18 Best Free Employee Scheduling Software of 2025
Best Free Employee Scheduling Software Shortlist
Here's my pick of the 10 best software from the 18 tools reviewed.
Get free help from our HR software advisors to find your match.
If you're searching for the best free employee scheduling software, you're likely tired of spreadsheets, manual updates, or tools that don’t scale with your team. Whether you're dealing with shift-swapping headaches, last-minute absences, or trying to align availability across multiple locations, managing schedules manually can drain your time and lead to avoidable errors.
Free employee scheduling software can help you streamline shift planning, reduce miscommunications, and give your team real-time access to their schedules, without eating into your budget. These tools make it easier to assign shifts, track availability and time off, approve requests, and ensure everyone’s on the same page, even on the go.
As someone with years of experience analyzing HR software, I’ve researched dozens of platforms to identify which free solutions truly offer the functionality, reliability, and ease of use that teams need. In this guide, I’ll walk you through the top free employee scheduling tools that deliver real value — no credit card required.
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Best Free Employee Scheduling: Comparison Chart
This comparison chart summarizes pricing, trial, and demo details for the free employee scheduling software selections that also offer paid plans to help you find the best option for your budget, business needs, and number of employees.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best custom templates and unlimited checklists | 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 | Best for Gantt chart visualization | Freemium version available | From $10/user/month (min of 2 seats) | Website | |
| 3 | Best for integrated GPS time tracking | Free plan available | From $20/location/month | Website | |
| 4 | Best for Canadian shift-based teams | 21-day free trial | From $2.93/user/month | Website | |
| 5 | Best for conflict-free schedules | 30-day free trial | From $1/user/month | Website | |
| 6 | Best for remote and hybrid teams | Free trial available | From $3.99/user/month | Website | |
| 7 | Best for the restaurant industry | 14-day free trial + free plan available | From $24.99/month/location | Website | |
| 8 | Best for small businesses | 14-day free trial | From $25/month/account | Website | |
| 9 | Best for integrating scheduling with payroll | 14-day free trial | From $4.50/user/month | Website | |
| 10 | Best for drag-and-drop schedule management | Unlimited free trial | From $1.75/user/month | Website |
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Rippling
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.8 -
Paycor
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.1 -
edays
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.3
Best Free Employee Scheduling Software Reviews
Here’s a quick look at the top free employee scheduling tools, including their standout features for managing shifts, handling time-off requests, and keeping teams connected. I’ve added screenshots so you can see how each one works before you dive in.
You’ll also find a breakdown of what’s truly free — no hidden fees, no surprises — so you can pick the right fit with confidence.
Connecteam’s scheduling software is simple to use and scalable, so you can start with their free version and add more features over time. Using a free account, employers can create schedules using customizable templates, or build their own.
Why I picked Connecteam: Available on mobile, desktop, or as a kiosk app for tablets, Connecteam was built for deskless and remote teams. It’s a popular choice for teams in many industries, including retail, restaurants, manufacturing, construction, field services, and healthcare.
It also includes communication features like in-app chat and company announcements with the ability to add likes, comments, mentions and replies within the app.
The scheduling software is dynamic. It's easy for managers to repeat schedules that work from week to week using weekly shift templates or create their own from scratch. The system will also flag things like schedule conflicts, weekly overtime exceeded, and periods of unavailability for specific workers.
Once published, employees receive a notification immediately on their mobile devices and can check their schedules right in the app so they have all the information they need immediately. Employees can also accept, reject, and swap shifts with manager approval right in the app.
Connecteam recently added an auto-scheduling feature that automatically aligns with availability and time off, provides equal shift distribution among all employees, and assigns jobs based on qualifications for proper staffing.
Connecteam Standout Features and Integrations:
Features include scheduling templates, shift duplication tools, auto-scheduling, geolocation tracking, productivity workflows, automatic shift reminders, equal shift distribution tools, shift overlap prevention tools, employee shift swap, real-time push notifications, compliance tracking, in-app chat, push notifications, company updates, and a full-feature mobile app.
Since employees can submit their availability and time off requests directly in the app, employers have a clear view of when everyone is available, which helps reduce any scheduling conflicts.
