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Employee Scheduling Software

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When I Work logo

When I Work


Staff scheduling, time tracking, communication & attendance

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Use When I Work to schedule, track time and attendance, and communicate with employees, all in one place. Create schedules quickly and easily, and send the schedule to staff with just a click. Save time. Improve accountability. 14-day free trial.

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Connecteam logo



Enhance employee management with the only all-in-one app

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Intuitive employee scheduling app for deskless employees.

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Resource Guru logo

Resource Guru


The fast, flexible way to schedule teams and projects

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Resource Guru is the fast, flexible way to schedule employees and keep teams and projects on track. Manage people, equipment, and meeting rooms in one place. Track employee availability in real-time and assign work in seconds. Analyze utilization across clients and projects with powerful reports.

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7shifts logo



Simplifying team management, one shift at a time.

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Build next week's schedule in minutes with 7shifts' intuitive drag-and-drop builder that automatically factors in availability, time-off, overtime & compliance. POS integrations ensure labor targets are hit, employees are auto-notified of schedules & managers can make schedule changes on the fly.

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WhenToWork logo



Online employee scheduling with native mobile apps

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WhenToWork is an online employee scheduling solution with mobile apps for employees to check schedules, change preferences, request time off, & trade shifts

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Zoho Shifts logo

Zoho Shifts


Cloud-based employee scheduling and time tracking solution.

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Zoho Shifts is an employee scheduling and time management software designed for small and medium-sized businesses. A simple and intuitive interface allows you to create employee-friendly schedules in minutes. Draft work schedules, track team hours, and message employees from any device.

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Project Management Made Easy

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Build custom solutions on Work OS so you can schedule everything your employees are working on at a glance.

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Dayforce HCM logo

Dayforce HCM


Cloud HCM platform to manage the entire employee lifecycle

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Dayforce HCM by Ceridian is a comprehensive human capital management solution that offers a range of features for HR, payroll, benefits, and time and attendance management.

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Snap Schedule logo

Snap Schedule


Employee scheduling and managing software

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Snap Schedule is a solution designed to manage employees' schedules. Generate, administrate, track and analyze work schedules.

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Visual Planning logo

Visual Planning


Resource management, scheduling, & planning software

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Visual Planning is a resource planning and scheduling software that empowers users to create, manage and update their schedules easily and efficiently. Features within Visual Planning include construction scheduling, project management, human resource management, CRM and more.

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EasyShifts logo



Staff Scheduling Made Easy

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EasyShifts is an online tool that to assist with employee scheduling that is highly customizable and can manage small, medium, and large sized businesses. The system allows admistrators to create scheduling permissions to ensure employees are monitored when altering schedules.

All users can communicate through EasyShifts and receive text or email notifications the instant that changes are made to their schedules.

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Wrike logo



Manage your projects from start to finish with Wrike

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Wrike is a work management software used by 20,000+ companies. Its employee scheduling features include shared workflows, team dashboards, performance reports, resource management, Gantt charts, Kanban boards, custom request forms, time tracking, and workload overviews, along with 400+ integrations.

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Ganttic logo



Fully customizable project resource planning software

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With Ganttic's web-based platform, instantly see who's in a meeting, who's taking home office, and who's ready for the next task. The visual drag and drop scheduler streamlines your employee scheduling process, optimizes resource allocation, and ensures your team is always where they need to be.

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Jira logo



Project & Issue Tracking Software - See why we're #1!

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JIRA is the tracker for teams planning & building great products. Millions choose JIRA to capture & organize issues, assign work, & follow team activity.

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QuickBooks Time logo

QuickBooks Time


Time Tracking App for Simple and Accurate Payroll

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QuickBooks Time is an online time & labor management service which allows users to track time from their desk or on the go, via a native iOS or Android mobile app

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Acuity Scheduling logo

Acuity Scheduling


Online appointment scheduling software and 24/7 assistant.

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Let your clients book appointments, classes, or packages, fill out intake forms, add appointments to their calendar, receive confirmation and reminder notifications, and reschedule, cancel, and pay for appointments automatically—zero hula dancing, email ping-pong, or phone tag required.

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Clockify logo



Time tracking for unlimited users and better productivity

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Schedule employees, organize projects and plan resources on a timeline. Clockify is simple and intuitive for visualizing shifts, organizing tasks across projects, letting team members track time they spend on their assignments easily. It’s free for unlimited users and projects.

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Calendly logo



The world's #1 meeting & appointment scheduling platform

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Calendly is an industry-leading meeting scheduling software for teams of all sizes. With powerful administrative tools and enterprise-grade security and compliance, Calendly is trusted by more than 100,000 organizations worldwide. Request a demo or signup for free.

