-day free trial.
Shiftboard’s advanced employee scheduling software is designed to tackle complex workforce management challenges, such as reducing total labor costs, improving employee retention, and ensuring compliance with stringent scheduling regulations.
Why I picked Shiftboard: Ideal for industries like manufacturing and oil and gas, Shiftboard’s advanced features help shift-based industries tackle the complexity of managing employee schedules using smart automation technology.
The system continuously optimizes coverage to reveal scheduling options that unlock hidden workforce capacity before resorting to overtime. Shiftboard can reassign underutilized workers, fill shifts with flex pools, and prioritize cost-effective staffing solutions.
Shiftboard Standout Features and Integrations:
Features include numerous solutions to solve specific business challenges, including scheduling efficiency, workforce flexibility, labor cost management, union compliance, fatigue management, contingent labor management, and employee retention.
Shiftboard's platform is also easy to configure for your business's unique needs. Scheduling workflows, overtime rules, and policies can be customized to fit specific team, site, or industry needs. Automation can also be tailored for scenarios like production line changes, emergency response, job rotations, and shift-splitting.
Additionally, Shiftboard offers full-cycle compliance capabilities, from error prevention to exception management. The platform continuously enforces a comprehensive set of scheduling rules, including state and local labor laws, fatigue standards, union agreements, and OSHA regulations.
Integrations include UKG, ADP, SAP, Oracle, Workday, Dayforce, Infor, Workato, Workday, PowerBI, Verable, Microsoft Dynamics, Circadian, PlanetTogether, Zaddons, and MyHR.
5280 Clinic is a scheduling tool specifically designed to enhance operational efficiency and prioritize patient care for healthcare providers and medical clinics of all sizes.
Why I picked 5280 Clinic: The company's unique focus on shift scheduling for healthcare establishments makes the software stand out. It offers a range of scheduling options, including weekly, pattern, and individual shift scheduling, providing flexibility to meet the unique needs of different clinics.
In addition, the multiple calendar views offered by 5280 Clinic enable users to gain a comprehensive overview of schedules, facilitating better planning and management.
5280 Clinic Standout Features and Integrations:
Features include AI-powered shift requests, unlimited user groups, coloring rules for shift requests, custom shift filters, a calendar overlay for holidays and time-off requests, native mobile apps for Android and iOS devices, 2FA authentication or the ability to sign-in using Google or Facebook accounts, and robust data encryption parameters.
Another notable feature is its intuitive drag-and-drop interface, which simplifies the process of creating and managing shifts. This interface allows administrators to easily plan and adjust schedules, ensuring optimal coverage and coordination among staff.
Real-time updates ensure that all staff members are aware of any changes to their schedules immediately, reducing the likelihood of miscommunication or scheduling conflicts. Furthermore, the software allows staff to request time off and swap shifts easily.
Integration details are currently not available.
