10 Best Staff Scheduling Software

Staff scheduling is a critical, yet often frustrating, aspect of business operations. In industries like healthcare, retail, and hospitality, inefficient staff scheduling can lead to increased labor costs, employee burnout, and decreased customer satisfaction. Finding the best staff scheduling software can optimize resource allocation, improve employee management, and boost overall productivity.

This article provides a comprehensive overview of the top staff scheduling software solutions available in 2025. We’ll examine ten tools designed to streamline workforce management, covering their key features, pricing, and ideal use cases. This guide helps businesses select the right staff scheduling platform to meet their specific needs and improve operational efficiency.

Why is Staff Scheduling Software Needed?

Staff scheduling can be a complex and time-consuming process, often involving juggling employee availability, skill sets, and business demands. Without effective scheduling tools, companies face several challenges that impact their bottom line and employee morale.

• Manual scheduling errors: Spreadsheets and paper-based schedules are prone to errors, leading to overstaffing, understaffing, and scheduling conflicts.
• Time-consuming scheduling processes: Creating and adjusting schedules manually consumes valuable time that could be spent on more strategic activities.
• Difficulty managing employee availability: Keeping track of employee availability, time-off requests, and shift preferences can be challenging without a centralized system.
• Compliance issues: Labor laws and union agreements often dictate specific scheduling requirements, which can be difficult to manage manually.
• Poor communication: Lack of clear communication about schedules can lead to confusion, missed shifts, and decreased employee engagement.

Staff scheduling software addresses these challenges by automating the scheduling process, providing real-time visibility into staff availability, and improving communication between managers and employees. These platforms enable businesses to optimize their workforce, reduce labor costs, and improve employee satisfaction.

Key Features to Look For

When evaluating staff scheduling software, several key features can significantly impact its effectiveness and usability. These features should align with the specific needs of your business and industry.

Automated Scheduling: The ability to automatically generate schedules based on predefined rules, employee availability, and business demands is crucial for saving time and minimizing errors. Automated scheduling algorithms can optimize resource allocation and ensure adequate staffing levels during peak hours.

Employee Self-Service: A self-service portal allows employees to view their schedules, request time off, swap shifts, and update their availability. This feature empowers employees, reduces administrative overhead, and improves communication.

Real-Time Visibility: Access to real-time data on staff attendance, labor costs, and schedule adherence provides valuable insights for making informed decisions. Real-time dashboards can help managers identify and address potential issues proactively.

Mobile Accessibility: A mobile app allows employees and managers to access schedules, communicate, and manage scheduling tasks from anywhere. Mobile accessibility is essential for businesses with remote or field-based employees.

Integration with Payroll and HR Systems: Integration with existing payroll and HR systems streamlines data management and reduces the risk of errors. This integration ensures accurate and timely payroll processing and simplifies HR-related tasks.

Benefits of Staff Scheduling Software

Implementing staff scheduling software can yield significant benefits for businesses of all sizes. These benefits include improved efficiency, reduced costs, and increased employee satisfaction.

Improved Operational Efficiency: Automating the scheduling process frees up managers’ time, allowing them to focus on more strategic activities. Efficient scheduling also ensures that the right employees are in the right place at the right time, optimizing productivity.

Reduced Labor Costs: By optimizing staffing levels and minimizing overtime, staff scheduling software can significantly reduce labor costs. These platforms can also help businesses comply with labor laws and avoid costly penalties.

Increased Employee Satisfaction: Providing employees with greater control over their schedules and improving communication can boost morale and reduce turnover. Happy employees are more engaged and productive.

Enhanced Compliance: Staff scheduling software helps businesses comply with labor laws, union agreements, and other regulatory requirements. This reduces the risk of legal issues and ensures fair treatment of employees.

Better Decision-Making: Real-time data and analytics provide valuable insights for making informed decisions about staffing levels, labor costs, and employee performance. This data-driven approach can lead to improved business outcomes.