Once schedules are published, employees receive a notification on their mobile devices and can access them immediately. Upon arrival, employees can clock in and out in real-time using the mobile employee time clock.
Integrations include Paychex, Xero, Gusto, QuickBooks Payroll (online + desktop), Zapier, Google Calendar, API access, and others.
What's Free: Connecteam offers a free small business plan that offers access to all hubs and features for up to 10 users.
Wrike.com is a cloud-based solution for scheduling and managing your small business team.
Why I picked Wrike: Wrike lets you create and manage multiple projects from one single platform. You can update project timelines with a drag-and-drop editor and collaborate among teams in real time. Wrike has a Gantt chart that lets you have a bird’s eye view of project progress and a holistic view of the work space and dependencies. You can create tasks and link them using dependencies, then track them based on milestones and deadlines. The real-time visualization of performance via reports and analytics makes life easier, as you can see the growth levers and clogs clearly.
Wrike Standout Features and Integrations:
Features include built-in communication and messaging tools make collaborating on scheduling notes a team effort whether you are working task-by-task or looking at the big picture stuff. Support is available via live chat and email. There are also video lessons to guide you through building your very first schedule or launching a calendar from their templates list.
Integrations include over 400 pre-built connections plus access to an API. Key systems to note include Asana, Gmail, Okta, OneDrive, Slack, Trello, Workday, and many others.
What's Free: Wrike's free plan offers up to 2GB of storage space and includes task and sub-task management, account-wide work schedules, email integrations, and some custom work views.
New Product Updates from Wrike
Wrike Unveils New Features: API Console and Dashboard
Wrike introduced updates including a modern API console, dashboard home screen feature, workflow views, mobile notification controls, timesheet approvals. More details: Wrike Blog.
Homebase is an easy-to-use, intuitive software for employee scheduling with an app app that helps you manage everything from work shifts to vacation days.
Why I picked Homebase: Unlike competitors in the free employee scheduling space, Homebase is free for unlimited employees (one location) and offers POS (point-of-sale) and payroll integration options—yes, even on the free plan!
On top of that, their free plan includes timesheets, a time clock, overtime/late alerts for employees, and messaging tools too. The platform will also send updates sent to your team through in-app, text, or email alerts when the schedule is adjusted.
Homebase Standout Features and Integrations:
Features covered by Homebase's free plan include open job posting solutions, shift swapping, basic applicant tracking, workplace safety alerts, and shift feedback tools.
Shifts can be scheduled by day or by half-day, and you can make shift changes, swap shifts, and add overtime too. You can set up different schedules for each week and adjust them on the fly.
Integrations are available with Google Calendar, Evernote, Gmail, IFTTT, DropBox, and other apps.
What's Free: Homebase is free to use for unlimited employees at 1 location. If you need to service multiple locations, it's easy to scale up to their paid plan.
Agendrix is a Canadian workforce management solution built for small businesses with shift-based teams. While it offers features like time tracking, HR tools, and internal communication, its employee scheduling software is at the core of what it does.
Why I picked Agendrix: I picked Agendrix because the trial gives you enough time to test what scheduling looks like in a live setting—building schedules, adjusting shifts, managing leave requests, and sharing updates with your team. That’s helpful if you’re deciding between tools and want a real preview of how it’ll work with your existing process.
The scheduler accounts for staff availability and roles, and flags potential conflicts as you assign shifts. You can publish schedules online, print them, or email them out. Built-in messaging and mobile access help your team stay aligned, especially across locations.
Because Agendrix is designed in Canada, it’s also compatible with many local payroll and HR systems, which makes it an easier lift for Canadian teams trying to move off spreadsheets.
Agendrix Standout Features & Integrations
Features includes tools for mobile scheduling, GPS and biometric time clocks, HR document storage, built-in chat, and printable shift views.
Integrations include EmployerD, Nethris, Sage 50, Acomba, QuickBooks, Ceridian Powerpay, ADP Workforce Now, Payworks, Lightspeed, Azur, Easypay, BeLocum, Hopem, and Folks HR.
Zoho Shifts is an employee scheduling and time-tracking software designed to facilitate the creation of conflict-free schedules and attendance monitoring in real time.