Other Employee Shift Scheduling Software
Here are a few more worthwhile options that didn’t make the best employee shift scheduling software shortlist. I didn’t have room for a full review for each of these but they are still worthy of consideration:
- Rippling
Software for customizable scheduling needs
- Deel
For global scheduling policies
- Paylocity
Employee scheduling tool for ensuring labor law compliance
- Justworks
Staff scheduling software with 24/7 HR support
- BambooHR
Employee scheduling software for mobile time-off management
- Wrike
Employee shift scheduling software for balancing workload allocation
- Zoho Shifts
Shift scheduling software for letting employees swap and pick up shifts
- ADP Workforce Now
For midsized business HRIS
- Skedulo
Employee shift scheduling software for concurrent scheduling
- monday.com
Modular business schedule software for small businesses
- When I Work
Employee shift scheduling software with time tracking
- HotSchedules
Employee shift scheduling app for scheduling flexibilities
- QuickBooks Time
GPS tracking software for off-site shift work
- Schedule It
Employee scheduling analytics solution
- Findmyshift
Free scheduling tool for small teams
- ScheduleAnywhere
Employee schedule requirement tracking
- injixo
Shift scheduling software for business contact centers
- Workzoom
Labor relations and resolution management app for small businesses
- Snap Schedule
Employee shift-scheduling software for construction industry
- ABC Roster
Free shift scheduling tool for lean budgets
Related HR Software Reviews
If you still haven't found what you're looking for here, check out these other related tools that we've tested and evaluated:
- HR Software
- Payroll Software
- Recruiting Software
- Employer of Record Services
- Applicant Tracking Systems
- Workforce Management Software
Selection Criteria for Employee Shift Scheduling Software
Selecting the best employee shift scheduling software for this list required a detailed understanding of common operational needs, such as managing frequent schedule changes efficiently, while accommodating employee preferences. My approach to choosing the best software for this list is grounded in thorough research into how these tools optimize scheduling processes and address common pain points. Here's a summary of the criteria I used to decide on my final picks:
Core Employee Shift Scheduling Functionalities (25% of total score): To be considered for inclusion in this list, the software had to fulfill the following common use cases first:
- Automated schedule generation based on availability and skill set
- Self-service options for employees to request time off and swap shifts
- Real-time updates and notifications for shift changes
- Mobile app accessibility for on-the-go schedule management
- Compliance monitoring tools to ensure compliance with labor laws and company policies
- Comprehensive reporting tools to analyze staffing metrics and costs
Additional Standout Features (25% of total score): To help me hone in on the best employee shift scheduling software available, I also took note of any unique features, including:
- Advanced AI for predicting staffing needs and suggesting optimal schedules
- Internal communication tools for instant messaging and updates within teams
- Customizable reporting features tailored to the specific needs of a business
- Unique integrations with industry-specific tools for a more streamlined workflow
- Customization options to adapt the software to complex scheduling requirements, plus the ability to incorporate company branding elements
Usability (10% of total score): To evaluate the usability of each employee shift scheduling system, I considered the following:
- An intuitive user interface design that offers a balance between powerful features and an easy-to-navigate interface
- User-friendly design elements like drag-and-drop calendars for scheduling and in-app communication tools
- Either dedicated mobile apps or a mobile-friendly user interface that works on both Android and iOS mobile devices or offers SMS updates
- Customizable scheduling templates that reduce administrative work
- Role-based access controls that are simple to set up and manage
Onboarding (10% of total score): To get a sense of each software provider's customer onboarding process, I considered the following factors:
- Quick setup processes and clear guidance for first-time users, including customizable templates
- Comprehensive training materials such as videos or interactive tutorials
- Support for migrating data from previous systems into the new platform
- Any dedicated customer support or guided assistance during the setup process
Customer Support (10% of total score): To evaluate the level of customer support each vendor offered, I considered the following:
- The availability of multiple support channels, including email, phone, and chat
- The existence of a self-service knowledge base, FAQ repository, or other self-help resources to speed up troubleshooting
- The overall quality, responsiveness, and helpfulness of the support team during customer onboarding and post-purchase, as inferred from customer reviews
Value for Price (10% of total score): To gauge the value of each software, I considered the following factors:
- The availability of free trials or demos to test the software before purchasing
- Transparent pricing models that clearly explain which features are included at each level, with no hidden fees
- Tiered pricing plans that cater to different business sizes, from small to medium-sized businesses (SMBs) up to enterprise-level organizations
Customer Reviews (10% of final score): Evaluating customer reviews is the final element of my selection process, which helps me understand how well a product performs in the hands of real users. Here are the factors I considered:
- Whether a product has consistently high ratings across multiple review platforms, indicating a broad level of user satisfaction
- Specific praises, criticisms, or trends in customer feedback that indicate the software's strengths or areas for improvement
- Whether customer feedback specifically mentions issues with ease of use, customer support responsiveness, or lacking features
- Testimonials that highlight beneficial use cases, including mobile app functionality and customization options
By using this assessment framework, I was able to identify the employee shift scheduling software that goes beyond basic requirements to offer additional value through unique features, intuitive usability, smooth onboarding, effective support, and overall value for price.