What Are the Top Staff Scheduling Solutions?

Homebase – Best for Small Businesses

Homebase is a staff scheduling and time tracking solution designed specifically for small businesses. It offers a user-friendly interface, affordable pricing, and a range of features to simplify workforce management. Homebase is a strong choice for businesses seeking an intuitive and cost-effective scheduling platform.

Homebase provides tools for creating schedules, tracking employee hours, and managing payroll. Its features include automated scheduling, employee self-service, and real-time reporting. The platform also integrates with popular payroll and accounting software, streamlining administrative tasks. Implementation is straightforward, with a simple setup process and readily available support resources.

Additional features include mobile apps for employees and managers, tip pooling, and labor cost tracking. Homebase helps businesses optimize their workforce, reduce labor costs, and improve employee engagement. The platform’s user-friendly design and robust feature set make it a valuable asset for small businesses.

Unlike When I Work, which is more focused on shift scheduling, Homebase offers a broader suite of tools for managing employees, including payroll and HR features. While Deputy provides more advanced scheduling capabilities, Homebase is more affordable and easier to use for small businesses.

Key Features:

• Automated schedule creation with drag-and-drop functionality.
• Employee self-service for requesting time off and swapping shifts.
• Time tracking with geofencing to ensure accurate attendance.
• Real-time labor cost tracking to monitor expenses.
• Integration with popular payroll and accounting software.

Pricing:

Starting at $0/month (Basic plan)

Essentials: $24.95/month

Plus: $59.95/month

Pro: $99.95/month

Best For: Small businesses in retail, restaurants, and other service industries.

When I Work – Best for Shift-Based Scheduling

When I Work is a staff scheduling software solution that focuses on shift-based scheduling and employee communication. It’s designed to simplify the process of creating and managing schedules, particularly for businesses with hourly employees. When I Work offers a robust set of features for optimizing workforce management.

The platform’s primary features include automated scheduling, employee availability management, and real-time communication tools. When I Work allows managers to create schedules based on employee availability, skills, and business needs. It also provides tools for tracking employee time and attendance, ensuring accurate payroll processing. The software is easy to implement, with a user-friendly interface and comprehensive support resources.

Additional features include mobile apps for employees and managers, shift swapping, and task management. When I Work helps businesses improve communication, reduce scheduling errors, and optimize labor costs. The platform’s focus on shift-based scheduling makes it a strong choice for businesses with complex scheduling requirements.

Compared to Homebase, When I Work offers more advanced scheduling features, such as auto-scheduling and shift bidding. While Deputy provides more comprehensive workforce management capabilities, When I Work is more affordable and easier to use for businesses with simpler scheduling needs.

Key Features:

• Automated shift scheduling based on employee availability and business needs.
• Employee self-service for managing availability and requesting time off.
• Real-time communication tools for shift updates and announcements.
• Time clock integration for accurate time and attendance tracking.
• Shift bidding and shift swapping to empower employees.

Pricing:

Starting at $2.50/user/month

Small Business: $2.50/user/month

Enterprise: Custom pricing

Best For: Restaurants, retail stores, and other businesses with hourly employees and shift-based scheduling needs.

Deputy – Best for Comprehensive Workforce Management

Deputy is a comprehensive workforce management platform that combines staff scheduling, time and attendance tracking, and task management. It’s designed to streamline workforce operations and improve employee engagement. Deputy offers a wide range of features for managing employees from hire to retire.

Deputy’s primary features include automated scheduling, time clock integration, and performance management tools. The platform allows managers to create schedules based on employee skills, availability, and business needs. It also provides tools for tracking employee time and attendance, managing tasks, and evaluating performance. Implementation is straightforward, with a user-friendly interface and dedicated support resources.

Additional features include mobile apps for employees and managers, payroll integration, and HR compliance tools. Deputy helps businesses optimize their workforce, reduce labor costs, and improve employee satisfaction. The platform’s comprehensive feature set makes it a valuable asset for businesses of all sizes.

