9 Best Free Scheduling Apps for Small Business in 2024

Every business owner knows there are limited hours in the day. From scheduling employees to approving shift swaps, a manager is always busy. And that’s when mistakes happen.

That’s why a small business scheduling app is essential to a busy manager’s toolkit. It can minimize errors, free up time, modernize workplaces, and streamline communication.

The best scheduling app for small business is the one that suits your needs, business, and budget. But there are a lot of options to choose from!

Look no further. Our comprehensive guide will point out what to look for depending on your business type. We’ll even detail the different types of scheduling apps and share 9 of the best scheduling apps for small businesses to help you decide.

Why Should Small Businesses Use a Scheduling App?

Throw out paper schedules and reduce errors.

Still running your business on sticky notes and spreadsheets? Learning how to schedule employees and manually maintaining, updating, and revising schedules takes time. Scheduling by hand also opens you up to mistakes that could impact employee pay and happiness. 

Using a scheduling app designed for small business owners means you can easily adjust shifts, update availability, and share scheduling information from your desktop or phone—with fewer costly errors.

Automatically notify team members about shifts.

One of the biggest perks of using a small business scheduling app is that it’ll automatically send reminders and updates to employees, reducing the need for you or another manager to follow up. This helps prevent missed shifts and late arrivals, keeping your business running smoothly.

Prevent under- or over-staffing.

The scheduling process can be tricky to manage on pen and paper—especially when you’re trying to judge how many people you need on the shop floor. By using a scheduling app, you can avoid under and over-staffing, see patterns in scheduling and attendance, and make data-driven decisions to control labor costs.

Set up scheduling templates for easy adjustments.

Reusable templates for regular shifts or work patterns can save time and reduce the need to build schedules from scratch every week. This offerss consistency while allowing for easy adjustments if something changes (which it usually does!).

Switch shifts painlessly.

Employees can use scheduling apps for small business to request shift swaps. You get notified to approve or deny the requests on your phone or computer. This reduces last-minute scheduling headaches and empowers your team to manage their availability without relying on you for support.

Automate payroll.

Everything flows seamlessly when time tracking and employee shift scheduling are integrated with payroll. For example, employee hours are logged and sent directly to payroll. That means that hours worked, employee overtime, and breaks are all calculated accurately, cutting down on payroll processing time and making sure your team is paid correctly.

Reduce overtime costs.

A scheduling app will monitor and track hours in real time, which helps you see if an employee is approaching overtime. For example, you can set up notifications and limits to control overtime, helping you stay within budget and avoid unnecessary labor costs.

Stick to labor laws.

Stay compliant with federal and state labor laws by automatically tracking breaks, overtime, and other labor requirements with a scheduling app. For example, you can set up rules to make sure you don’t accidentally schedule employees beyond legal limits, which reduces the risk of fines or penalties.

Empower employees.

By giving your team access to their schedules, shift swap options, and time-off requests within a scheduling app, employees feel more in control of their work-life balance. This transparency helps build trust and improves communication across the team.

Make quick adjustments (without losing your team!).

A scheduling app can quickly adjust employee schedules when something changes at the last minute. If someone calls in sick or you have an unexpected need for extra staff, your team will get notified quickly, so you don’t have to worry about miscommunication or missed shifts.

Find quick coverage for sick employees.

A scheduling app for small businesses makes it easy to find a replacement when someone calls in sick. The app shows who’s available and can notify potential replacements, allowing you to fill gaps quickly without disrupting day-to-day operations.

Boost employee morale.

When employees know they can access their schedules, request changes, and see updates in real time, they feel more valued and less stressed about their shifts. And that helps improve employee morale and satisfaction.

Enjoy on-the-go access.

Both managers and employees can access scheduling information from any handheld device, making it simple to manage schedules, track hours, or request time off on the go. This flexibility means you can manage your small business from anywhere, and employees can stay connected even if they’re not at work.

Get on-site check-in.

Time clock software means you can accurately track employee hours by requiring staff to clock in and out when they arrive and leave. This minimizes time theft and means employees are paid for the hours they actually work. It also gives you a reliable record of attendance in case of any disputes.

5 Types of Scheduling Apps for Small Businesses and How They Can Help You

Every small business is unique and comes with its own set of specific requirements. Scheduling apps offer a variety of features to meet the individual needs of any business.

Let’s look at the best types of scheduling apps that help small business owners:

1. Employee scheduling apps

Digital employee scheduling solutions help you manage employee hours, assign shifts, and track attendance. These apps improve business operations by clearly laying out who’s on shift and when.

With these apps, you can:

• Easily create and manage employee schedules, including shift swaps, time-off requests, and employee availability.
• Track scheduled hours and compare them to actual hours worked to manage labor costs.
• Automate shift swaps and allow employees to trade or cover shifts without managerial intervention.
• Send real-time notifications to staff about upcoming shifts, changes, or open shifts.
• Track attendance and time through clock-in/out features that integrate with scheduling.
• Use reports and analytics for better planning and operational optimization.
  

