Honest HotSchedules Review 2024: Pros, Cons, Features & Pricing

HotSchedules Pricing

HotSchedules doesn’t disclose its pricing details on the website. I had to start a free trial and go to the “account” page to find HotSchedules’ pricing information.

HotSchedules offers three paid pricing plans: Essentials, Plus, and a quote-based plan. 

• HotSchedules Essentials: Ideal for small businesses with 30 employees or less looking to streamline scheduling and team communication.
• HotSchedules Plus: Small teams with 30 employees or less looking to schedule employees, improve time tracking, manage team communication and streamline payroll processing. 
• HotSchedules Quote-Based plan: Best for large teams with employee scheduling, time tracking, communication, and payroll processing needs. The plan offers advanced capabilities, including POS integration and labor cost forecasting. 

The plans are billed monthly only, so you don’t get discounts for extended subscriptions. Each plan comes with a 30-day free trial, giving you ample time to experience the app’s features firsthand and decide whether it meets your needs. 

Pricing/plan	Essentials	Plus	Quote-Based
Monthly	$2 per employee per month	$4 per employee per month	Quote-based pricing
Features	• Mobile app (Android and OS) • Employee scheduling • Swap, release, and pick up shifts • Time-off management • Merge work and personal calendar • Overtime management • Online/email support	Everything in Essentials Plus: • Attendance management • Payroll management • Meal and break enforcement • Multi-store administration	Everything in Plus: • POS integration • Sales and labor budget • Weather feeds and forecast adjustments • Live training support • 24/7 customer care (phone and online)

Hidden Costs

HotSchedules’ regular pricing plans are budget-friendly, and I was happy to see the provider doesn’t include a base fee. However, some hidden costs might inflate the price and make HotSchedule unaffordable for small businesses. 

First, mobile app users must pay a $2.99 one-time fee to download HotSchedules from the Google Play Store or Apple App Store. Although the app’s cost is small, it is likely to be a huge barrier to adoption; many employees will probably opt for the web app to sidestep this fee.  

If employees must use the mobile app, your business will be compelled to pay the download fee to avert potential pushbacks. The app fee can quickly add up to a substantial upfront investment, leaving small business owners on a shoestring budget priced out. 

Second, if you need expert advice on customizing HotSchedules to your business’s specific needs, you’ll have to pay $99. It’s sad that HotSchedule charges for services most competitors provide at no extra cost.

Plan	HotSchedules (Plus)	TimeCamp (Ultimate)	Hubstaff (Team)	Connecteam (Advanced)
10 users	$40	$79.90	$100	Free for life—all features and dashboards
20 users	$80	$159.80	$200	$49
30 users	$120	$239.70	$300	$49
50 users	$200	$399.50	$500	$79

HotSchedules Usability and Interface

I tested HotSchedules’ Android and web apps to determine their user-friendliness, and here’s what I found. 

Setting Up HotSchedules

HotSchedules has gaps in its systems that make its learning curve steeper. Once you create your company’s account, you’re taken to a setup wizard, where you can create workplace schedules, add jobs, and create employee profiles. 

The wizard is meant to speed up the setup, but there’s a caveat. When you add employees at this stage, HotSchedules doesn’t send them an invite email. To invite these employees, I had to log in to my account and edit their profiles, which was more difficult than creating a new employee profile.

This relatively minor issue aside, creating a profile is a breeze for employees, including the non-tech savvy. They only need to open the invite email and click the “create your profile” button to add a username, mobile number, password, and answers to three security questions. 

All the essential functions, such as creating schedules, completing approvals, and generating reports, are easy to accomplish. However, managers might struggle a little to set up advanced features such as break tracking, primarily because they are tucked away in intuitive places, making them difficult to find. 

HotSchedules Web App

HotSchedules web app’s user interface (UI) looks dated compared to the modern UIs of its competitors. While the UI design lacks a modern feel and look, it doesn’t complicate usability. 

