Best Employee Scheduling Software: Top 7 Apps To Streamline Your Workforce

If you’ve ever built a schedule for a busy team, you know how quickly things can spiral—last-minute shift swaps and texts from employees who forgot when they’re working. Managing this chaos manually takes time and can lead to costly mistakes.

But the best employee scheduling software takes that stress off your plate. It automates scheduling, keeps everyone on the same page, allows teammates to swap shifts easily, and even helps you manage labor costs more effectively.

Learn more about the right staff scheduling software for you and how you can save hours every week and make life easier for your whole team.

TL;DR: Best employee scheduling software

If you don't have time to read the full article, here’s a quick overview of everything you need to know about employee scheduling apps, like why they’re useful, their key features, our top software recommendations, and tips for making better employee schedules.

Employee scheduling software is a digital tool that helps you create, manage, and share work schedules with much less manual work and repetition.

The best employee scheduling software helps you:

• Save time by automating schedules and reducing conflicts
• Control labor costs with built-in labor forecasting tools
• Improve communication with real-time updates and mobile apps
• Stay compliant with labor laws and track scheduling data for audits

Key features of work scheduling software you should keep in mind:

• Simple drag-and-drop shift scheduling
• Employee self-service tools for shift swapping and availability input
• Labor cost tracking and budgeting tools
• Integrations with your payroll, POS, and HR software
• Mobile access and apps for managers and employees
• Real-time schedule updates and notifications
• Reporting and compliance tracking tools
• Multi-location or multi-team scheduling capabilities

Our top 7 picks for staff schedule software in 2025:

1. Homebase – Best employee scheduling software for small businesses (free and paid versions)
2. Deputy – Best shift scheduling software for workforce management
3. 7shifts – Best software for employee scheduling at restaurants
4. When I Work – Best low-cost scheduling app for employees in small teams
5. QuickBooks Time (TSheets) – Best for payroll integration
6. Connecteam – Best for scheduling employees in remote or field teams
7. Humanity – Best for enterprise scheduling

If you’re considering work scheduling software like Sling, Planday, and Findmyshift, we have an article comparing those employee scheduling programs. 

Here’s a quick decision-making checklist to help you choose the best employee scheduling app for you:

1. Identify your scheduling challenges (e.g., shift swaps, compliance, multi-location)
2. Decide which integrations are non-negotiable (e.g., payroll, POS, HR)
3. Consider mobile app availability and ease of use
4. Evaluate your budget (free vs. paid tiers)
5. Request demos or free trials to test usability firsthand before committing

Below are some best practices for the next time you’re making an employee schedule:

• Communicate clearly and early with employees
• Build schedules based on accurate labor forecasting and historical data
• Allow shift-swapping flexibility within controlled boundaries
• Regularly audit and refine schedules based on performance analytics

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What is employee scheduling software?

Employee scheduling software is a digital tool that helps managers create, manage, and share work schedules without the headaches of spreadsheets or printers.

 It’s built to handle everything from simple weekly schedules to complex shift rotations, all in one place. Plus, you can use automations and recurring schedules to simplify the process.

There are different types to choose from:

• Cloud-based scheduling apps – Accessible anywhere, ideal for real-time updates
• Mobile-friendly platforms – Designed for on-the-go managers and employees
• Desktop programs – Ideal for larger enterprises that need more customization

No matter the format, the goal is the same: to make sure the right people are in the right place at the right time, without confusion or stress.

Why businesses need employee scheduling software

Save time with automated schedules

Manually building a schedule can eat up hours each week. Labor scheduling software can auto-generate shifts based on availability, skills, and labor laws, freeing up your time for higher-value tasks.

Automation also ensures schedules are sent instantly to your team, cutting down on the “When do I work?” messages and giving everyone more notice.

Reduce scheduling conflicts and errors

Last-minute swaps, double-booked shifts, or scheduling employees during approved time off can cause headaches for everyone. Plus, there are more likely to be mistakes when you’re balancing all this information in a manual schedule.

Software for employee scheduling uses built-in conflict detection to flag these issues before they happen. This keeps shifts covered, employees happy, and customers served—without having to scramble during last-minute changes.

Improve labor cost management

Every extra hour on the schedule costs money. Employee work schedule software helps track projected labor costs in real time, so you can adjust shifts before payroll runs over budget.

With labor forecasting tools, you can match staffing levels to peak business hours, minimizing overstaffing during slow times.

Better communication between managers and employees

Schedules change—sometimes fast. Mobile apps and real-time notifications mean your team is always in the loop.

Many tools include built-in chat, making it easy to handle shift swaps, update availability, and confirm changes without endless text threads.

Compliance with labor regulations and laws

Labor laws vary by state and industry, but violations can mean big fines. Many scheduling software for employees include compliance tracking, like required breaks, overtime limits, and predictive scheduling requirements.

By using software that flags potential violations, you can stay compliant while avoiding costly mistakes. 