Why I picked Zoho Shifts: The software provides a feature-rich environment that includes automatic shift reminders, shift swaps, availability preferences, and advanced reporting capabilities. For enhanced workforce management, Zoho Shifts incorporates GPS tagging, geofencing, and customizable access permissions.
It's also equipped with both iOS and Android apps and supports real-time notifications through SMS, email, and push notifications.
Zoho Shifts Standout Features and Integrations:
Features include drag-and-drop templates, copy schedules from previous weeks, collaboration features, shift swaps, approvals, requests, remote clock-in, real-time attendance, custom pay periods, live chat, and channels.
Integrations include other Zoho apps and some third-party apps.
What's Free: Zoho Shifts offers a 30-day free trial.
WebWork Time Tracker is an AI-powered time tracking and employee monitoring software designed for remote, hybrid, and in-office teams. It helps you track working hours, monitor productivity, and manage tasks from a single dashboard.
Why I picked WebWork Time Tracker: WebWork's shift scheduling feature allows you to create and manage employee shifts, ensuring full working hours. You can assign shifts with distinct properties for each member, accommodating different time zones and work schedules. This flexibility is particularly useful for managing international teams and ensuring that all employees are working their assigned hours
Additionally, WebWork offers leave management features that allow you to create separate leave policies for simpler time off management. Employees can request leave, and with the right permissions, they can add leave themselves without approval.
WebWork Time Tracker Standout Features and Integrations:
Features include automated time tracking that starts recording work hours as soon as employees turn on their devices, eliminating the need for manual time entries. The time requests feature allows employees to add time for tasks done away from the computer, such as meetings or brainstorming sessions. WebWork also provides detailed reports with tracked hours.
Integrations include Asana, Slack, Deel, GitHub, ClickUp, Trello, AutoFox, Teem, Rocket Station, Arbostar, Axcera, and Groworx.
What's Free: WebWork Time Tracker doesn't have a free plan, but you can try their platform for free with a 14-day trial.
7Shifts offers comprehensive workforce management software that's designed for the hospitality industry, helping small businesses provide a better work experience for their employees.
Why I picked 7Shifts: Their SaaS has employee scheduling features like work schedule management, in-line approvals, and time-off requests. The product also generates custom reports that are easy to understand. You can use them to optimize your employee scheduling process.
Another really cool feature is the ability to create shift schedule templates—why create something from scratch? (Ain’t nobody got time for that!)
The product also offers a mobile app, with data synced across all devices. This helps in keeping your team up to speed.
7Shifts Standout Features and Integrations:
Features include scheduling, time off requests, an employee time clock, timesheets, team chats & announcements, employee engagement tools, and point-of-sale integrations.
Integrations are available with Bypass, Clover, DoorDash, Evernote, Google Calendar, Gusto, Heartland, Lightspeed, Aloha POS, Otter, Paychex, Slack, and others.
What's Free: 7Shifts is free for 1 location and up to 30 employees. They also offer a 14-day free trial of their paid plans as well.
TIMIFY is a free appointment and resource scheduling software for small and medium businesses. It has an online calendar feature to provide employees with visibility into their schedules, meetings, and appointments to help them manage their time efficiently.
Why I picked TIMIFY: Small businesses often work on limited human resources, making TIMIFY an ideal resource tracking software because it allows business owners to invite staff as account users to help manage the business.
With TIMIFY, owners can define user permissions for staff members to use the software while limiting access to sensitive features and information.
You can use TIMIFY to track and manage the booking capacity of your resources to help you foresee availability and plan contingencies that will help ensure continuous business operations.
TIMIFY Standout Features and Integrations:
Features include an online calendar, email confirmations, customer and resource management tools, a booking widget, and online payment integrations.
Their software also includes an appointment-booking feature, so you can embed a booking widget on your website allowing customers to book appointments and access services according to their availability.
You can use TIMIFY to create services and events and assign resources like rooms, devices, or tools to help prevent scheduling conflicts while ensuring customers receive exemplary services.
Integrations are available with Intercom, Google Calendar, GoToMeeting, Meta, Microsoft Office 365, Zapier, Zoom, and others.
What's Free: Timify's free plan is available for up to 5 resources (people or rooms) and includes an online calendar and web-based booking tools. For additional features, including mobile apps, calendar syncs, and shift planning tools, you'll want to scale up to one of their paid plans.