Trends in Employee Shift Scheduling Software for 2025
As of 2025, employee shift scheduling software has continued to adapt to the changing needs of businesses, and incorporate advancements in technology, such as artificial intelligence (AI). Here are several developing trends that are starting to impact shift scheduling tools:
- Automation and AI-Driven Scheduling: The move towards automation and an increased use of AI for auto-scheduling has become a major trend. This facilitates intelligent staffing decisions, optimizing schedules based on availability, skill set, and labor costs.
- Mobile Accessibility and Real-Time Updates: Mobile applications now offer unparalleled accessibility, allowing employees to view their schedules, swap shifts, and communicate with their teams instantly from their smartphones.
- Advanced Features for Specific Industries: Some scheduling platforms now offer features tailored to the unique needs of specific industries, such as demand forecasting for retail or time tracking for remote and deskless workers, highlighting a trend toward specialization.
- Geofencing and GPS Tracking: Many online scheduling tools are now incorporating geofencing and GPS tracking to automate time tracking and ensure compliance. This feature is particularly beneficial for businesses with mobile workforces, enhancing accuracy in time recording and improving workforce management efficiency.
These trends in employee shift scheduling software illustrate a clear move towards creating more intelligent, adaptable, and user-centered solutions. As you continue your search for the best system for you, pay attention to software providers that offer these new features.
What is Employee Shift Scheduling Software?
Employee shift scheduling software is a digital tool designed to streamline the creation and management of employee work schedules. It automates the process of assigning shifts, considering factors like employee availability, skills, and workload requirements.
The purpose is to facilitate easy shift swaps and adjustments, enhance communication between management and staff, and help maintain compliance with labor laws. Its use leads to efficient staffing, reduced scheduling conflicts, and improved overall workforce management, contributing to a more organized and productive work environment.
Features of Shift Scheduling Software
When it comes to shift scheduling, the presence or absence of certain key features can make a big difference for a particular use case. Here are the most important features to look for to manage your scheduling challenges effectively:
- Automated Scheduling: This feature automatically generates optimal shift schedules based on employee availability, skills, and business needs, significantly reducing manual effort and potential human errors.
- Shift Swapping and Shuffling: Allowing your employees to independently swap shifts provides a better employee experience and reduces scheduling conflicts. Shift shuffling also allows for a more flexible and fluid workforce management process without bottlenecking all requests to run through management or human resources. If a team member no-shows or is sick, management can shuffle the shift to another available employee to ensure shift coverage.
- Dynamic Visual Calendar: Software with a visually appealing calendar and modern UI touches like drag-and-drop scheduling blocks create a better user experience. Scheduling calendars that support text formatting, color coding, and other aesthetic indicators for shift changes or urgent notifications are extra appealing.
- Real-Time Updates and Notifications: This ensures that any changes to the schedule are immediately distributed to staff through a variety of channels, like email, push notifications, or SMS. This increases visibility for all relevant parties, helping to avoid confusion and miscommunication.
- Time-Off Management: To streamline the scheduling process, the software should allow staff to request time off from within the app. Integrating leave management functionalities within scheduling software makes the scheduling process smoother, and ensures adequate staffing levels for business demands.
- Reporting and Analytics: The best staff scheduling tools should produce timesheet reports consisting of the logged time, billable hours, and overtime. Beyond that, reports that provide insights into labor costs, staff utilization, and other critical metrics also help improve efficiency, reduce costs, and make better data-driven decisions.
- Schedule Export Options: Exporting schedules is a key feature for teams who work offline and need to keep a record of the data outside of the scheduling software. This is especially helpful for teams working remotely and with varying degrees of internet connectivity. Key exporting formats to look for are PDFs, emails, and Excel spreadsheets.