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ClockShark logo



GPS Time Tracking for Construction and Field Service

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ClockShark is the leading time tracking and scheduling software built for local construction, field service and franchises that want a simpler way to track mobile employee time, run payroll quickly and accurately, and understand job costs.

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Procore logo



Construction Project Management

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Procore construction software manages your construction projects, resources and financials from planning to closeout. Procore helps owners, general contractors, and specialty contractors increase project efficiency & accountability by streamlining project communication & documentation.

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Time Tracker logo

Time Tracker


Track time for payroll, billing and productivity.

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Time Tracker by eBillity is a timekeeping application for business teams of all sizes. A simple and affordable solution for capturing employee time to run payroll, invoice clients and manage productivity. Approved time entries sync with your payroll and accounting software in one-click.

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Paycor logo



All-in-on HR solution built to modernize people management

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Paycor’s all-in-one, cloud-based human capital management (HCM) platform modernizes every aspect of people management, from recruiting, onboarding and payroll to career development and retention.

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Buddy Punch logo

Buddy Punch


Online Time Clock Software | Web Based Time Management

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Buddy Punch is a web-based scheduling and time tracking solution. Offering GPS tracking, overtime calculations, punch rounding, Job Costing, Excel exports, & integrations. Communication options (email & push) + limit where your employees can punch (geofences, time of day, or schedule).

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Float logo



Resource planning for agencies, studios and firms.

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The leading employee scheduling app for agencies, studios and firms. Since 2012, Float has been helping the world's top brands, including RGA, Vice and Ogilvy forecast their time. With a beautifully simple design, drag-and-drop interface and lightning-fast technology, Float makes scheduling simple.

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Homebase logo



Free employee scheduling, time tracking, and more.

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Save hours every week scheduling your team, with templates and everyone's availabilities all in one place, plus sales and weather data-- or auto-schedule.

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Here's what we'll cover:

Buyers Guide

Employee Scheduling

Employee scheduling can be challenging for managers with expanding teams. They have to handle shift schedules, time-off requests, unexpected shift changes, etc., on an ongoing basis. In addition, when creating schedules, they have to consider factors such as limitations on working hours, employee availability, and potentially a remote workforce.

In short, creating employee schedules can be arduous, time-consuming, and prone to error, which can result in low productivity. 

But, employee scheduling software automates this process, saving your managers time and resources. This type of software allows managers to consider employee preferences when making scheduling adjustments, while employees are automatically notified about any rescheduling or shift changes. 

There are many other benefits to using this software, but before you can enjoy those benefits, you have to choose a vendor. In this guide, we define the core features of employee scheduling software, look at the deployment options, highlight emerging trends, and list important questions that you should ask potential vendors before making a purchase.

Here's what we'll cover:

What is employee scheduling software?

Employee scheduling software is software designed to help users create, track, and manage employee schedules. In instances of unexpected absences, the software notifies managers about required staffing changes and provides a list of available team members to find a substitute. Some solutions offer mobile integration so managers can make changes on the go. Employees can also view their schedules and swap shifts with their colleagues through these tools. 

This type of software offers real-time reporting, which helps managers develop their employee management strategies. For example, reports on shift duration can help managers efficiently track employee workload in real time, and therefore, reduce or eliminate overtime. 

Other benefits of using employee scheduling software include:

  • Faster employee scheduling: Manual employee scheduling is time-consuming as managers may have to ask employees individually about availability and make several changes before getting the schedule right. Employee scheduling software automates this process, eliminating manual effort and saving time.

  • Efficient shift change management: The software helps you efficiently manage shift changes. In the case of unexpected absences, the tool notifies managers about the required staffing change and provides a list of available employees. It also sends alerts/reminders to employees about their upcoming shifts to prevent no-shows and scheduling conflicts.

  • Better compliance with labor laws: The Wages and Fair Labor Standards Act (FLSA) has strict requirements for wages and overtime pay. Noncompliance can result in severe penalties. Employee scheduling systems give users real-time reports on scheduled hours, calculate overtime accurately, and ensure that overtime pay meets FLSA requirements.

What are the types of employee scheduling software?

To select the right employee scheduling tool for your business, you first need to understand the various types of solutions on the market. This section breaks down the most common types of employee scheduling tools: 

Static scheduling software: This software is suitable for businesses with fixed working shifts that typically don’t change in a 24-hour period. It can be different for all employees every day of the week, but a shift’s start and end times need to be consistent each day. 

The software can recognize the periodic pattern of shift allocation and automates the scheduling process. Businesses that operate 24/7 (such as restaurants and hospitals) and schedule their employees across different shifts will benefit from this tool.

Dynamic scheduling: This software is helpful when shift changes depend on client needs and service level agreements (SLAs) such as for home care contractors and HVAC technicians. The tool helps them swiftly respond to new ad hoc job requests and avoid scheduling conflicts by ensuring that everyone has real-time scheduling updates.