Factorial is a complete HR software that's designed to make employee scheduling a whole lot easier. It's a cloud-based solution that's all about simplifying the process of managing your team's schedules, time off, and overtime. It's got a clean, intuitive interface that's easy to get the hang of, even if you're not particularly tech-savvy.
Why I picked Factorial: Factorial's scheduling features and tools provide a robust solution for optimizing workforce management and ensuring efficient allocation of resources. The software offers an array of functionalities that make the scheduling process seamless and dynamic.
The drag-and-drop interface allows managers to create and modify schedules with ease, taking into account employee availability, skills, and preferences. Factorial's intelligent scheduling algorithm considers factors such as labor laws, overtime rules, and shift patterns to generate balanced and compliant schedules.
Additionally, the software enables easy communication of schedules to employees, reducing confusion and enhancing accountability. The integration of real-time attendance and time tracking data further enhances accuracy, enabling swift adjustments based on actual hours worked.
Factorial's scheduling features foster a collaborative and transparent work environment, ultimately leading to increased employee satisfaction, improved operational efficiency, and more streamlined labor management.
Factorial Standout Features & Integrations
Features include time management (time off, time tracking, shift work), performance management (talent, acquisition, onboarding, performance, goals), payroll (automation, bonuses, e-documents), employee portal, org chart, and company announcements.
Integrations include Sage, Gmail, Payflow, Dynamics 365, LinkedIn, TravelPerk, PowerBI, Indeed, Recruitee, Slack, and other.
What's Free: Factorial has a 14-day free trial.
Findmyshift is a web-based employee scheduling software that makes it easy for managers to schedule their staff.
Why I picked Findmyshift: Their software helps managers organize staff and shifts by finding the right person for the job at any given time. It does this through its rota feature, which shows you who’s available and who’s not when allocating shifts.
The rota feature also helps with reviewing time-off requests as it will tell you if the employee has any shifts scheduled in that period. You can also keep the time-off requests private to avoid any staff conflict. The mobile app provides an excellent platform for employers to search, filter, and manage their employee’s availability in real-time.
Using Findmyshift, you can create a roster schedule in minutes using their drag-and-drop calendar interface. Or, the free-form editor lets you add as many items to as many cells as you like, based on your requirements.
You can also create and store templates of repeating shift patterns to help you speed up your scheduling process.
Findmyshift Standout Features and Integrations:
Features within their free plan include scheduling tools, an employee time clock, shift reminders, shift reminders & notifications, an on-screen editor, one week of historical scheduling data, and one week of forward staff scheduling all organized by one manager.
Integrations are available with Amazon Alexa, BambooHR, Cake, Google Calendar, Google Assistant, Lightspeed, Monday.com, Microsoft Outlook, People, Slack, Square, Vend, and Xero.
What's Free: Their free forever plan is available for 1 manager with up to 5 employees and up to 10 MB data storage. If you need more features or storage space, you can scale up to one of their paid plans.
Other Free Employee Scheduling Software
Here are a few more options that didn’t make the best employee scheduling software shortlist:
- ABC Roster
For schedule constraints
- ZoomShift
For hourly employee schedules
- Sling
For group scheduling
- TimeTrex
For automated scheduling
- actiPLANS
For leave management automation
- Acuity Scheduling
For appointment-based shift scheduling or recurring appointments
- Asana
For Kanban-style task scheduling
- Google Workspace
Scheduling software for existing Google users
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 Free Employee Scheduling Software
To find the best free employee scheduling tools, I focused on features that improve shift planning, attendance tracking, team communication, and overall efficiency — while also saving managers time and giving employees more control.
My selection is based on in-depth research into current scheduling software market data, common buyer pain points, and how each tool performs in real-world use. I also verified what each platform offers for free, so you’ll know exactly what’s included at no cost.
