How to Choose Workforce Management Software 2025
Need expert help selecting the right tool?
With one-on-one help, we guide you to your top software options. Narrow down your software search & make a confident choice.
Choosing the right workforce management software is strategic for saving time, ensuring accuracy, and staying compliant. It boosts ROI by streamlining processes and reducing errors.
Pick the wrong tool, and you risk wasting resources, facing compliance issues, and frustrating your team.
This guide is for HR managers and team leaders who want to make informed decisions. It's about finding a tool that fits your specific needs and goals.
9 Things to Look for When Choosing Workforce Management Software
When evaluating workforce management software, focus on factors that align with your team's specific needs and goals. Consider these key aspects:
1. Plan Flexibility
Plan flexibility is about adapting the software to your changing needs. It matters because your team might grow or shift, requiring different features. Look for software that allows easy upgrades or downgrades.
During a demo, ask how quickly you can adjust your plan. This flexibility saves you from overpaying or missing out on necessary features when your needs change.
2. Data Access and Reporting
As strategic HR Consultant, Lyndsi Wilson, highlights, “Having solid reporting capabilities is crucial for any HR system. It should let you generate reports that give you insights into payroll, employee turnover, and other key metrics without being too complicated to use.”
Data access and reporting help you make informed decisions. You'll want software that provides easy-to-read reports on employee performance, attendance, and scheduling.
Test the reporting features during a trial to ensure they meet your needs, and be sure to ask if you can customize reports to focus on metrics that matter most to your team.
3. Integration with Your Tech Stack
Integration ensures the software works smoothly with other tools you use. It’s important because it prevents data silos and streamlines operations.
Check if the software integrates with your existing HR, payroll, or communication tools. Ask vendors for examples of successful integrations they've done. Test integration capabilities during a trial to see how seamlessly data flows between systems.
4. Onboarding and Support
As Wilson advises, “Good customer support is essential, especially when dealing with things like payroll and benefits. You need to know that if something goes wrong, you’ll have quick access to help.”
Onboarding and support determine how quickly your team can start using the software effectively.
Look for vendors offering robust training and responsive customer support and, during a demo, inquire about the onboarding process and support channels available.
For example, evaluate if the vendor offers live chat or dedicated account managers to assist with any issues.
5. Role-Based Permissions
Role-based permissions control who can access what within the software. This feature is vital for maintaining security and ensuring that employees only access relevant information. Choose software that lets you easily set and modify permissions. During a trial, test how straightforward it is to assign roles and restrict access as needed.
6. Industry-Specific Compliance
“Compliance is a huge factor,” says Crystal Pinney-Ramos, HR Technology Strategist at cClearHR. “The system should help you stay on top of changing payroll regulations and taxes, especially if you’re managing employees across different states or countries”.
Industry-specific compliance ensures the software meets legal and regulatory standards, crucial if your industry has stringent compliance requirements.
Ask the vendor for examples of how they've helped similar businesses stay compliant and verify compliance features during the trial period.
7. Customization Options
Customization options allow you to tailor the software to fit your processes. This matters because every team operates differently. Look for software that lets you customize dashboards, workflows, and notifications.
During a demo, ask how easy it is to make these changes and adapt the tool to your unique workflow without needing extensive support.
8. Automation Features
Automation features save time on repetitive tasks like scheduling and payroll. They free up your team to focus on more strategic work. Look for software offering automation in areas that are time-consuming for your team.
During a trial, test the automation capabilities by setting up a few processes. Ask how the software updates schedules or processes payroll automatically.
9. Mobile or Multi-Location Support
Mobile or multi-location support is essential if your team works remotely or at different sites. It ensures everyone can access the software wherever they are.
Check if the software has a mobile app or web access. During a demo, test the app’s functionality and ease of use. Ensure it supports all the features your team needs on the go.
Need expert help selecting the right tool?
With one-on-one help, we guide you to your top software options. Narrow down your software search & make a confident choice.
How to Choose Workforce Management Software: A 5-Step Framework
To pick the right workforce management software, focus on aligning the tool with your team’s specific needs and goals. Prioritize features that enhance efficiency and fit seamlessly into your existing processes. Here's a step-by-step guide to help you choose:
Step 1: Identify Your Needs
Start by defining your team’s needs to ensure the software you choose aligns with your goals and challenges:
Gather Stakeholder Input
Engage key stakeholders like HR, payroll, finance, IT, and leadership to gather diverse perspectives.
Organize focus groups or distribute surveys to understand their priorities and challenges. This collaborative approach ensures the software meets everyone's needs and prevents future conflicts.
For example, HR might need better scheduling features, while IT could focus on security.
List and Prioritize Pain Points
Identify and list the pain points or blockers in your current system. Prioritize these issues by their impact on efficiency and employee satisfaction.
For instance, if scheduling errors are frequent, prioritize software with robust scheduling tools. Addressing these pain points first will provide immediate value to your team.
Align with Internal Policies
Ensure your software choice aligns with internal policies, vendor preferences, security protocols, and regulatory goals. Check if the software supports compliance with relevant regulations. This alignment helps avoid legal issues and ensures a smooth implementation.
For example, if your company prioritizes data security, focus on software with strong encryption protocols.
Differentiate Must-Have Features
Separate must-have features from nice-to-haves to focus on what truly matters. Must-have features might include time tracking and reporting, while nice-to-haves could be customizable dashboards.
This differentiation helps streamline your evaluation process and keeps you within budget.
Ask These Questions:
- What complaints or blockers come up most often?
- What needs aren’t being met today?
- What features would solve your top 3 pain points?
- What ROI are you expecting from this investment?
- How does the software align with our security protocols?