Key features of the best employee scheduling software

Simple drag-and-drop shift scheduling

A drag-and-drop interface makes creating and adjusting schedules quick and intuitive. Instead of retyping names or navigating clunky menus, you can visually move employees into open shifts, swap shifts between workers, and adjust times instantly. 

This not only speeds up schedule creation but also makes it easier to spot coverage gaps at a glance. It also reduces repetitive data entry, minimizes errors, and allows you to make quick adjustments during busy periods without disrupting your entire plan.

Employee self-service tools (shift swapping, availability input)

The best employee scheduling software has self-service tools that empower your team to take an active role in managing their schedules. 

Staff can log into the system to update availability, request time off, and even offer their shifts for swap, without creating extra admin work for managers.

These tools improve employee satisfaction because workers have more control over their schedule and work-life balance. Plus, by automating approval workflows, you can ensure shifts are always covered without manually tracking down replacements.

Labor cost tracking and budgeting tools

Labor cost tracking features let you see exactly how much you’re spending on wages as you build the schedule. Many tools will show projected labor costs alongside your sales forecasts so you can plan shifts that align with business volume.

Having this data in real time helps you avoid overstaffing during slow periods or understaffing during rushes—both of which can hurt your bottom line. Over time, these insights make it easier to budget accurately and plan for seasonal fluctuations.

Integrations with payroll, POS, and HR software

Integrations save you from double data entry and reduce the risk of errors. By syncing your scheduling software with your other tools, you can have all your data in one place. 

This means you can: 

• Automatically pull time-tracking data into pay runs, ensuring accurate wages and tax compliance
• Use sales data to inform scheduling decisions to ensure you have enough staff each shift to meet customer needs
• Forecast labor needs based on past performance, creating smarter, more efficient schedules

Mobile access and apps for managers and employees 

The best employee scheduling apps let managers make schedule changes on the go and employees check their shifts anytime, anywhere. This flexibility is especially useful for teams with variable hours or multiple locations.

Push notifications ensure important updates—like shift changes or new schedules—are delivered instantly. This reduces miscommunication and keeps everyone aligned, even if they’re not on-site or away from their computer.

Real-time schedule updates and notifications

Schedules can change at the last minute due to call-outs, emergencies, or business needs. Real-time updates allow you to share changes with the entire team instantly, ensuring no one shows up at the wrong time.

For employees, this means less confusion and fewer missed shifts. For managers, it means less time spent chasing people down with phone calls and texts.

Reporting and compliance tracking tools

The best employee scheduling software includes compliance tools that help you follow local labor laws, like mandated breaks and maximum weekly hours. They can also track overtime automatically, preventing costly violations.

Reporting provides visibility into data patterns and trends, like labor costs, employee attendance, and shift coverage issues. These insights help you make data-driven improvements to your scheduling process.

Multi-location or multi-team scheduling capabilities

If you manage multiple locations, having one centralized scheduling system is a huge advantage. You can apply consistent rules across all locations while still customizing schedules for each site.

This also makes it easier to share employees between locations, manage time-off requests across teams, and keep oversight simple, especially for regional or district managers.

Best employee scheduling software: Our top 7 picks

1. Homebase: Best employee scheduling software for small businesses

• Easy-to-use interface and intuitive drag-and-drop scheduling
• Free plan with scheduling, time tracking, and POS integration
• Integrated payroll and compliance tracking
• Mobile app for instant updates, shift swaps, and team messaging
• Ideal for: Small-to-medium-sized businesses looking for an all-in-one solution

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2. Deputy: Best staff scheduling software for workforce management

• Advanced workforce scheduling and forecasting
• Strong, user-friendly mobile apps
• Multi-location and role-based scheduling tools
• POS and payroll integrations
• Ideal for: Businesses managing complex shift patterns and multiple locations

3. 7shifts: Best shift scheduling software for restaurants

• Restaurant-focused scheduling with labor forecasting
• POS integrations with Toast, Square, and more
• Employee engagement and feedback tools
• Compliance alerts for breaks and overtime
• Ideal for: Restaurant and hospitality industry teams

We have more employee work schedule software for restaurants in this article.

4. When I Work: Best low-cost scheduling app for employees in small teams

• Paid plans start at $2.50 /user/month for a single location
• Simple mobile-first scheduling interface
• Easy-to-use app
• Overtime and labor cost tracking
• Ideal for: Small businesses or startups on a budget

5. QuickBooks Time (TSheets): Best employee scheduling software for payroll integration

• Seamless sync with QuickBooks Payroll
• GPS time tracking for mobile and remote workers
• Drag-and-drop scheduling for individuals or teams
• Customizable notifications for shift changes
• Ideal for: Businesses already using QuickBooks Payroll

6. Connecteam: Best scheduling app for remote or field teams

• GPS-enabled scheduling for on-the-go employees
• Digital forms, checklists, and communication tools
• Shift templates for recurring schedules
• Time-off requests and availability tracking
• Ideal for: Businesses with remote, mobile, or field-based teams

7. Humanity: Best workforce scheduling software for enterprise-level teams

• Advanced demand forecasting and compliance tools
• Multi-location scheduling with centralized management
• Integration with HR and payroll platforms
• Extensive reporting and analytics
• Ideal for: Larger businesses needing comprehensive scheduling and workforce management tools

Looking for more suggestions? Check out this article comparing 10 workforce scheduling software. 