Here's a summary of the selection criteria I used to make my final picks for this list:
Core Employee Scheduling Software Functionalities (25% of total score): To be considered for inclusion in my list of the best free scheduling software, each system had to fulfill the following common use cases first:
- FREE tools to create weekly employee work schedules
- Efficient shift planning and distribution
- Tools to handle time-off requests and approvals
- Real-time updates and notifications for staff
- Integrations with other business systems for streamlined operations
Additional Standout Features (25% of total score): To help me hone in on the best free employee scheduling software available, I also took note of any unique features*, including:
- Tools to facilitate shift swaps and coverage among employees
- Innovative scheduling features, such as predictive scheduling based on historical data or AI-driven shift optimization tools
- Full-feature mobile apps that offer more than just schedule viewing and enhance user engagement and accessibility
- Systems with unique insights and advanced reporting & analytics
- Solutions that offer flexible tools for shift customization and employee role assignments
*Note that not all these features are included in free plans, but it depends on the software developer.
Usability (10% of total score): To evaluate the usability of each employee scheduling system, I considered the following:
- An intuitive user interface design, offering 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
- 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
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 total 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
Using this assessment framework helped me identify the employee scheduling software that goes beyond basic requirements to offer additional value through unique features, intuitive usability, smooth onboarding, and effective support, and all for a low price or no price.
How to Choose Free Employee Scheduling Software
Free employee scheduling software can address many challenges, but finding the right fit requires a careful approach. Before diving in, it's crucial to understand the unique needs and challenges your business is facing to guide your selection process.
Here are the most important points to keep in mind to help you choose the best free scheduling software for your team:
- What scheduling challenges are you trying to solve? Start by pinpointing the scheduling issues you're trying to overcome. Are you dealing with frequent shift conflicts, last-minute changes, or employee availability miscommunications?
- Understanding your specific challenges will help you narrow down which free software has the features and functionalities to address them.
- What outcomes are important and how will you measure success? Being clear on your desired outcomes upfront is crucial to avoid wasting valuable time. Are you trying to reduce scheduling conflicts, improve absenteeism, or create a better employee experience for your staff by allowing them to trade shifts?
- Keeping your ultimate goals front and center will help you choose software that delivers the benefits you need, without getting lost in unnecessary features.
- Who are your main users? Consider who will use the software, who your power users are, and how many licenses you'll need. Will it just be your HR professionals and managers handling schedules, or will your whole company need access to trade shifts?
- Since many free tools limit users, it's important to choose software that supports your whole team without hidden fees.
- What software integrations do you require? Make sure the free scheduling software integrates smoothly with the other tools you're already using, such as payroll systems, HR management software, or time-tracking tools.
- Many free solutions have limitations on integrations, so verify whether they can connect with your existing systems or if they’ll require workarounds or extra charges.
- Does the free software satisfy your technical requirements? Consider the software selection alongside your existing workflows and other technical requirements. While a tool might be free, if it doesn’t align with your team’s current workflow, it can create more problems than it solves.
- Consider how it would integrate into your daily operations. Does it support your scheduling process, or will it require significant adjustments to make it work?
Remember, every business is different. Just because an employee scheduling system is free, that doesn't mean it's the right fit for your organization. Instead, focus on the challenges, outcomes, and user needs that matter most to your team to find the best solution for you.
Trends in Free Employee Scheduling Software
Free employee scheduling tools are evolving fast — not just to attract users, but to hook them with enough value to consider upgrading. The latest trend? Smarter, more flexible, and user-friendly platforms that support both managers and frontline staff.
Here are some key trends shaping employee scheduling software currently:
- Integration with Remote Work Tools: Integration with remote work platforms and communication tools has almost become a standard feature, reflecting the ongoing shift to hybrid and remote work environments. This integration enhances coordination and flexibility, allowing teams to stay connected and informed regardless of their physical location.
- AI-Powered Scheduling: Artificial intelligence has been increasingly incorporated to optimize scheduling, taking into account employee preferences, business needs, and even predicting future staffing requirements. This trend indicates a move toward more proactive and intelligent scheduling solutions that can adapt to changing conditions in real-time.
- Employee Self-Service Capabilities: There's a noticeable uptick in features that empower employees, such as shift swapping, open shift claiming, and submitting time-off requests directly through an app. This functionality addresses the demand for greater autonomy and work-life balance, making scheduling more democratic and flexible.
- Mental Health and Wellbeing Analytics: Some platforms have begun to include analytics tools that monitor employee wellbeing, using scheduling data to identify patterns that may indicate burnout or overwork. This novel use of scheduling software underscores a growing recognition of the importance of mental health in the workplace.