Unlike When I Work, Deputy offers more advanced workforce management capabilities, such as performance management and HR compliance tools. While Homebase is more affordable for small businesses, Deputy provides more robust features for managing larger workforces.

Key Features:

• Automated scheduling with skills-based matching and compliance checks.
• Time clock integration with biometric and facial recognition options.
• Task management for assigning and tracking tasks.
• Performance management tools for evaluating employee performance.
• Payroll integration for streamlined payroll processing.

Pricing:

Starting at $4.90/user/month (Scheduling)

Time & Attendance: $3.90/user/month

Premium: $6.90/user/month

Best For: Businesses of all sizes seeking a comprehensive workforce management solution.

Sling – Best for Team Communication

Sling is a staff scheduling and communication platform designed to improve team collaboration and streamline workforce management. It offers a range of features for creating schedules, communicating with employees, and tracking labor costs. Sling is a strong choice for businesses seeking to improve team communication and engagement.

Sling’s primary features include automated scheduling, employee messaging, and task management. The platform allows managers to create schedules based on employee availability, skills, and business needs. It also provides tools for communicating with employees in real-time, assigning tasks, and tracking progress. Implementation is straightforward, with a user-friendly interface and readily available support resources.

Additional features include mobile apps for employees and managers, time clock integration, and labor cost tracking. Sling helps businesses improve communication, reduce scheduling errors, and optimize labor costs. The platform’s focus on team communication makes it a valuable asset for businesses with distributed teams.

Compared to When I Work, Sling offers more robust team communication features, such as group messaging and task management. While Deputy provides more comprehensive workforce management capabilities, Sling is more affordable and easier to use for businesses with simpler scheduling needs.

Key Features:

• Automated scheduling with drag-and-drop functionality.
• Employee messaging for real-time communication and updates.
• Task management for assigning and tracking tasks.
• Time clock integration for accurate time and attendance tracking.
• Labor cost tracking to monitor expenses.

Pricing:

Starting at $0/month (Free)

Premium: $2/user/month

Business: Custom pricing

Best For: Businesses with distributed teams seeking to improve communication and collaboration.

Planday – Best for Retail and Hospitality

Planday is a staff scheduling and workforce management platform designed specifically for the retail and hospitality industries. It offers a range of features for creating schedules, tracking employee hours, and managing payroll. Planday is a strong choice for businesses seeking a solution tailored to the unique needs of these industries.

Planday’s primary features include automated scheduling, time clock integration, and payroll integration. The platform allows managers to create schedules based on employee availability, skills, and business needs. It also provides tools for tracking employee time and attendance, managing payroll, and ensuring compliance with labor laws. Implementation is straightforward, with a user-friendly interface and dedicated support resources.

Additional features include mobile apps for employees and managers, sales forecasting, and performance reporting. Planday helps businesses optimize their workforce, reduce labor costs, and improve employee satisfaction. The platform’s industry-specific features make it a valuable asset for retail and hospitality businesses.

Unlike When I Work, Planday offers more industry-specific features, such as sales forecasting and performance reporting. While Deputy provides more comprehensive workforce management capabilities, Planday is more tailored to the needs of retail and hospitality businesses.

Key Features:

• Automated scheduling with skills-based matching and compliance checks.
• Time clock integration with biometric and facial recognition options.
• Payroll integration for streamlined payroll processing.
• Sales forecasting for optimizing staffing levels.
• Performance reporting for tracking employee performance.

Pricing:

Starting at $2.49/user/month

Best For: Retail and hospitality businesses seeking a tailored workforce management solution.

7shifts – Best for Restaurants

7shifts is a staff scheduling software specifically designed for restaurants. It addresses the unique challenges of managing staff in the restaurant industry, such as fluctuating demand, shift swapping, and tip distribution. 7shifts provides tools to optimize labor costs and improve employee satisfaction.

