Staff scheduling can be complex, but rota software simplifies it, ensuring optimal shift coverage and employee satisfaction. I review the top 5 solutions to help you find the best fit.
Scheduling your team can be a real headache, with overlapping schedules and unexpected staffing shortages.
Staff rota software streamlines shift planning, ensures compliance, and improves overall workforce management.
In this article, I review the top 5 solutions that can transform how you create and manage your employee schedules.
If you don’t have the time to read through our research, jump down to our quick comparison table.
Our Top Picks
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Best all-in-one staff rota software
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Good for time tracking & integrated payroll
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Good for construction & field service teams
Why trust us?
Our team of unbiased software reviewers follows strict editorial guidelines, and our methodology is clear and open to everyone.
See our complete methodology
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Tools considered
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Tools reviewed
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How I Chose the Best Staff Rota Software
I prioritized the following key features when compiling my top staff rota software list.
I started with must-have core features:
- Shift planning and scheduling: Create and manage employee work schedules across different time periods and locations.
- Availability tracking: Keep track of employee availability and preferences.
- Real-time updates: Provide instant updates on shift changes and notifications.
- Time and attendance tracking: Monitor and record working hours accurately.
- Break, overtime, and leave management: Accurately track employee breaks, overtime hours, and time-off requests to ensure compliance with labor laws and regulations.
Then, I looked for:
- A sleek user interface: Easy-to-navigate, user-friendly design.
- Mobile accessibility: Enable employees to access their schedules on the go.
- Affordability: Cost-effective pricing options for businesses of all sizes.
Finally, I identified features that make employee rota solutions great:
- Automated scheduling: Automatically create and manage employee schedules based on employee availability, shift preferences, and other factors.
- Shift swapping: Allow employees to easily change shifts with one another.
- Drag-and-drop scheduling: Easily adjust and assign employee shifts using a drag-and-drop interface.
- Shift bidding: Allow employees to bid for preferred or open shifts.
- Skills and certification tracking: Maintain records of employee qualifications to ensure proper coverage.
- Communication tools: Built-in messaging and notifications for efficient communication between managers and employees.
- Reporting and analytics: Generate reports on scheduling efficiency and labor and wage costs.
- Employee self-service: Allow employees to manage their availability, request time off, and view their schedules.
- Integrations: Integrate with payroll and other human resources HR systems for seamless operations.
The 5 Best Staff Rota Softwares of 2025
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Connecteam — Best all-in-one staff rota software
Connecteam is an employee management and HR software solution that offers everything from employee scheduling and time tracking to task management and communication.
Why I chose Connecteam: I love the Connecteam scheduling app, which gives you all the tools you need to create and manage employee schedules no matter where you are.
These time-saving features make scheduling a breeze:
Quick and flexible schedule creation
You can make schedules in minutes by importing or copying existing schedules or using the drag-and-drop feature.
Once you’ve created the schedule, you can assign shifts and jobs based on employee availability and registered qualifications. When you need to fill an open shift, simply publish it for employees to claim.
A bonus? Connecteam’s employee scheduling software has a sleek, intuitive design that I love. I also appreciate the color-coding system, which helps distinguish between departments, roles, or shift types at a glance.
🧠 Did You Know?
Connecteam integrates with Google Calendar so your employees can transfer their shifts right from the app into their personal calendars.
Auto-scheduling to eliminate manual scheduling
I found Connecteam’s auto-scheduling feature incredibly useful. You can predefine in the app how many staff you need per shift (and which roles), and the auto-scheduler will create the schedule for you, considering employee availability, preferences, skill sets, and business need.
You can also make changes manually, drastically speeding up the scheduling process.
Schedule templates
I found Connecteam’s template functionality versatile and user-friendly. You can create and save different schedule templates for various situations, like seasonal changes or special events.
In my opinion, one of the coolest features is the rotating shift pattern. It lets you set up complex schedules that automatically rotate across weeks or months.
Employee availability management
I also appreciated the availability management system, which combines scheduling preferences and availability into one place.
What stood out to me is how visually simple it is. You can clearly see when employees prefer to work and when they’re unavailable. This makes it easy to schedule shifts without accidentally overlapping.
The unavailability tracking is equally straightforward—it marks blocked-off periods in the scheduler interface. You can instantly see who’s available for specific time slots, preventing scheduling conflicts before they occur.