Key question to ask your vendor before you buy: Is your software suitable for my business size and the kind of business I do?

What are the deployment options for employee scheduling software?

After you decide the type of software you need, the next step is to select the right deployment model. Here are the deployment methods offered by most vendors:

  • Cloud-based: This deployment is typically offered on a per user per month subscription, with the solution hosted on the vendor’s servers. Employee data is stored in the cloud, which allows employers to access it any time, anywhere. The subscription fee usually includes online data storage, backup, and some level of technical support. There are low or no installation or maintenance costs.

  • On-premise: This option is offered as a license agreement, with the software being hosted on the end user’s servers. On-premise deployment requires a higher level of security and dedicated IT support to manage the solution. Generally, it’s more costly, as it requires setup and installation as well as IT support to maintain it.

  • Web-based: Users access these tools via an intranet or a browser such as Google Chrome, Firefox, and Internet Explorer. Employee data is stored on a central server, so you don't have to transfer files from one system to another. recommends software-as-a-service (SaaS) or cloud-based deployment for small businesses. Cloud solutions typically have lower upfront costs, a faster implementation time, and automatic updates. This way, small businesses can avoid the hassle of regular data backups and minimize the need for IT staff to maintain the software.

Key question to ask your vendor before you buy: What are the pricing plans for your employee scheduling tool based on the deployment options?

What are some common features of employee scheduling software?

In this section, we cover the key employee scheduling software features that you should consider when purchasing a solution. Most businesses need these core features.

Employee scheduling: Helps you create, manage, and communicate employee work schedules based on the time, location, and employee availability. Managers can view employee availability in real time and generate schedules without any overlaps or time conflicts.

Employee scheduling feature in When I Work Software

Employee scheduling feature in When I Work software

Employee database: Records employee contact details and information related to a job such as the demographics and availability.

Employee database feature in Zoho People

Employee database in Zoho People (Source)

Vacation/leave tracking: Lets managers track, approve, and manage the leave, holidays, and absence of their workforce.

Vacation tracking feature in resource Guru

Vacation tracking feature in Resource Guru

Time clock: Records employees’ work hours, including clock-in time, break time, and clock-out time. Managers can then use this data to calculate employee wages.

Time clock feature in TSheets

Time clock feature in TSheets

Task scheduling: Allows managers to assign employees to different projects or tasks in different locations during their shifts.

Task scheduling feature in Deputy

Task scheduling feature in Deputy

Employee self-service: Helps employees perform basic administrative functions such as submitting expenses, requesting time off, and tracking their leave balance.

Employee self service feature in Ramco HCM

Employee self-service feature in Ramco HCM

Shift swapping: Allows employees to swap their shifts with their colleagues in real time. Managers can approve or deny shift swap requests based on employee availability. Some solutions offer an employee portal for submitting shift swap requests.

shift-swapping feature in Rotacloud

Shift swapping feature in Rotacloud (Source)

Key question to ask your vendor before you buy: What are the most relevant features in your software that suit my business requirements?

What are some important employee scheduling software integrations?

Integrating third-party applications with employee scheduling software provides you vital data from disparate systems that can be used to make nuanced and informed business decisions. It also makes data entry and reporting easier, faster, and more accurate. 

Here are some key integrations that you should consider adding to the employee scheduling solution you purchase:

  • Accounting: Generate project costs based on billable hours, project expenses, etc. Check with your employee scheduling software vendor about integration with third-party accounting software tools such as Xero, QuickBooks, and FreshBooks

  • Payroll: Integrate time and scheduling data with the payroll tool to transfer work hour details and calculate employee wages. This helps HR managers eliminate or reduce payment errors arising from duplicate data entries. 

  • Email: Add third-party email accounts such as Outlook and Gmail. This allows employees to access and view shift schedules, tasks, appointments, and get notifications in one place. 

Key question to ask your vendor before you buy: Does your solution offer integrations with accounting, payroll, or email tools?

Look out for the following software trends in the market and talk to potential vendors about how they're preparing for these trends or incorporating them into their products:

AI schedules employee workflows better than humans: Artificial intelligence (AI) is the next up-and-coming technology that will optimize the performance of small businesses. The technology simplifies the employee scheduling processes as AI-based algorithms can make optimal scheduling arrangements based on criteria such as shift timing, leave, and project priority.

Chatbots will be the new leave managers: Capterra notes that 68% of small businesses either already use or plan to implement chatbots by 2020. Small businesses have begun developing chatbots that can approve or deny employees’ time-off requests. For example, some chatbots manage sick leave requests by asking employees a set of questions and forwarding this information to managers for approval.

Research methodology

We referenced the following documents while creating this guide:

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Note: The applications selected in this article are examples to show a feature in context, and are not intended as endorsements or recommendations, obtained from sources believed to be reliable at the time of publication.