The UI has a top panel with an app icon on the left, a company name in the middle, and a profile icon on the right. The rest of the screen acts as the main details area. When you click the app’s icon, it expands into a drop-down menu with HotSchedule’s main features — home, settings, messaging, staff, logbook, reporting, scheduling, web clock, and store console.

When you hover the cursor over a feature it opens the available options, allowing you to quickly get into things you want to do. By default, the menu folds back into the app icon when you open a feature’s page to maintain a clean and clutter-free interface.  

When an employee logs into the web app, they land on the “my schedule” page, which displays the employee’s shift for the week. On the other hand, managers will see a popup modal with all the pending tasks, such as time-off requests, shift release swaps, and other things they need to sort to streamline the team’s operations.

HotSchedule Mobile App

HotSchedule mobile app is easy to use, but getting it on your mobile device can be a hassle. I couldn’t download the mobile app during my testing because I was outside the regions that HotSchedule covers. I had to change my Google Play Store country to the US and use a VPN to download the app on my smartphone. 

My struggle was worth it because I got a powerful mobile app in return. The mobile app UI is well-organized into two action areas: the top panel with the hamburger menu icon on the left, and the main details section. You can tap the hamburger icon to open HotSchedules features and jump straight to various tasks. 

The schedule is the first thing employees see when they log into the mobile app. By default, the screen displays the current week’s schedule, but employees can easily scroll to view schedules for other weeks. In addition, employees can set availability, request time off, and configure the auto-pick/release shift option on the mobile app.  

Likewise, managers can view their schedules, state availability, set auto-pick and release shift parameters, and request time-offs. The HotSchedules mobile app also allows managers to approve shifts, availability, and time-off requests. However, complex tasks, such as creating schedules, inviting new employees, and generating reports, can only be done on the web app.

The inability to function without an internet connection is the mobile app’s Achilles heel. I couldn’t perform any function or sync data with the internet connection turned off. This is annoying for an app I paid to download and might cause operation hiccups when the workplace internet acts up.  

Menu Item	Admin		Employee
	Website	Mobile App	Website	Mobile App
Feature (i.e. Time Tracking)
Timesheet	❌	❌	❌	❌
Time Tracker	✅	❌	❌	❌
Calendar	❌	❌	❌	❌
Schedule	✅	✅	✅	✅
Expenses	❌	❌	❌	❌
Time off	✅	✅	✅	✅
Analysis
Dashboard	✅	✅	✅	✅
Reports	✅	✅	✅	✅
Activity	❌	❌	❌	❌
Management
Kiosks	❌	✅	❌	✅
Approvals	✅	✅	✅	✅
Projects	❌	❌	❌	❌
Team	✅	✅	✅	✅
Clients	❌	❌	❌	❌
Locations	✅	❌	❌	❌
Tags	❌	❌	❌	❌
Invoices	❌	❌	❌	❌
Settings	✅	✅	✅	✅

HotSchedules Core Functionalities

HotSchedules grew out of the hospitality business, so it’s not surprising that most of its features are tailored to that industry. However, the provider has added some flexibility to the app over the years, making it customizable for other industries. Let’s get into the nitty-gritty details of HotSchedules’ main features. 

Employee Scheduling

HotSchedule has a user-friendly scheduling module designed to improve scheduling efficiency and sidestep conflicts that impede a seamless flow of operations. To create a shift, double-click on the day an employee is available to open the “add shift” window. 

Add the shift parameters, such as start/end time, job, location, and notes, and click “save.” Lastly, click “repost” to publish the schedule. HotSchedules will notify the assigned employee via email so that they know exactly where they should be. 

HotSchedules’ drag-and-drop functionality significantly reduces scheduling time while preventing scheduling conflicts. The feature allows you to drop a shift on a day the employee is available, provided they are qualified to handle the job on that shift. This ensures employees are assigned jobs based on their experience and expertise, which significantly boosts the quality of work and productivity.

While there’s no one-click option to create recurring shifts, you don’t have to create schedules from scratch. With the “copy schedule” option, you can auto-populate and customize a week’s schedule to match your preferences.