- Compliance Tracking: This feature helps ensure that your schedules adhere to labor laws and union rules, reducing the risk of legal issues and penalties. Key aspects to note are monitoring flags for excessive overtime per day, or too many consecutive work days in a row, which fluctuates by industry.
- Employee Self-Service via Mobile Devices: These features help employees submit their availability, request time off, and swap shifts with minimal manager intervention via their preferred mobile device, fostering a sense of autonomy and improving employee satisfaction. Mobile accessibility also ensures staff are notified immediately of any schedule changes, regardless of their current location.
- Software Integrations: The best shift scheduling software should fully integrate with payroll software (or provide payroll features) to simplify employee payments linked to work hours. It should also offer integrations with top email and messaging tools to improve team communication and satisfy other business needs.
By investing in software with these key features, you'll satisfy your current needs and remain adaptable for future changes and growth. Remember, managing work shifts effectively doesn't just improve operational efficiency, it also enhances employee satisfaction by respecting their time and preferences.
Benefits of Shift Scheduling Software
Employee scheduling software can help you transform your current scheduling process into a series of efficient and automated workflows, improving your employee satisfaction levels while also reducing costs. If you still need a bit more convincing, here are several benefits you can expect to gain by investing in the best employee shift scheduling software that satisfies your business needs:
- Enhanced Flexibility & Agility: The software is purpose-built to facilitate easy shift swaps and adjustments, accommodating employee preferences and last-minute changes. This flexibility ensures that business operations remain smooth despite unforeseen circumstances.
- Improved Team Communication: Shift scheduling software can improve communication between managers and employees thanks to built-in messaging systems. Clear and direct communication helps in reducing misunderstandings and improves shift management.
- Increased Employee Satisfaction: Allowing employees to manage their availability and preferences gives them a sense of control over their work-life balance. Higher satisfaction leads to reduced turnover rates and a more engaged workforce.
- Compliance Assurance: By monitoring adherence to labor laws and company policies, the software reduces the risk of legal issues, protecting businesses from fines while maintaining a positive reputation.
- Reduced Costs: By optimizing staffing levels based on demand, shift scheduling software helps reduce overstaffing and understaffing, directly impacting the bottom line by controlling labor expenses.
As you can see, employee shift scheduling software offers numerous benefits, including enhanced flexibility, improved communication, increased employee morale, improved compliance, and significant cost savings. These benefits make shift scheduling software an invaluable tool for any business aiming to optimize its workforce allocation and overall operational efficiency.
Costs & Pricing for Employee Shift Scheduling Software
Employee shift scheduling software providers offer a range of pricing plans to suit different business sizes and needs. Understanding these options is crucial for selecting the right software that aligns with your organizational requirements and budget constraints. To give you an overview of the pricing landscape, I've compiled the key details into a summary table.
Plan Comparison Table for Employee Shift Scheduling Software
| Plan Type | Average Price | Common Features |
|---|---|---|
| Free | $0 | Basic scheduling, time-off requests, shift swaps, mobile access, and limited to a certain number of users |
| Basic | $2-10 per user/month | Enhanced scheduling capabilities, reporting tools, notifications and alerts, mobile app access, and support for more users than the free plan |
| Standard | $10-25 per user/month | All Basic features, plus time and attendance tracking, advanced reporting, integration with other HR systems, and support for a larger number of users |
| Premium | $25-50 per user/month | All Standard features, plus AI-driven scheduling optimization, customizable features and integrations, dedicated support, advanced analytics, and unlimited users |
| Enterprise | Custom Pricing | All Premium features, plus custom development options, enterprise-level security, personalized training and support, and scalability options for large organizations |
When choosing a plan, try to strike a balance between the features you need and the price you're willing to pay. I also recommend starting with a basic or small business scheduling plan to test the software's effectiveness for your organization, with the option to upgrade as your needs evolve and grow.