The platform’s key features include automated scheduling, employee availability management, and tip pooling. 7shifts allows managers to create schedules based on forecasted demand, employee skills, and availability. The system also integrates with point-of-sale (POS) systems to track sales and optimize staffing levels. Implementation is relatively easy, with dedicated support for restaurant owners and managers.

Additional features include employee communication tools, time clock integration, and compliance alerts. 7shifts helps restaurants reduce labor costs, improve efficiency, and maintain compliance with labor laws. Its focus on the restaurant industry makes it a valuable tool for managing restaurant staff effectively.

In contrast to Homebase, which caters to a broader range of small businesses, 7shifts is specifically tailored for restaurants. While Deputy offers more comprehensive workforce management features, 7shifts is more focused on the specific needs of restaurant scheduling.

Key Features:

• Automated scheduling based on forecasted demand and employee availability.
• Employee self-service for managing availability and requesting time off.
• Tip pooling and distribution management.
• Integration with POS systems for sales tracking.
• Compliance alerts for labor laws and regulations.

Pricing:

Starting at $29.99/location/month (Starter)

Entrée: $69.99/location/month

The Works: $159.99/location/month

Best For: Restaurants of all sizes.

Workforce.com – Best for Enterprise-Level Scheduling

Workforce.com (formerly known as Ento) is a robust staff scheduling and workforce management solution designed for large enterprises. It provides a comprehensive suite of tools for managing complex scheduling needs, compliance, and labor optimization across multiple locations. Workforce.com is a powerful platform for organizations requiring advanced scheduling capabilities.

The platform’s core features include automated scheduling, time and attendance tracking, and advanced analytics. Workforce.com allows managers to create schedules based on complex rules, employee skills, and business needs. It also offers tools for managing employee time off, tracking attendance, and generating detailed reports. Implementation requires careful planning and configuration, but the platform offers extensive support and training.

Additional features include mobile apps, HR integration, and compliance management. Workforce.com helps enterprises optimize labor costs, improve efficiency, and maintain compliance with labor laws across multiple locations. Its scalability and advanced features make it suitable for large, complex organizations.

Unlike Homebase, which is designed for small businesses, Workforce.com is tailored for enterprise-level scheduling. While Deputy offers comprehensive workforce management features, Workforce.com provides more advanced analytics and compliance tools for large organizations.

Key Features:

• Automated scheduling with complex rule-based configuration.
• Time and attendance tracking with biometric and facial recognition options.
• Advanced analytics for labor optimization and forecasting.
• HR integration for streamlined employee management.
• Compliance management for labor laws and regulations.

Pricing:

Custom pricing

Best For: Large enterprises with complex scheduling needs and multiple locations.

ZoomShift – Best for Simple Scheduling

ZoomShift is a user-friendly staff scheduling software designed for businesses seeking a simple and intuitive solution. It offers a streamlined interface and essential features for creating schedules, managing employee availability, and tracking time. ZoomShift is a good option for businesses that prioritize ease of use and affordability.

The platform’s primary features include drag-and-drop scheduling, employee self-service, and time tracking. ZoomShift allows managers to create schedules quickly and easily, while employees can manage their availability and request time off. The system also provides basic time tracking features to monitor employee hours. Implementation is straightforward, with a simple setup process and readily available support resources.

Additional features include mobile apps for employees and managers, shift swapping, and labor cost tracking. ZoomShift helps businesses improve scheduling efficiency, reduce errors, and control labor costs. Its simplicity and affordability make it a valuable tool for small and medium-sized businesses.

In contrast to Workforce.com, which is designed for large enterprises, ZoomShift is tailored for small and medium-sized businesses seeking a simple solution. While Deputy offers more comprehensive workforce management features, ZoomShift is more focused on ease of use and affordability.