HotSchedules also enables managers to set conditions for partial shift overlap. This allows employees to pick up shifts that directly overlap with their scheduled shifts on either the same schedule or another. 

Auto Pickup and Release

The auto pickup and release is my all-time favorite HotSchedules feature. I found this tool helpful when an employee wants to work on a particular day but has no shifts to pick up. It also comes in handy when an employee needs a specific day off, but it’s too late to send in a time-off request. 

Suppose an employee wants to work on a day they were to be on time off or where no shifts are available. The employee doesn’t need to bother the manager with a shift request. They only need to open the auto pickup and release window and set the parameters for the shift they would prefer to pick up. 

HotSchedules allows the employee to stipulate not only the shift date, location, and jobs but also the minimum notice. The notice period should provide ample time for the approval process and for the employee to prepare for a shift. Once the filters are set, HotSchedules scours the grid for a shift that matches the employee description and auto-assigns it to the employee, pending the manager’s approval. 

Shifts pending approval are greyed out on the pickup employee’s schedule and color-bordered on the release employee’s schedule. Once the manager approves the transaction, the employee releasing the shift and the one picking it up are instantly notified. The notification confirms the transfer of shift responsibilities, allowing both employees to plan their schedules more effectively.

Shift Approval 

Shift approval is an essential feature in the auto-pickup and release sequence. While the shift transaction is automated, the manager makes the final call and can reject or approve the request accordingly. HotSchedule doesn’t alert the manager when employees submit a shift pickup or release request, but the approval process is seamless. 

The first thing the managers see when they log into the web app is the task modal with the pending shift transactions. Clicking the shift release or swap task automatically navigates the manager to the approval page, where they can approve or reject the shift with a click of a button. 

What impressed me is the quality of information the manager uses to make an informed decision. The shift swap card displays pertinent details such as the task’s rate, required skill level, and the employee’s tenure. The information helps the manager approve shift swaps only if the employee meets the prerequisites to work the requested task, preventing a drop in service or work quality. 

Availability and Time-Off Management 

HotSchedule availability and time-off management ensure you have a ready workforce to keep operations ticking along while ensuring each worker is well-rested for peak performance. Both features are designed with ease of use in mind, which is beneficial mainly for the non-tech-savvy cohort in your workforce. 

Employees can set their availability on the mobile or web app, but just like other HotSchedules requests, the manager has the final say. My only issue is that the feature doesn’t alert managers when an employee submits an availability request. If the manager isn’t logged into their account, they can easily miss urgent requests. 

This minor gripe aside, managers can approve or reject availability requests with a click of a button. When the manager acts on a request, HotSchedule notifies the employee via email. It also greys out the employees’ unavailable days, so the manager can’t assign them any shifts. 

HotSchedules allows employees to request paid or unpaid time-offs. One thing I like about the time-off request is the seven-day cut-off limit rule. In other words, the app requires employees to request time off at least seven days in advance. The cut-off limit gives managers ample time to rearrange shifts, assign tasks to other team members, or hire temporary staff to minimize disruption to company operations. 

Another interesting feature is the “request to work” feature, which enables employees to request more work during the weekend or scheduled unpaid leave. The request for work doesn’t require the manager’s approval, but the employee must leave a note describing the reason for the request. 

The request is marked on the employee schedule, and if the manager is convinced, they can assign the employee a shift on the requested day. 

Time Tracking

Time tracking is an indispensable feature for accurate labor costing and analysis. According to this video, HotSchedules allows employees to punch in from their mobile devices, provided they are within the geofence. 

All that sounds good as far as accurate time tracking goes, but during my testing, I simply couldn’t find a timer on the mobile app. It seems HotSchedules removed the time tracker without notice or it’s unavailable on the free trial. 

You have to use the web clock or eClock kiosk app or invest in additional gadgets to track employee time. The latter inflates the initial investment, while either solution makes the entire setup more complicated than needed. 

Meal & Break Planning

I would have loved the opportunity to test the webclock from the employee’s perspective, but the feature seems to only be available to managers and administrators. However, one thing I was able to configure is the break tracking rule.