Time tracking
Connecteam’s employee time clock lets workers clock in and out from anywhere. As a manager, you can track their work hours and how long they have spent on various jobs and tasks. I appreciate how employee’s time sheets can be exported for payroll processing with a single click.
Additionally, dashboards and reports provide an overview of data that can help managers improve scheduling practices.
Notifications and schedule updates
Automated shift reminders sent to employees cut down on no-shows. You can customize notifications based on your needs, alerting managers when a shift has been dropped or accepted and when someone on the team needs to trade shifts.
I particularly value how updates sync instantly across all devices, and what impressed me more is the clear audit trail of who’s viewed schedule changes.
Self-directed shift management
Connecteam makes shift trading and requesting time off easy for employees. With the click of a button, they can swap shifts with quick approval from their manager. The schedule will change in real time, so managers don’t have to worry about coverage.
Location-tracking features
What stood out to me is how seamlessly Connecteam’s geofencing integrates with scheduling. You can establish specific boundaries for each work location, and the software automatically verifies clock-ins against scheduled locations.
Connecteam also includes GPS tracking—helpful for ensuring your field team is safe and where they’re supposed to be.
Break and overtime management
Connecteam can also be used as a break management app. It helps you stay compliant by scheduling meal and rest breaks right into shifts, so nothing gets overlooked.
Overtime tracking is another standout feature in my eyes. It keeps labor costs in check by setting limits on overtime hours and automatically calculating them for you. This makes it easy to track and control excessive work hours.
Connecteam will send real-time alerts when employees are nearing their overtime limits, allowing managers to take action. I find these alerts incredibly useful for preventing unnecessary overtime, which can lead to higher labor costs.
Smart communication tools
The online team chat enables staff to clarify schedule issues and communicate regularly. Team members can share best practices and insights, inspiring each other to do their best work through ongoing employee communication.
Additionally, forms and checklists help employees work smarter and get more done throughout their shifts.
Keep everyone in the loop
Business owners can boost employee engagement by sharing company news and shout-outs to valuable team members with Connecteam. With this feature, the point person for internal communications can reach employees in multiple locations at once and see who has read the message.
Connecteam also offers a free for life plan – Try Connecteam here!
Key Features
Drag-and-drop scheduler
Automated scheduling
Shift swapping & open shifts
In-app chat
Task management
Integrated time clock
Checklists and forms
Pros
All-in-one rota software
Great customer service
Easy to use
Cost-effective
Cons
Needs internet or wifi access to work
Pricing
Free-for-life plan availablePremium plans start at $29/month for 30 users
14-day free trial, no credit card required
Start your free trial -
QuickBooks Time — Good for time tracking & integrated payroll
QuickBooks Time is a cloud-based time tracking and scheduling app that allows employees to clock in and out from the job site using their own devices.
Why I chose QuickBooks Time: I appreciate its seamless integration with QuickBooks Online and other payroll software, making payroll processing straightforward and efficient.
Shift scheduling
I found the drag-and-drop scheduler intuitive. You can create project- or shift-based schedules, with each schedule including detailed information like start/end times, customer location, and assigned employees. The “notes” feature allows managers to provide additional instructions directly within the schedule.
However, the scheduling module lacks some advanced features I would have liked to see, such as employee shift acceptance/rejection, shift trading capabilities, automatic shift reminders, and calendar app integrations.
QuickBooks Time has a drag-and-drop scheduler. Time tracking
The time tracking functionality is straightforward. Employees can clock in via web, mobile, or kiosk apps. I appreciate that the app requires workers to select their assigned tasks when clocking in, ensuring accurate project time tracking.
Break management
QuickBooks Time offers flexible break tracking. You can configure pre-set 15-minute rest and 30-minute lunch breaks, with options to customize break length, type (paid/unpaid), and tracking mode.
A standout feature is the ability to implement strict break policies. You can set rules like “workers can’t end break early,” and the app can notify employees as their break approaches its end. It can even terminate breaks automatically when the predefined duration concludes.
Geofencing and location intelligence
The geofencing feature prevents unauthorized clock-ins outside designated job sites. During my testing, the app blocked my attempt to clock in outside the assigned location, though it does offer a note-based workaround for exceptional circumstances.