2. Appointment scheduling apps

Appointment scheduling apps allow small business owners to streamline customer bookings, making it easy to manage client appointments and reduce manual scheduling work.

These apps can:

• Allow customers to book appointments online directly without having to manage phone calls, emails, and text messages.
• Send automated reminders to customers and staff, reducing no-shows and cancellations.
• Sync appointments with client and employee calendars to prevent double-booking and scheduling conflicts.
• Customize booking services and set durations, buffer times, and pricing based on business needs.
• Integrate scheduling apps with point-of-sale systems, allowing customers to pay at the time of booking.
• Manage cancellations and rescheduling on one platform, helping improve the customer experience and your business’s efficiency.
  

3. Project and task-scheduling apps

Project and task-scheduling apps help small businesses keep track of multiple tasks, assign responsibilities, and ensure project timelines are met efficiently.

With these apps, you can:

• Create detailed project timelines, assign tasks, set deadlines, and track progress.
• Organize tasks and projects by priority, ensuring essential work is completed on time.
• Assign responsibilities to specific team members and track individual contributions.
• Set task dependencies so that one task cannot begin until another is completed, helping avoid bottlenecks.
• Provide real-time progress updates and project status tracking to stay on schedule.
• Collaborate through built-in communication tools, reducing the need for separate apps or meetings.
• Generate reports and insights on task completion, workload distribution, and project milestones.
  

4. Calendar scheduling apps

Calendar scheduling apps help small business owners manage their day-to-day schedules and keep track of meetings, tasks, and important events all in one place.

With these apps, you can:

• Organize daily, weekly, and monthly schedules to keep track of important meetings, events, and deadlines.
• Share calendars with employees or stakeholders to improve transparency, team collaboration, and communication.
• Set reminders and notifications for key business appointments or deadlines.
• Sync information across team devices so that updates made on one platform are reflected everywhere.
• Color-code and categorize events for better visual organization of meetings, tasks, or client appointments.
  
  

5. Integrated scheduling and payroll apps

Some of the best scheduling apps for small businesses combine employee scheduling with managing payroll. These integrated apps help you automate time tracking and pay calculations, meaning fewer errors and more time focused on other areas of your business.

These apps can:

• Automatically sync employee schedules with payroll systems, reducing manual data entry and errors.
• Track hours worked to ensure accurate payment for hourly employees through time-tracking features.
• Calculate wages, overtime, and deductions based on hours worked and local labor laws.
• Generate and distribute paychecks through direct deposit or other payment methods.
• Track paid time off (PTO), sick days, and vacation balances in alignment with company policies.
• Provide reporting for tax compliance, ensuring all deductions and withholdings are accurate.

What to Look for in a Scheduling App for a Small Business

When choosing a scheduling app, it’s critical to look for one that aligns with your business needs, goals, and budget. For example, do you want to reduce labor costs by managing staffing levels more effectively? Or is your priority to make managing employee schedules easier? 

Whatever your business goal, here are a few key areas to look for when choosing a scheduling app for small business.

• Positive user experience: A scheduling app should be intuitive, well-designed, and allow you and your team to manage schedules without hassle.
• Easy to use: Team members should be able to quickly check their shifts, request changes, and communicate availability with just a few clicks.
• Mobile-first: A mobile version will help your staff access schedules, updates, and notifications on the go. 
• Automated scheduling: Confirm you can automate repetitive tasks like shift rotations or filling gaps.
• Notifications and reminders: Built-in notifications keep your team informed of upcoming shifts, last-minute changes, and any updates.
• Time-tracking integration: Time-tracking lets employees clock in and out easily and gives you accurate data for payroll.
• Appointment reminders: If you handle client bookings, look for a small business scheduling app with appointment reminders to reduce no-shows.
• Payroll integration: Payroll integration streamlines the payment process, helping you avoid payroll errors and making it easier to calculate wages, tips, and overtime.
• Built for multi-locations: If you operate in multiple locations, choose an app that means you can manage employee schedules from a single platform, making coordination and staffing across locations seamless.
• Labor law compliance: The best scheduling apps for small business should help you stay compliant with labor laws and ensure schedules meet legal requirements for breaks, overtime, and employee rights.
• Customer support: Find a scheduling app with reliable, responsive customer support so you can quickly resolve any issues.
• Fits your budget: Look for an app that offers essential features without breaking the bank. Many apps provide free trials or affordable plans tailored to small businesses.

9 of the Best Free Scheduling Apps for Small Business Owners

1. Homebase—Best for scheduling hourly teams

Homebase is a workforce management app designed for small service-based businesses in industries like retail, hospitality, education, beauty, and more. The all-in-one app streamlines employee scheduling and time tracking with an extensive listof features, including team calendars, time clocks, automatic notifications, and budget forecasting.

