HR & Employee Management Articles

Five Workforce Management Apps to Bring You a Little Extra ‘Zen’

by Todd Spear
Published on 7 August 2014

The best apps are the ones that most adequately address the most aggravating tasks. And one of the most draining tasks in any business is workforce management. If you have a service team out making calls, in person or otherwise, you know just how dynamic and challenging it is to keep your team members on-task and on-time. If you've been in the field service management business for a long time, you know just how confusing the process used to be, back when it was a heaping mess of mobile phone calls and wrong directions. Now, though, the computing cloud has given us a whole new generation of workforce management apps. These apps now make it much easier to keep track of jobs, employee time, and invoices, all from the convenience of your smartphone (or the Web). And when we say a "whole new generation" of workforce management apps, we mean it - it's a rapidly growing niche, with new entrants cropping up at a rapid pace. To help you wade through the sea of workforce management apps on the market, we've put together this list of the top five available. Let's dig in our heels and look at the five best workforce management apps around.

When I Work

When I Work is a scheduling, time clock management, and communications app that can ably serve as the backbone of your field service operation. When I Work gets right down to he heart of the matter: scheduling and tracking time. And it does so all within a clean, intuitive interface that works just as well on your mobile as it does on your desktop. Features of When I Work:

  • Employee Scheduling - simple drag & drop interface
  • Online Access - anytime, anywhere
  • Notifications - email, text message & push notifications
  • Communication - text alerts, group text, and 2-way texting
  • Time Clock - mobile phones, iPad, or PC (with Attendance)
  • Payroll - forecast your labor costs
  • Reports - track and review your data, export available
  • Calendar - iCal / Outlook Calendar / Google Calendar Sync
  • Templates - copy previous schedules for rapid scheduling
  • Trade Shifts - approve shift trades from your phone
  • Employee Availability - visible right from the scheduler
  • Payroll - integrations and easy export options
  • Mobile - FREE apps for iPhone & Android
  • Open Shifts - fill open shifts by text message
  • Multiple Locations - view all locations from one account
  • Job Sites - perfect for construction, home health care

With robust support for Android as well as iOS devices, When I work is the ideal workforce management app for all the busy people on your team needing to stay on top of things on the go.

WorkflowMax (A Xero Product)

WorkflowMax is Xero's entry into the workforce management app space. What makes it so interesting is that WorkflowMax is an app designed for much more than simply field service. WorkflowMax is able to meet the needs of creative professionals, professional service providers, attorneys, and IT professionals, among others. WorkflowMax also integrates with the other important aspects of your business - namely, lead management and accounting. With built-in lead management "snapshot" functions, invoicing, and native integration with Xero accounting software, WorkflowMax is truly an end-to-end workforce management solution. Features of WorkfflowMax:

  • An end-to-end, fully integrated job management solution
  • Lead Manager (CRM)
  • Quoting/Estimating
  • Client Management
  • Job Tracking
  • Project Management
  • Job Costing
  • Time tracking
  • Document Management
  • Collaboration Manager (Clients & Contractors)
  • Client Portal - Managing client communications
  • Purchase Order
  • Invoicing & Billing
  • Integration with Xero Accounting Software
  • Powerful Custom Reporting
  • Integration with over 25 other products
  • Integrations - Xero, Zendesk, Freshdesk, Box, Dropbox, etc.
  • 24/7 email support available
  • Free online webinars & video tutorials
  • Staff Scheduling

WorkflowMax works on mobile devices ranging from Android phones to iPads, as well as BlackBerry and Windows smartphones. Factoring in lead management and accounting functions, WorkflowMax is a solid all-in-one workforce management app option.


FieldLocate is a workforce management app that is ideal for field service businesses and other businesses that rely on dispatching to get the job done. FieldLocate has a particularly cool feature in that it lets you use simple drag'n'drop moves to schedule employees and assign tasks. Delving deeper under its hood, FieldLocate sports work order management, job progress tracking, and mobile payments. To this, FieldLocate adds high-visibility performance tracking and seamless record-keeping functions. Features of FieldLocate:

  • Scheduling and dispatch
  • Take Payments in the Field
  • Work order management
  • Estimates
  • Time sheets
  • Location-based tracking
  • Integrated price book
  • Invoices
  • Parts tracking and ordering
  • Free Mobile app
  • Reporting and analytics
  • Customer management
  • Marketing Intelligence
  • Customer Surveys

FieldLocate works on Web browsers, iOS devices, Andoid, and Windows phones. It's a very focused, easy to use solution for small and medium-sized businesses of all stripes.


Jobber is a workforce management app that's been seeing a lot of love lately. And that's with good reason. Jobber is a powerful app that brings various aspects of field service business all within its interface. Jobber allows you to generate quotes, create jobs, assign employees, and collect electronic payments on the go. Additionally, Jobber integrates with QuickBooks and Xero for seamless accounting. Features of Jobber:

  • Scheduling
  • Job tracking
  • Billing
  • Invoicing
  • Quote management
  • Electronic payments
  • QuickBooks integration
  • Xero Integration
  • Mobile phone access
  • CRMMapping feature
  • Customized reporting
  • Real time data capture
  • Professional custom quotes/Invoices
  • Customer list Importing
  • Permanent secure data storage
  • Dedicated customer support
  • Powerful search tool

Jobber is certainly a rising star in workforce management apps, and it seems like the hype is deserved - but you'll just have to try it out yourself.


Synchroteam is a workforce management app which enables businesses across many industries to efficiently manage their workers, simplify processes and optimize costs per revenue. One excellent feature of Synchroteam is the ScheduleAssist: Optimal job time slot suggestion. Taking into account the skils of each technician and the skills required for the job, work schedule, availability and location. the best time slot will be allocated. Features of Synchroteam:

  • Field service management
  • Work orders and scheduling
  • Recurring jobs
  • Skills management
  • Map dispatch
  • Xero integration
  • Quickbooks integration
  • Customer management
  • Signature & photo capture
  • Customer portal
  • Web services access
  • Scheduling assistance engine
  • Reporting
  • Dashboard
  • Data import and export

Synchroteam works on iOS and Android devices. It's the ideal solution for managing busy teams across multiple sites whilst saving a ton of time. Best of all the technicians will love it.

Are you still trying to manage your workforce the hard way?

If you've had it up to your ears (so to speak) with trying to manage your team by phone, you really need to put your smartphone to better use by installing one of these workforce management apps on it (and on the rest of your team's phones, too). If by chance none of the apps on this list quite fits the bill, don't worry. GetApp always has your back with it's regularly updated list of workforce management apps to choose from. Check it out!


Apps mentioned in this article