The trends reflect a broader shift toward more intelligent, flexible, and employee-centric tools to improve scheduling, productivity, employee well-being, and strategic resource management.
What is Free Employee Scheduling Software?
Free employee scheduling software is a workforce management tool that helps managers create, update, and share work schedules for hourly or shift-based teams — at no cost.
Used by HR professionals, team leads, and small business owners, this software reduces scheduling conflicts, improves team communication, and saves time by automating shift assignments, availability tracking, and time-off requests.
Features of Employee Scheduling Software
Free employee scheduling software can help you optimize your scheduling processes without incurring additional costs. However, while I understand the importance of finding a cost-effective tool, remember that free software will only offer you the bare basics.
Here are the most important employee scheduling features to look for, which I've broken down depending on whether you'll be able to get them for free or not:
Typically Free Scheduling Features:
- Basic Scheduling: This refers to basic scheduling tools that allow you to create weekly schedules for hourly workers to ensure optimal staff levels - the crux of this type of software.
- Time Tracking: Time tracking is a critical functionality for any employee scheduling app. Managers need to track how much time an employee spends on a particular task and also approve timesheets. Employee scheduling apps that have this feature help to boost company productivity.
- Basic Timesheet Reporting and Analytics: These are features to prepare timesheet reports including logged work hours, overtime, and billable hours. Some free systems also offer additional analytics from this data, but not all. Based on timesheet reporting, a business owner will be able to calculate payroll, ship correct invoices, and get a clear picture of the output of their team.
- Mobile App Accessibility: Since nearly everyone has a phone in their pocket at all times, it's crucial that your employee scheduling software offers a mobile app, or is at least mobile-friendly. That way, your employees can stay up-to-date on their work schedule while on the go.
- Schedule Export Options: Depending on your industry, you may need to export your schedules as PDFs, spreadsheets, or email attachments. This is especially important for teams that work remotely or may have limited internet access. Exporting schedules helps take data from the software and store it in the team member’s personal device. This helps in keeping the entire team on track even without access to the software.
- Time-off Requests and Approvals: Time-off requests are a key feature of employee scheduling software as it is directly related to the productivity of the organization. Time-off requests are important for keeping your workforce motivated and active, so an organized way of calculating time-off and submitting requests becomes all the more important.
Advanced Scheduling Features Found in Paid Plans:
- Shift Swapping: This feature allows employees to swap shifts directly within the app, subject to approval. This autonomy reduces management overhead and increases employee satisfaction by giving them control over their schedules.
- Customizable Shifts: This feature allows you to create shifts based on roles, skills, or departments. This level of customization ensures that the right people are scheduled for the right job, enhancing efficiency. (If you want a truly customizable scheduling platform from top to bottom, an open-source scheduling system may be a better fit for your needs.)
- Multi-Location Support: This feature is crucial for businesses with multiple locations. It simplifies schedule management for owners and managers overseeing several operations, ensuring consistency across all sites.
- Integration Capabilities: The ability to integrate with other business systems such as payroll, HR, and time-tracking software can positively impact the efficiency of your operations, reducing errors, and saving time by automating data transfer across platforms.
- Labor Cost Forecasting: This feature helps companies predict labor costs based on historical data, sales forecasts, and staffing needs. It helps businesses plan budgets and adjust schedules to optimize labor costs and improve financial efficiency.
- Budgeting and Cost Analysis: This refers to tools that track actual labor costs against expected costs and budgets, with flags for when your budget will be exceeded. In addition, by analyzing cost trends, this feature can also support better labor cost forecasting in the future.
- Overtime Management: The ability to track and manage overtime also prevents excessive labor costs while ensuring compliance with labor laws, such as the maximum number of consecutive work days that are allowed in your jurisdiction.
Investing in employee scheduling software with these features can significantly enhance your business's operational efficiency and productivity — whether those features are free or not.
By prioritizing these features, you can improve your scheduling processes, keep your team happy and focused, and achieve your business goals, all without stretching your budget.
And, if the features you need didn't fall into the free section above, don't sweat it! There are plenty of affordable employee scheduling solutions available that are certainly worth paying for.