Key features

• Simple employee scheduling and availability
• Automatic time tracking, calculates hours, paid and unpaid breaks, and overtime
• Seamless hiring and onboarding
• Instant team communication
• Free mobile app
• Comprehensive integration options

Pros 

• Easy-to-use interface
• Comprehensive team scheduling
• Easy onboarding
• Time tracking features
• Team communication tools
• Responsive customer support
• Comprehensive reporting features
• Extensive integration capabilities

Cons

• Limited project management tools
• No appointment scheduling or booking management

Pricing options 

Homebase offers a free plan that includes essential features for small businesses with up to 20 employees at a single location. And, unlike many of the other scheduling apps listed, every paid plan provides access for an unlimited number of employees.

Here’s a sneak peek at the available pricing options:

• Basic: Free for one location with up to 20 employees. Includes basic scheduling and availability, timesheets and time clocks, messaging, and hiring options.
• Essentials: $24.95 per month, per location. In addition to the features available in the Free plan, you’ll gain access to advanced scheduling and time tracking, team communication, tools for managing remote teams, and payroll integration capabilities.
• Plus: $59.95 per month, per location. Incorporating all the elements found in the Essentials package, you’ll also gain access to additional features for hiring, retention, performance tracking, time-off management, and tools for managing departments and permissions.
• All-in-one: $99.95 per month, per location. In the all-in-one package, you’ll have access to everything offered in the Plus plan, along with additional features like new hire onboarding, HR and compliance tools, labor cost management, and business insights tools.

Integration options

Starting a business often involves a passion for your vision, not paperwork. That’s why Homebase is dedicated to simplifying the necessary yet often tedious tasks that come with running your small business. 

With seamless integrations into popular POS systems (like Clover, Toast, Shopify, Payanywhere, and GoDaddy), common payroll systems (including Square, Gusto, and QuickBooks), plus industry-specific tools like Restaurant365 and Tiphaus, Homebase allows you to spend less time manually managing schedules and more time doing what you love.

With all that spare time to spend on your business, growth is inevitable. So, when the time comes to grow your team, you can connect your Homebase app directly to leading job boards such as Indeed, Glassdoor, Craigslist, ZipRecruiter, and Google—taking the headache out of the hiring process.

2. Calendly—Best for booking meetings

Calendly is a versatile scheduling and appointment-booking app for individuals and businesses. It streamlines appointment and meeting scheduling by allowing users to share their availability, making it an ideal tool for small businesses.

Key features

• User-friendly scheduling interface and activity dashboard
• Automated email confirmations and reminders
• Calendar integration (Google Calendar, Outlook, etc.)
• Customizable reports, events, and branding
• Real-time data and reporting
• Integration options

Pros 

• User-friendly and intuitive interface
• Seamless scheduling with automated notifications
• Integration with popular calendar platforms, like Office 365, Outlook, and Zoom
• Customization options for event types and durations
• Time zone intelligence

Cons 

• Limited group scheduling in the free plan
• Integration complexities
• Zoom integration is not available in the free plan
• Potential for overbooking. It may not be suitable for complex team scheduling scenarios

‍

3. Doodle—Best for team events

Doodle is an online scheduling app that helps teams plan meetings, events, or appointments. You can create polls to suggest meeting times, share them with participants, and easily determine the best time for your team.

Key features

• Simple polling feature for scheduling meetings
• Availability voting system for participants
• Integrates with Google Calendar and Microsoft Outlook
• Mobile app for scheduling on the go
• No registration needed to join the meeting

Pros

• Simple interface that creates polls to find meeting times
• Attendees don’t need an account to join the meeting
• Basic scheduling features are available at no cost
• Automatically adjusts for time zone differences
• Allows groups to vote on the best meeting time for everyone

Cons

• The free plan lacks advanced scheduling tools
• No automation for recurring meetings or shifts
• Not suitable for team scheduling or shift management
• Limited integrations
  
  

4. Monday.com—Best for scheduling projects

Monday is a project management system designed to help teams plan, track, and manage their work. It provides a highly customizable platform, allowing users to tailor workflows to specific projects and industries.

Key features

• Visual project management and scheduling tool
• Customizable workflows and automations
• Integrates with various tools (Google Calendar, Slack, Zoom)
• Time tracking, task management, and reporting
• Mobile app for on-the-go access

Pros

• Useful for project management, scheduling, and workflow tracking
• Automates repetitive tasks
• Centralized communication with comments, file sharing, and updates
• View schedules in multiple formats 

Cons

• Customization options can be overwhelming for new users
• Overkill for businesses that need more basic scheduling
• More advanced features require higher subscriptions
• No built-in payroll or labor law compliance
  
  

5. Clockify—Best time tracking-exclusive

Clockify is a time tracking and employee scheduling app for efficient time management and workforce organization. The free app tracks work hours across projects, offering unlimited users, projects, and clients for comprehensive productivity measurement and reporting.