Key Features:

• Drag-and-drop scheduling for easy schedule creation.
• Employee self-service for managing availability and requesting time off.
• Time tracking with basic reporting capabilities.
• Shift swapping to empower employees.
• Labor cost tracking to monitor expenses.

Pricing:

Starting at $3/user/month (Starter)

Pro: $5/user/month

Best For: Small and medium-sized businesses seeking a simple and affordable scheduling solution.

Connecteam – Best for All-in-One Employee Management

Connecteam is an all-in-one employee management app that includes staff scheduling, time tracking, task management, and communication features. It aims to streamline workforce operations and improve employee engagement through a single, integrated platform. Connecteam is a versatile solution for businesses seeking to manage their workforce holistically.

The platform’s key features include automated scheduling, GPS time tracking, and real-time communication tools. Connecteam allows managers to create schedules based on employee availability, skills, and business needs. The system also provides GPS time tracking to ensure accurate attendance and real-time communication tools to keep employees informed. Implementation is relatively easy, with dedicated support for businesses of all sizes.

Additional features include task management, forms and checklists, and training modules. Connecteam helps businesses improve efficiency, reduce costs, and enhance employee satisfaction. Its all-in-one approach makes it a valuable tool for managing a distributed workforce.

Unlike ZoomShift, which focuses primarily on scheduling, Connecteam offers a broader range of employee management features. While Deputy provides more advanced workforce management capabilities, Connecteam is more focused on providing a user-friendly, all-in-one solution.

Key Features:

• Automated scheduling with skills-based matching.
• GPS time tracking for accurate attendance monitoring.
• Real-time communication tools for instant updates and feedback.
• Task management for assigning and tracking tasks.
• Forms and checklists for streamlining workflows.

Pricing:

Starting at $29/month (Basic)

Advanced: $49/month

Expert: $99/month

Best For: Businesses of all sizes seeking an all-in-one employee management solution.

QuickBooks Time (formerly TSheets) – Best for Integration with QuickBooks

QuickBooks Time is a time tracking and scheduling solution that integrates seamlessly with QuickBooks Online and QuickBooks Desktop. It provides accurate time tracking, efficient scheduling, and streamlined payroll processing for businesses using QuickBooks. QuickBooks Time is an ideal choice for businesses seeking a tightly integrated solution within the QuickBooks ecosystem.

The platform’s primary features include time tracking, scheduling, and GPS location tracking. QuickBooks Time allows employees to track their time accurately using web-based or mobile time clocks. The system also provides scheduling tools to create and manage employee schedules. Implementation is straightforward for QuickBooks users, with seamless integration and automated data synchronization.

Additional features include job costing, project tracking, and reporting. QuickBooks Time helps businesses improve time tracking accuracy, reduce payroll errors, and gain insights into labor costs. Its integration with QuickBooks makes it a valuable tool for businesses seeking to streamline their accounting processes.

In contrast to Connecteam, which offers a broader range of employee management features, QuickBooks Time focuses primarily on time tracking and scheduling within the QuickBooks ecosystem. While Deputy provides more comprehensive workforce management capabilities, QuickBooks Time is more tightly integrated with QuickBooks accounting software.

Key Features:

• Time tracking with web-based and mobile time clocks.
• Scheduling with drag-and-drop functionality.
• GPS location tracking for accurate attendance monitoring.
• Job costing and project tracking.
• Seamless integration with QuickBooks Online and QuickBooks Desktop.

Pricing:

Starting at $20/month + $8/user/month

Best For: Businesses using QuickBooks Online or QuickBooks Desktop.

Staff Scheduling Software Comparison

Here’s a side-by-side comparison of the top solutions.

How to Choose the Right Staff Scheduling Software

Selecting the right staff scheduling software requires careful consideration of your business needs, budget, and technical requirements. Here are several criteria to guide your decision-making process.