Moreover, the real-time “Who’s Working” map with GPS functionality lets you see exactly where your employees are when clocked in.
QuickBooks Time enables you to track the real-time location of field employees. What users say about QuickBooks Time
The software offers a convenient way to track time, manage payroll, and keep things organized, especially for small to mid-sized teams.
Base plus subscriber fee can be pricey… and Internet connection must remain stable in order for employees to be tracked accurately.
Key Features
- Scheduling
- Mobile time tracking
- Geofencing & GPS tracking
- Break management
Pros
- Integrates with QuickBooks Online for payroll
- Mobile accessibility
Cons
- Limited customization
- Higher price point
Pricing
Starts at $20/month + $10/user/month Trial: Yes — 30-day Free Plan: No
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ClockShark — Good for construction & field service teams
ClockShark is a time-tracking and scheduling solution that combines GPS-tracking capabilities with workforce management features. It’s well-suited for field service and construction teams.
Why I chose ClockShark: I selected it because of its mobile-first approach and the combination of time tracking and scheduling capabilities.
Intuitive schedule management
I found ClockShark’s drag-and-drop scheduling interface super user-friendly. You can create and adjust shifts quickly, with daily and weekly views available.
I particularly appreciate the color-coding system that gives an instant visual overview of employee assignments. I also like the recurring shift feature, which is useful for regular scheduling patterns.
Each shift can include detailed job site information, driving directions, required tools, and relevant documents. This helps ensure employees arrive prepared and on time to the right location. The system even estimates travel time between jobs, which I found helpful for realistic schedule planning.
ClockShark’s Scheduler in a monthly view. Location-based features
The GPS tracking and geofencing capabilities add an extra layer of schedule management that I found invaluable. When employees clock in or out, their location is automatically captured, which helps verify they’re at the right place at the scheduled time.
Time-off and availability handling
The platform handles time-off requests and availability management—though I thought this could be better integrated into the scheduling workflow. Employees can submit their availability preferences and time-off requests through the mobile app.
Team communication
While ClockShark offers basic communication tools through its job management system, I felt the conversation features were limited compared to dedicated scheduling solutions. You can add notes to shifts and jobs, but there’s no built-in chat function for quick schedule-related communications.
What users say about ClockShark
User-friendly application , when switching from project to another project , time will round up , no odd minutes.
Although the GPS tracking allows for tracking employees during work shifts, the system has many glitches and inconsistencies such as showing someone leave the country and return within an hour.
Key Features
- Drag-and-drop scheduling
- Time tracking
- GPS tracking
- Time off management
Pros
- Intuitive interface for field teams
- Job cost reporting
Cons
- Limited communication capabilities
- Initial setup can be complex
Pricing
Starts at $20/month + $8/user/month Trial: Yes — 14-day Free Plan: No
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Homebase — Good for comprehensive team management
Homebase is an all-in-one scheduling and time tracking solution designed for small businesses, with a particular emphasis on managing hourly workers.
Why I chose Homebase: I was drawn to its scheduling capabilities and free plan for single-location businesses.
Intuitive schedule building
The scheduling interface features a clean weekly calendar view. Creating shifts is as simple as clicking time slots, and I particularly value the ability to build schedule templates for recurring shifts. You can easily copy previous schedules or create new ones from scratch, which saves considerable time.
Homebase’s scheduling tool showing assigned shifts, total hours, and projected labor costs for the week. Smart scheduling tools
Homebase’s auto-scheduling feature impressed me with its ability to create optimized schedules based on multiple factors—labor targets, employee availability, and even sales forecasts.
I found the open shift system very useful, as it lets employees pick up available shifts based on their preferences and qualifications. The shift swapping functionality is straightforward, with automatic notifications sent to affected workers.
Availability management
Additionally, the platform offers availability management tools. Employees can set their preferred working hours and submit time-off requests directly through the app. Managers can establish blackout periods and PTO policies, which helps prevent scheduling conflicts.
However, I noticed these features are available only in the higher-tier plans, which might be limiting for smaller businesses.
Team communication
Homebase’s built-in messaging system allows for direct schedule-related communications. I like how you can send both individual and group messages about schedule changes, though I was disappointed that you can’t attach files or use rich media in communications.
What users say about Homebase
I love the fact that They have a free program that I can use to track my employees clock in and out. I also love that I can use it for Payroll.