Benefits of Free Employee Scheduling Software
Employee scheduling software can help you manage employee hours, ensure optimal staffing levels, and accommodate individual preferences and needs. Even basic, free versions have lots of benefits to offer, and are a big step up from traditional (i.e., old) scheduling methods, like spreadsheets — yikes!
Here are several benefits you can expect to gain by adopting free online employee scheduling software for your business:
- Cost Savings: By eliminating the need for paper-based schedules or expensive proprietary software, businesses can reallocate funds to other critical areas. This benefit allows for more flexible budgeting and resource allocation, directly impacting the bottom line positively.
- Increased Efficiency: Automated scheduling reduces the time and effort required to create and manage employee schedules. This gives your staff more time to focus on other strategic tasks, thus enhancing overall productivity.
- Employee Empowerment: Giving employees control over their schedules, including the option to request time off or swap shifts, boosts morale and engagement. This empowerment leads to a more committed and productive workforce, directly benefiting organizational goals.
- Improved Regulatory Compliance: By ensuring that scheduling adheres to labor laws and union rules, scheduling software reduces the risk of non-compliance penalties.
- Data-Driven Decisions: Access to reporting and analytics allows managers to make informed decisions regarding staffing needs and performance. It can also support strategic planning and lead to improvements in operational efficiency.
As you can see, adopting free employee scheduling software offers multiple advantages to organizations. These benefits collectively contribute to a more agile, efficient, and competitive business, demonstrating the impact these systems can have on an organization's success.
Costs & Pricing for Employee Scheduling Software
I realize you came to this article looking for the best free employee scheduling options. However, since free plans only offer limited features, there's a good chance you'll need to scale your plan up in the future.
To help you understand the cost landscape of employee scheduling software, I've compiled the basic price ranges and the features they include into the table below.
Plan Comparison Table for Employee Scheduling Software
| Plan Type | Average Price | Common Features |
|---|---|---|
| Free | $0 | Basic scheduling, mobile access, and notifications |
| Basic | $2-10 per user/month | All Free features plus shift swapping, time-off requests, reporting and analytics, integration with HR systems, advanced mobile app features, and email support |
| Professional | $10-30 per user/month | All Basic features plus Advanced scheduling options, labor cost tracking, customizable permissions, and phone & chat support |
| Enterprise | Custom pricing | All Professional features plus personalized onboarding, API access, a dedicated account manager, and advanced security features |
When considering which plan to choose, you should assess the size of your workforce, your specific scheduling needs, and how much customer support you think you'll need.
A truly free option can be a great starting point for small business needs, just to get a taste of the software. But, as your needs grow, moving to a paid plan can unlock additional features and support to make your scheduling processes even more efficient.
Several reasons why you may want to start with a more advanced plan include:
- Complex Scheduling: If your scheduling needs include managing diverse shifts, varying hours, and multiple roles, free software likely isn't going to cut it. Advanced plans offer robust scheduling features to handle complex workforce structures seamlessly.
- Shift Swapping and Availability Management: Most free plans don't offer tools to track staff availability or swap shifts. Upgrading to a paid plan with these features will empower your staff to control their own availability, and reduce scheduling conflicts and last-minute changes.
- Automated Scheduling: Manually creating schedules can be time-consuming and prone to errors. Advanced plans often include AI-powered automated scheduling to optimize shifts based on employee availability and preferences.
- Advanced Reporting and Analytics: To make informed decisions, you need detailed insights into your scheduling patterns and labor costs. Premium plans offer comprehensive reporting and analytics tools that basic plans lack.
- Integration with Payroll and HR Systems: Most free plans don't integrate with other essential HR or payroll systems, requiring you to manually import and export your data from one system to another. To avoid that nightmare, you'll need to scale up to a paid plan to unlock this worthwhile feature, reducing manual data entry and the likelihood of errors.
Ultimately, it's important to secure a plan that offers the features you require to satisfy your current needs and solve your challenges without exceeding your budget.
Frequently Asked Questions on Free Employee Scheduling Software
Here are some answers to frequently asked questions I’ve received regarding free employee scheduling software:
Why is employee scheduling software important?