Assess Your Specific Needs: Determine the specific scheduling challenges you face and the features you need to address them. Consider factors such as the number of employees, the complexity of your scheduling requirements, and the need for integration with other systems.

Evaluate Integration Requirements: Ensure that the software integrates seamlessly with your existing payroll, HR, and accounting systems. Integration can streamline data management and reduce the risk of errors.

Consider User Experience: Choose software that is easy to use and navigate for both managers and employees. A user-friendly interface can improve adoption rates and reduce training costs.

Check Scalability Options: Select software that can scale with your business as it grows. Consider factors such as the number of employees, locations, and scheduling complexities you anticipate in the future.

Review Pricing Models: Compare the pricing models of different software solutions and choose one that fits your budget. Consider factors such as per-user fees, monthly fees, and additional costs for optional features.

Test with Free Trials: Take advantage of free trials or demos to test the software before making a purchase. This allows you to evaluate its features, usability, and compatibility with your existing systems.

Read Reviews & Case Studies: Research online reviews and case studies to learn about the experiences of other businesses using the software. This can provide valuable insights into its strengths, weaknesses, and overall performance.

Staff Scheduling Software Best Practices

Implementing staff scheduling software effectively requires careful planning and execution. Here are several best practices to maximize the benefits of your chosen solution.

Start with Clear Requirements: Define your scheduling goals, requirements, and processes before implementing the software. This ensures that the software is configured to meet your specific needs.

Involve Key Stakeholders Early: Include managers, employees, and IT staff in the selection and implementation process. This helps ensure that the software meets the needs of all stakeholders and that everyone is on board with the changes.

Plan for Proper Training: Provide comprehensive training to managers and employees on how to use the software. This ensures that everyone understands how to use the features and benefits of the system.

Monitor Adoption Metrics: Track key metrics such as schedule accuracy, employee satisfaction, and labor costs to measure the effectiveness of the software. This helps you identify areas for improvement and optimize your scheduling processes.

Leverage Automation Features: Take advantage of automation features such as auto-scheduling, shift swapping, and time clock integration. This can save time, reduce errors, and improve efficiency.

Maintain Data Quality: Ensure that employee data, availability, and scheduling rules are accurate and up-to-date. This helps ensure that the software generates accurate and reliable schedules.

Schedule Regular Reviews: Conduct regular reviews of your scheduling processes and software configuration to identify areas for improvement. This helps you optimize your workforce management practices and stay ahead of changing business needs.

Making Your Software Choice

Selecting the optimal staff scheduling software requires a thorough evaluation of your business requirements and available solutions. Homebase and When I Work stand out as strong contenders for small to medium-sized businesses, offering a balance of features, affordability, and ease of use. For larger enterprises with complex scheduling needs, Workforce.com provides a robust platform with advanced analytics and compliance tools. By carefully considering your specific needs and following the best practices outlined in this article, you can select the ideal staff scheduling software to improve efficiency, reduce costs, and enhance employee satisfaction.

Frequently Asked Questions

What is staff scheduling software?

Staff scheduling software is a tool that helps businesses create, manage, and optimize employee schedules. It automates the scheduling process, tracks employee availability, and improves communication between managers and employees.

What are the benefits of using staff scheduling software?

The benefits include improved operational efficiency, reduced labor costs, increased employee satisfaction, enhanced compliance with labor laws, and better decision-making through real-time data and analytics.

How much does staff scheduling software cost?

The cost varies depending on the software and the number of employees. Some solutions offer free plans for small businesses, while others charge per-user fees or monthly subscription fees. Enterprise-level solutions often have custom pricing.

What features should I look for in staff scheduling software?

Key features to consider include automated scheduling, employee self-service, real-time visibility, mobile accessibility, and integration with payroll and HR systems.

Is staff scheduling software easy to use?

Most modern staff scheduling software solutions are designed to be user-friendly, with intuitive interfaces and helpful support resources. However, the ease of use can vary depending on the complexity of the software and the user’s technical skills.