The message and schedule feature is hard. The Message feature constantly stops working so our team members dont get the notifications.
Key Features
- Employee scheduling
- Time clock
- Team messaging
- Attendance tracking
Pros
- Facilitates shift swapping
- Intuitive interface
Cons
- Pricier for multi-location businesses
- Payroll available as add-on
Pricing
Starts at $20/location/month Trial: Yes — 14-day Free Plan: Yes — For a single location & up to 20 employees
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Deputy — Good for AI-powered scheduling
Deputy is a workforce management platform that excels in shift scheduling and compliance. It’s well-suited for businesses requiring detailed staff scheduling and time tracking capabilities.
Why I chose Deputy: I was impressed by its AI-powered auto-scheduling capabilities and comprehensive compliance features.
Advanced scheduling engine
The scheduling interface offers manual and AI-powered options that I found highly versatile. I particularly appreciate the drag-and-drop functionality for manual scheduling, alongside intelligent auto-scheduling that considers factors like sales forecasts, demand patterns, and labor budgets. The system can also create optimized schedules that account for employee qualifications, availability, and cost constraints.
Deputy’s scheduler gives a clear overview of your staff and their scheduled work times. Shift management and assignment
You can create shifts from scratch, use templates, or copy previous schedules. A bonus for me is the ability to either assign shifts directly or create open shifts for employees to claim.
The platform intelligently checks employee availability and qualifications before allowing shift assignments, though I noticed it doesn’t warn about pending leave requests during scheduling.
Compliance and break management
Deputy impressed me with its built-in compliance features. You can set specific rules for break times, overtime, and shift lengths to ensure adherence to labor laws. I appreciate how these rules are automatically enforced during scheduling, helping prevent compliance issues before they occur.
Schedule communication
I also like how employees can sync their schedules with personal calendars and receive notifications about new or changed shifts. The shift-swapping feature works well, allowing team members to exchange shifts while maintaining manager oversight.
What users say about Deputy
I like the recent addition of Artificial Intelligence into the schedule maker because it creates almost-perfect schedules with the right amount of members taking into account the costs associated.
Whilst the mobile app was good, it did occasionally have a delay in reading GPS information which caused issues with reporting.
Key Features
- Automated scheduling
- Time-off management
- Shift swapping
- Break planning
Pros
- Smart scheduling with AI
- Integrates with HR & payroll systems
Cons
- Requires initial training
- Limited customization & reporting
Pricing
Starts at $4.5/user/month, for Scheduling or Time & Attendance Trial: Yes — 31-day Free Plan: No
Compare the Best Staff Rota Softwares
| Topic |
Start for free
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|---|---|---|---|---|---|
| Reviews |
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| Pricing |
Starts at just $29/month for the first 30 users
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Starts at $20/month + $10/user/month
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Starts at $20/month + $8/user/month
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Starts at $20/location/month
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Starts at $4.5/user/month, for Scheduling or Time & Attendance
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| Free Trial |
yes
14-day
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yes
30-day
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yes
14-day
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yes
14-day
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yes
31-day
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| Free Plan |
yes
Free Up to 10 users
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no
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no
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yes
For a single location & up to 20 employees
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no
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| Use cases |
Best all-in-one staff rota software
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Good for time tracking & integrated payroll
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Good for construction & field service teams
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Good for comprehensive team management
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Good for AI-powered scheduling
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| Available on |
What is Staff Rota Software?
Staff rota software refers to a computer program used to create and maintain employee rota schedules. It eliminates the need to create and manage schedules on paper or with Excel. Many of these platforms offer drag-and-drop and other features that make it easy to automate schedules, freeing managers up to tackle other tasks.
The software also gives employees real-time access to their scheduled shifts, minimizing no-shows. Team members can manage time-off requests and receive alerts when their schedules are about to start. Many of these platforms offer free plans, although they don’t typically offer the same features as paid plans.
How Does Staff Rota Software Work?
Owners and managers can easily transition from paper schedules to online rostering software systems, where they can create customized schedule templates based on their existing schedules. Once a schedule is in the system, they can copy it to shave time off tedious scheduling practices. After creating the schedule, they can post it to the app, and employees will see their schedule for the next few weeks.