For businesses with a small workforce and straightforward scheduling requirements, starting with a free or basic plan might be sufficient. However, there are compelling reasons to consider upgrading to a more advanced plan:
- Complex Scheduling Needs: As your team expands, handling various shifts, fluctuating hours, and multiple roles can become increasingly complex. Advanced plans come with enhanced scheduling tools designed to manage intricate workforce structures more efficiently.
- Shift Swapping and Availability Features: Basic plans may not offer flexible options for shift swapping and availability management. By upgrading, your employees can more easily exchange shifts and update their availability, minimizing scheduling conflicts and unexpected changes.
- Automated Scheduling: Creating schedules manually can be both time-consuming and error-prone. More advanced plans typically feature AI-driven automated scheduling that optimizes shifts based on employee availability and preferences.
- Detailed Reporting and Analytics: To make well-informed decisions, you need access to thorough insights into your scheduling practices and labor costs. Premium plans provide in-depth reporting and analytics capabilities that basic plans do not offer.
- Integration with Payroll and HR Systems: Basic plans often lack integration with other critical HR or payroll systems, necessitating manual data transfers between systems. Upgrading to a higher-tier plan can eliminate this hassle, reducing manual data entry and minimizing errors.
Ultimately, it’s crucial to choose a plan that meets your current needs and resolves your challenges while staying within your budget.
Employee Shift Scheduling Software: Frequently Asked Questions
Before we conclude, I want to cover some FAQs that often come up related to employee shift scheduling software:
Why is shift scheduling software important?
Properly scheduling your employees is crucial because it makes a big impact on your employee experience. According to Shiftboard, “employee turnover is 174% more likely without real-time scheduling capabilities.”
Beyond that, employees want to feel like they have some level of control over their work schedules. In the same research by Shiftboard, 87% of workers said it was extremely important for them to have control over their work schedules, with 55% of respondents claiming they would leave their jobs if that was lacking. Employee shift scheduling software helps fulfill this need by tracking individual employee preferences and availability, as well as existing paid time-off (PTO) requests.
How do you manage employee shift schedules?
The first step in scheduling employee shifts is to know your team. You need to know who does what best and what team clusters offer you the best productivity.
Next, you need to prioritize your best employees and build the schedule around them (trade shifts and swap shifts based on your top performer’s preferred choices). After that, you need to fill up open shifts with various permutations and combinations that work best in your team.
Finally, you need to set up an employee shift scheduling system with the help of an employee shift scheduling software that enables a team-wide communication and coordination system that works on automation. This is the best way to streamline and schedule employee shifts.
For more on this topic, take a look at our suggestions for how you can make shift working even better for your employees too.
Is there a free app for scheduling employees?
There are some free apps and shift scheduling tools out there. In fact, several of the software vendors above do offer free plans, including 7shifts, ABC Roster, Connecteam, Homebase, and Wrike. However, free plans will never include the full depth of features that paid plans offer. If you’re running a small team, you may be able to get away with using a free version. Or you can test out their free plan initially, and scale up to add more features once you’re ready.
If you’re dead set on finding a no-cost or low-cost solution, take a look at my list of the best free scheduling solutions too.
Other Workforce Management Tools
If you're looking to improve your workforce management practices beyond shift management, these other top 10 lists are also worth visiting:
- Attendance Tracking Software
- Leave Management Software for Tracking PTO
- Team Communication Apps for Hybrid Teams
- Employee Communication Software
- Time Tracking Software for Clocking Work Hours
- Time Tracking Apps for Remote & Hybrid Teams
Final Thoughts
I hope this guide got you one step closer to finding the perfect shift scheduling tool for you. Any one of these systems can help you improve your scheduling process, reduce conflicts, and optimize your resource management. They can help you save time and improve your ability to manage shifts with ease, ensuring your team is well-coordinated and always in the right place at the right time.
Choosing the right tool comes down to understanding your business needs, whether it’s advanced customization, integration with existing systems, or mobile accessibility. By selecting the right software, you’ll improve efficiency, boost employee satisfaction, and keep your operations running smoothly without the usual scheduling headaches.
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