How to choose the best employee scheduling software for your business

1. Identify your scheduling challenges

Before shopping for the best employee scheduling software, think about the challenges you’re facing now. Do you struggle with last-minute changes and multiple locations, or is compliance your biggest headache? Knowing your pain points will help you prioritize features.

2. Decide which integrations are non-negotiable

Next, make a list of must-have integrations. If your payroll, POS, or HR systems are already set up, choosing a staff schedule software that connects with those tools will save hours each week.

3. Consider mobile app availability and ease of use

Mobile access and ease of use are also key, especially if your team is on the move. Look for labor scheduling software with well-rated apps for both managers and employees. This will also help you train your team on the new tool more easily.

4. Evaluate your budget

Budget is another big factor. Many great scheduling software for employees have free plans for small teams, but you’ll want to compare the cost of paid tiers to the value they provide. It may make more sense to get a paid plan if all the features you need aren’t available in the free version.

5. Request demos or free trials

Finally, always try before you buy. Free trials and demos let you test usability and ensure the platform fits both your workflow and your team’s preferences. 

And remember to ask your team for their thoughts and feedback. If they don’t like the tool, it’ll be harder for them to adopt it, making the tool less useful.

Best practices: What is the best way to schedule employee shifts?

Communicate clearly and early with employees

Employees appreciate knowing their schedules well in advance—it helps them plan their personal lives and reduces last-minute changes. Also, research shows that predictable schedules improve employee health, so aim to post schedules at least two weeks ahead of time when possible.

Clear communication also means making sure employees know how to access their schedules. Whether it’s through a mobile app, email, or printed copies, consistency is key.

Build schedules based on accurate labor forecasting and historical data

Historical sales data gives you a roadmap for staffing needs. Use these insights to schedule more people during peak hours and scale back during slow times.

Forecasting tools in employee scheduling programs make this easier by combining past performance data with projected trends, so you’re not guessing when to add or cut shifts.

Allow shift-swapping flexibility within controlled boundaries

Allowing employees to swap shifts builds flexibility into your schedule and empowers your team to solve coverage issues themselves. However, requiring manager approval ensures coverage remains consistent.

Set clear guidelines for swaps—such as notifying management a certain number of hours in advance—to prevent last-minute chaos.

Regularly audit and refine schedules based on performance analytics

Don’t just set it and forget it. Review your scheduling data regularly to identify patterns and opportunities for improvement.

Maybe certain shifts are consistently overstaffed, or maybe certain employees are always available for peak hours. Adjusting based on these insights can improve efficiency and employee satisfaction over time.

Conclusion: Streamline scheduling and boost productivity

Investing in the best employee scheduling software gives you:

• Faster, easier schedule creation
• Fewer conflicts and missed shifts
• Lower labor costs through better forecasting
• Improved team communication and morale
• Better compliance with labor laws

With Homebase, you get all of that in one easy-to-use platform—plus hiring, time tracking, and payroll tools built right in. It’s everything you need to keep your team running smoothly.

“Finding Homebase was a game changer. It made setting up the schedule super easy. My staff and I all really like being able to see the schedule from our phones, know who is working, getting reminders and having a simple way to manage schedule changes” — Eve Hogan, Owner, The Sacred Garden

End the scheduling chaos and try Homebase for free today.

Frequently asked questions  about employee scheduling software

What is the most used scheduling software?

Some of the most used scheduling software include Homebase, Deputy, and When I Work for small to medium-sized businesses. These tools are popular for their ease of use, affordability, and mobile accessibility.

What is the best app for staff rosters?

The best app for staff rosters depends on your needs. Homebase is a favorite for small businesses thanks to its intuitive design, free plan, and built-in time tracking. Deputy is another strong contender for businesses that need advanced forecasting tools.

For restaurant and hospitality teams, 7shifts is a standout because of its industry-specific features and POS integrations. Each option has a mobile app that makes it easy for staff to check schedules, swap shifts, and get real-time updates.

Does Microsoft have a staff scheduling tool?

Yes, Microsoft has a staff scheduling tool through Microsoft Teams. Teams includes a feature called Shifts, which allows managers to create and share schedules within the Teams app. It works well for businesses already using Microsoft’s ecosystem.

However, it’s not designed specifically for industries like restaurants or retail, so it may lack some specialized tools found in dedicated employee scheduling software.

What is the best way to schedule employee shifts?

The best way to schedule employee shifts combines proactive planning with flexibility. This means posting schedules early, using labor forecasting to match staffing to demand, and allowing controlled shift swaps.

Pairing these practices with scheduling software ensures accuracy, reduces conflicts, and helps maintain employee satisfaction—all while keeping labor costs in check.

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