Step 2: Research Workforce Management Software Vendors
Dive into vendor research to compare and evaluate workforce management software options effectively:
Conduct Vendor Scans
Start by scanning review sites, rankings, and case studies to get a sense of what's available. Look for vendors with positive reviews and proven track records. This initial scan helps you identify potential options without getting overwhelmed.
Pay attention to common praises or complaints to gauge reliability, you could even use a tool like ChatGPT to help you summarize.
Compare Tools
Compare tools based on factors like business size, integrations, and whether they offer outsourcing or in-house models. Ensure the software fits your team's size and tech stack.
For example, a small business might need a simpler tool, while a larger company could require extensive integrations. This comparison narrows down your options to those that match your needs.
Identify Key Differentiators
Identify key differentiators such as implementation support, user experience, and flexibility for niche use cases. Some vendors might offer personalized onboarding, while others excel in user-friendly interfaces.
Choose vendors that align with your team's priorities. For example, if you need strong implementation support, prioritize vendors that offer dedicated setup assistance.
Document Findings
Document your findings to keep track of what each vendor offers, and create a comparison chart to visualize differences in features, pricing, and support.
This documentation will be invaluable when making your final decision as it t helps you remember what stood out about each vendor and facilitates discussions with your team.
Ask These Questions:
- What does each tool do best?
- Does it fit your team size, budget, and stack?
- What support and documentation are available?
- How does the user experience compare across vendors?
- Are there flexible options for niche use cases?
Top Workforce Management Software to Consider
Here’s my list of the top 10 workforce management software options available, to help you get started in your search:
Step 3: Make a Workforce Management Software Shortlist and Reach Out
Narrow down your vendor options and start engaging with potential partners to find the best fit:
Shortlist Vendors
Based on your research, create a shortlist of 2-4 vendors that best meet your needs. By narrowing your options, you can concentrate your efforts on evaluating the most promising candidates.
This step saves time and ensures you only engage with vendors that could genuinely meet your needs.
Send an RFI or RFP
Consider sending a workforce management software RFP or RFI to gather detailed information from vendors. This helps you understand their offerings and how they align with your requirements.
Use this process to clarify any uncertainties and request specifics about features, pricing, and support. It's especially useful for complex needs or when you need to compare similar vendors.
Book Demos
Schedule demos with shortlisted vendors and prepare focused questions. Use this opportunity to see the software in action and evaluate its user experience.
During demos, ask about features that matter most to your team and request to see workflows that relate to your needs. This hands-on experience helps you assess if the software is intuitive and meets your expectations.
Use Consistent Criteria
Apply consistent evaluation criteria across all vendors to ensure a fair comparison. Create a checklist of must-have features, support options, and pricing details. This consistency helps you objectively weigh each vendor against your priorities. It also simplifies discussions with your team when reviewing each option.
Ask These Questions:
- Can you walk me through a real customer story like ours?
- What support or onboarding resources do you offer?
- What features require an upgrade?
- How does your software integrate with our existing tools?
- What’s your typical implementation timeline?
Need expert help selecting the right tool?
With one-on-one help, we guide you to your top software options. Narrow down your software search & make a confident choice.
Step 4: Build the Business Case
Turn your vendor research into a compelling business case that your leadership team will support:
Summarize Pain Points
Start by summarizing the pain points your team faces and the expected outcomes of implementing new software. Clearly outline how the software addresses these issues. For instance, if scheduling errors are common, explain how automated scheduling can reduce mistakes and save time. Highlighting these points shows the tangible benefits of the investment.
Present Cost Estimates
Find and present basic cost estimates and implementation timelines to provide a clear financial picture. Presenting this data helps leadership understand the financial commitment and timeline involved.
Articulate ROI
Articulate the ROI, efficiency gains, and financial or operational risks of doing nothing. Explain how the software can improve productivity and reduce costs over time. For example, faster onboarding might lead to quicker time-to-productivity for new hires. Highlight the risks of maintaining the status quo, like continued inefficiencies or compliance issues, to emphasize the need for change.
Ask These Questions:
- What business problem will this solve?
- What are the risks of doing nothing?
- What are the financial and operational upsides?
- How soon can we expect to see results?
- What metrics will we use to measure success?
Step 5: Implement Your Workforce Management Software and Onboard Your Users
Plan a smooth onboarding process once you've selected a workforce management software vendor:
Communicate the Rollout Plan
Clearly communicate the rollout plan to all users to ensure everyone knows what to expect. Share key dates, training sessions, and changes in processes. Use emails, meetings, and internal communication tools to keep everyone informed. Transparency helps manage expectations and reduces resistance to change.
Assign Internal Owners
Assign internal owners and points of contact to oversee the implementation. Designate team members responsible for different aspects, like training or technical support. This ensures accountability and provides users with a go-to person for questions. Clear ownership helps streamline the process and prevent bottlenecks.
Ensure Training Completion
Ensure teams complete training and adopt the tool consistently. Schedule mandatory training sessions and track attendance. Provide additional resources like guides or video tutorials for ongoing support. Consistent training ensures everyone can use the software effectively and maximizes your investment.
Create Feedback Loops
Create feedback loops during rollout to gather user input and address issues. Encourage teams to share their experiences and challenges. Use vendor resources like support teams or user forums to resolve problems quickly. Regular feedback helps you make necessary adjustments and improve user satisfaction.
Ask These Questions:
- What’s the change management plan?
- Who’s responsible for rollout?
- How will you track early success?
- What training resources are available?
- How will you gather user feedback?
What’s Next:
If you're in the process of researching workforce management software, connect with a SoftwareSelect advisor for free recommendations.
You fill out a form and have a quick chat where they get into the specifics of your needs. Then you'll get a shortlist of software to review. They'll even support you through the entire buying process, including price negotiations.