Creating thoughtful work schedules for your employees is important because it makes a big impact on your employee experience. According to Shiftboard, “employee turnover is 174% more likely without real-time scheduling capabilities.”
Employees also want to feel like they have some level of control over their work schedules, which is supported by this type of software. 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.
How can I make an employee schedule for free?
There are a ton of staff scheduling options you can test or use for free. But if you’re a bit more old-school, you can use a simple Excel spreadsheet or even a whiteboard to make your employee schedule.
If you choose not to use a cloud-based scheduling software, here are some tips to support your team:
- Find a schedule template online that you can use to fill in upcoming shifts on a weekly, bi-weekly, or monthly basis.
- Use the same calendar every time, and make sure employees can access it easily both at work and at home.
- Implement a way to track time such as a classic punch-in system or time clock to line up planned vs. actual hours worked.
- Clarify how shift changes will work so your staff knows how to proceed if they need to swap shifts with a coworker.
- Implement task management tools like checklists to ensure the work gets done regardless of who is scheduled.
Keep in mind, the greater the number of employees, the need to schedule across multiple locations, and fluctuating employee availability can all make this a lot more complicated. So while a simple spreadsheet might suffice today, you should consider modernizing your scheduling process as your staff grows.
Not only that, but making sure every team member is aware of their upcoming shifts is essential. A free scheduling software can add people’s shifts right into their Google calendar, and send them reminders ahead of work. It can also make it easier for employees to take on open shifts and clock in and out of work.
Can I create employee schedules using a mobile app?
Yes — most top free employee scheduling tools offer mobile apps for iOS and Android, so managers can schedule shifts from a desktop while employees stay updated on-the-go.
Mobile apps make it easy to send real-time alerts for shift changes via push notifications or texts. Just note that not all mobile features are available on free plans.
If mobile access is a must-have, tools like QuickBooks Time and Zoho Shifts are great places to start — or check out our list of the best online scheduling software for more full-featured options.
How does employee scheduling software simplify payroll processing?
Employee scheduling software simplifies payroll processing by automating time tracking, integrating with payroll systems, and ensuring accurate calculation of hours worked, including overtime and time off. This reduces manual data entry errors, ensures compliance with labor laws, and streamlines the payroll preparation process, leading to timely and accurate employee payments.
What is the maximum number of users for a free plan, on average?
The maximum number of users for free plans varies significantly based on the software provider. On average, free versions might cater to small teams or businesses, but there isn’t a one-size-fits-all number.
Some might offer limited access for up to 10-15 users, while others could accommodate more, depending on the specific features and limitations set by the software provider.
For precise details, it’s always best to consult the specific software’s website or contact their customer support.
What are the limitations of free vs. paid plans?
Free plans often come with limitations such as a cap on the number of users, reduced features, and limited customer support compared to paid plans. These restrictions are designed to offer a taste of the software’s capabilities while encouraging users to upgrade for more advanced features or increased capacity.
How does customer support vary between free and paid plans?
Typically, paid plans offer more robust customer support options, including phone support, live chat, and faster response times. Free plans might limit support to self-service resources, such as FAQs and community forums. This is a key differentiator many companies use to add value to their premium offerings.
What is rostering software?
Rostering software is a type of scheduling tool designed to create and manage staff rosters or shift schedules. It helps organizations efficiently allocate work shifts, manage employee availability, track attendance, and ensure that staffing levels meet operational needs while optimizing labor costs and compliance with work regulations.
If you’re looking for rostering software (also known as shift scheduling software) these examples come to mind:
- Deputy offers comprehensive rostering, time tracking, and employee management features
- When I Work covers shift scheduling, employee communication, and time tracking
- 7shifts offers rostering, time tracking, and labor cost management tools specifically designed for the hospitality industry
- Humanity includes flexible scheduling tools, time tracking, and integration with payroll systems
- Rotageek uses advanced algorithms to optimize staff scheduling and rostering
Final Thoughts
I hope you enjoyed my top picks for the best free employee shift scheduling software. As you can see, employee scheduling software is an important tool that can modernize your workforce.
These all-in-one tools, even if offered for free, can do more than simply improve your scheduling and shift management. They can also help you with labor forecasting, improve team productivity, track time, and minimize no-shows.
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