Instead of having to copy down their schedules when they get to work, employees can see their schedules for the next few weeks directly on their phones. If they have a conflict, they can push a button to swap shifts, and a manager can approve or deny the request with the click of a button.
The Benefits of Staff Rota Software
Managers who aren’t using advanced software to automate scheduling are not only wasting time. They’re not optimizing their employee schedules. Rota software solves this problem and brings a host of other benefits:
Improved Employee Morale
Manual scheduling makes it easier for management team members to make mistakes. Managers might not notice that they have scheduled an employee for multiple close/open shifts in a month or that they have double-scheduled an employee. Manual scheduling may also cause some employees to work for over a week with no days off.
These errors can frustrate employees, increasing the chances of burnout. Staff rota software offers notifications that eliminate these mistakes. Employees get schedules based on their availability and a better work-life balance. This in turn is a major factor for boosting employee morale.
Read more: 15 Effective Ways to Boost Employee Morale
Time Savings
Many managers spend too much time creating employee schedules. With manual scheduling, they must sift through each employee’s availability and dig through old paper and Excel files. If an employee needs to trade shifts or calls out, there is no easy way to see who can cover a shift in a pinch.
With staff rota software, a manager can create and send schedules in seconds. Team members can see their schedules instantly and better prepare for conflict.
Improved Compliance
Each state has various labor and overtime laws, and managers need to pay even closer attention to labor hours if their employees are unionized. With software, they can set specific time caps for employees, meaning they can’t add workers to the schedule if they are at their maximum hours. This way, the company stays in compliance and employees don’t burn out.
Reduced Administrative Costs
Since the management team can create and submit schedules faster, the company spends less on administrative time. Staff rota software also integrates with payroll software, so labor costs are more accurate, which also reduces costs.
Better Coverage
Since supervisors can manage schedule swaps quickly and the schedule is updated automatically, the team is not left in a pinch. Each employee can see their schedule as soon as it’s posted, allowing them more time to get coverage for scheduling conflicts.
Managers can always have the coverage they need, and their employees get the peace of mind of work-life balance. They also get notifications when their schedule is about to start, reducing no-shows and misunderstandings.
Analytical Insights
Staff rota software helps with measuring trends over time. The company can see if certain employees are calling out more often or if it’s not distributing hours evenly. Managers can use these insights to find the best schedule for their team and manage problems in the early stages. The company also gets better insight into its labor costs.
Track trends that could impact staffing. There may be a certain day or shift time in which employees are calling out consistently. These trends let managers know if they need to check in with certain team members or hire new staff for a particularly busy day and time.
How Much Does Staff Rota Software Cost?
Staff rota software pricing ranges from free to over $150 a month. Most plans charge a monthly fee per user, and some also charge a subscription fee. The platforms that offer free options often remove most of the best features, so companies have to pay to use the software the way they need to. Having a free option isn’t helpful if it only allows managers to develop and post schedules the same way they already can with a spreadsheet and email.
Connecteam offers the most bang for a company’s buck with a starting price of $29 a month for up to 30 users. Another option is the Small Business Plan, which is completely free for up to 10 users. Unlike other free options, this one offers all features available on the paid plan.
FAQs
Is there free rota software?
There are many free options for creating and managing staff schedules. However, most free options don’t offer all the features needed to manage a team. Missing features could include automated scheduling, staff notifications, internal communication, and more. Connecteam offers one of the most robust free staff rota apps for small businesses.
Why should I use a staff rota app?
Your management team is likely spending too much time on scheduling. Connecteam allows you to automate this task and gives your employees more control over their schedules. Your team will benefit from this software.
What is the best app for rotating shift schedules?
Connecteam’s drag-and-drop and copy-paste features make it easy to rotate employee work schedules. It’s a cost-effective platform with multiple options that managers can use to manage schedules. Templates and notifications help keep employees from working too much overtime or working too many close-open shifts.
The Last Word on Staff Rota Software
Staff rota software is a must for businesses of all sizes. It allows your management team to tackle its administrative tasks more efficiently, freeing them up for other responsibilities. Your employees can also manage their schedules with ease, identifying common mistakes before they become an issue. Your management team is likely wasting up to 140 hours a year, and your staff may be burned out from being overscheduled.
With staff rota software like Connecteam, you can build a happier, more productive team. Use it to manage schedules, communicate with the team, give a shout-out to your best employees, and switch schedules on the fly.