Key features

• Time tracking for employees
• Team scheduling and time management
• Reporting and analytics for project and team-based evaluation

Pros 

• Unlimited users
• Simple and intuitive interface
• Extensive time tracking capabilities
• Comprehensive reporting features and analytics
• Integration options

Cons 

• Many of Clockify’s top features are geared toward desk-based roles
• Generating reports can be time-consuming
• No appointment scheduling or online booking feature

‍

6. SimplyBook.me—Best for service-based appointment scheduling

SimplyBook.me is a comprehensive appointment scheduling app designed to streamline reservation processes for a wide range of service-based businesses.

Key features

• An extensive list of features that can be added à la carte
• Online booking and reservation management
• Employee scheduling
• Customer database and email marketing

Pros 

• Comprehensive free version
• 24/7 online booking
• Integration options, including Google Calendar and Square
• Solid customer service and live support
• Customizable branding elements

Cons 

• Confusing user-interface
• Lack of help guides
• Limited template options
• Some users have experienced technical glitches with customer reviews and confirmation emails

‍

7. Setmore—Best appointment booking

Setmore is a scheduling app designed to simplify the booking process for businesses. Its simple online scheduling platform allows businesses to conveniently connect with their customers and manage appointments.

Key features

• Appointment scheduling
• Calendar and booking management
• Automated alerts and notifications
• Customer database

Pros 

• Intuitive interface
• 24/7 online booking
• Appointment booking for multiple providers
• Exceptional customer service
• Transparent calendar management
• Customizable booking pages

Cons 

• Some users have experienced issues with double booking
• Syncing issues
• Outdated technology when compared to competitors
• The free version has limitations
• Premium features can be costly

‍

8. Acuity Scheduling—Best for recurring appointments

Acuity Scheduling is an online appointment scheduling tool designed to help businesses automate bookings, manage payments, and streamline workflows. The platform is popular with service-based industries because it allows clients to self-book appointments, reschedule, or cancel as needed.

Key features

• Online appointment booking with automated reminders
• Client self-scheduling and rescheduling
• Customizable scheduling pages for branding
• Integration with payment systems (PayPal, Stripe)
• Syncs with Google, Outlook, and iCloud calendars

Pros

• Easy for clients to schedule and change appointments
• Reduces no-shows with email and SMS reminders
• Customizable interface to match your business’s brand
• Clients can pay for services during the booking process
• View analytics on appointments, clients, and sales

Cons

• Not helpful for shift workers or employee scheduling
• Advanced features like multiple-location support are on higher plans
• Requires time to fully utilize all of its customization options
• Lacks tools for employee management
  
  

9. Fieldcode -- Best for field service-based organizations

Fieldcode is a field service management solution designed to optimize and automate field service operations. It has a range of features, including automated scheduling, route optimization, and real-time monitoring.

Key features

• Field service management software with scheduling
• Route optimization and dispatching
• Time tracking for field workers
• Automated workflows and task management
• Mobile app for technicians on the field

Pros

• Designed for businesses with mobile teams like service technicians
• Live dispatch and scheduling updates based on team availability
• Efficient route planning
• Allows you to track employee work hours and job completion
• Field employees can access job details from their phone

Cons

• Limited to field service businesses
• Takes time to learn and customize 
• Pricing can be high for small businesses 
• No payroll features 

Build your first free schedule in minutes.

Homebase’s free scheduling app is easy to use, comprehensive, and—did we mention?—free to use. Homebase helps you put the focus back on growing your business by simplifying employee scheduling, streamlining time tracking, and enhancing team communication—and that’s just for starters.

Ready to let Homebase take scheduling off your plate? Get started for free today.

‍

Scheduling app FAQs

What is a scheduling app?

A scheduling app is a digital tool designed to manage and organize appointments, meetings, employee shifts, and events efficiently. These apps can replace manual scheduling, leading to a reduction in human errors, an enhanced customer experience, simplified employee scheduling, and the optimization of operations.

Why should small businesses use scheduling apps?

Small businesses should use scheduling apps to simplify appointment booking, streamline operations, enhance customer experiences, optimize employee scheduling, and facilitate remote work management. Scheduling apps also provide data-driven insights that help small business owners make informed decisions regarding resource allocation and operational efficiency.

What should you look for in a scheduling app for small businesses? 

When looking for a scheduling app for your small business, you should consider the unique needs of your business above all else. However, essential features like a user-friendly interface, appointment reminders, team collaboration capabilities, secure payment processing, and integration options will help you streamline operations and enhance customer experience.