HotSchedules allows you to create and enforce meals and rest breaks to ensure your workforce is well-rested. Enforcing breaks facilitates compliance with relevant labor laws and prevents you from paying for any break unnecessarily. Sadly, I was unable to test how the HotSchedule break tool works.

Overtime Management

Similarly, I didn’t get the opportunity to test the HotSchedules overtime feature, but I was able to configure it. The app allows you to set an overtime threshold based on the labor laws in your country or state.

HotSchedules alerts you 15 minutes before an employee reaches the overtime limit, prompting you to take necessary action. For example, you can bar an employee from working overtime to manage labor costs. 

Note: I have created a support ticket asking HotSchedule for guidance on tracking time, breaks, and overtime. I will update this guide accordingly based on the provider’s response. Be sure to circle back to this section at a future date for in-depth test results. 

HotSchedules Messaging

HotSchedules messaging module enables managers and business owners to manage workflows and share information with teams. Managers can send broadcast messages or company-wide announcements to communicate a leadership, policy, or strategic direction change. 

The broadcast notification appears on top of the web and mobile app’s home screen for the specified period, so it’s hard to miss. In addition, there’s an option to send individual messages from the inbox or an employee’s profile. HotSchedules alerts the employee or manager via email when a direct message is waiting for their response. 

While replying to direct or group messages is easy, employees can’t confirm the reception of broadcast messages. This makes it difficult for managers to determine the reception of important company communication. Besides improving this aspect, HotSchedules should introduce in-app notifications for direct messages to enhance their effectiveness. 

HotSchedules Security Features

Regarding security, I looked at the user authentication, data security, and compliance measures HotSchedules has implemented. When it comes to user authentication, HotSchedules supports multi-factor authentication for customers using Fourth as the identity provider (IDP).  

In addition, HotSchedules supports three user roles: employee, manager, and super user, to control the level of access for each user. My only concern is that the app doesn’t support special characters on passwords, which prevents users from creating uniquely strong passwords. 

HotSchedules is cagey about sharing details of its data encryption practices. The only information I found is that the platform only supports connections with Transport Layer Security (TLS) 1.2 or higher encryption. There’s no information about how HotSchedules or Fourth (the parent company) encrypts data at rest. 

Regarding compliance and accreditations, HotSchedules has SOC 2 Type II certification, which means the provider’s internal controls and systems safeguard the security, processing integrity, availability, confidentiality, and privacy of data. The platform is geared towards restaurant businesses, so it’s no surprise that HIPAA compliance isn’t one of its primary concerns. 

HotSchedules Reporting & Analytics

HotSchedules reporting and analysis module isn’t as well-organized as some of the modern apps in the market. You get four broad report categories, which you can expand to jump straight to specific reports. There are numerous reports, but the one that stood out for me include: 

• The extended schedule report provides a 360-degree view of employee shift information, unscheduled employees, and unposted shifts. 
• The schedule audit report provides in-depth details about schedule changes, such as edits, deletes, pickups, releases, and swaps. 
• The employee hours report shows details of employees’ scheduled or actual hours and associated costs based on their pay rates. 
• The overtime warning report shows which employees are approaching overtime in a given date range. It also offers a projection of when the employees will enter overtime based on the actual or scheduled hours. 

Generating a report is pretty straightforward. You only need to select the report and set the filters, such as report title, output format, font type and size, and PDF orientation. HotSchedules supports PDF, Excel, Word, and CSV output formats. I like the option to add a list of favorite reports for quick access. 

Most HotSchedule reports provide general information that doesn’t lead to any real insights, which is a shame. However, some, like the Employee hours reports, provide information that can be exported to payroll software to expedite payment. 

HotSchedules Customer Support

HotSchedule offers live chat, a ticket system, phone support, and self-service channels like the knowledgebase and community. Overall, the support experience could be better in terms of response. 

HotSchedule claims to offer 24/7 live chat support, but it’s impossible to get in touch with a live agent. I interacted with the chatbot during my testing, but it wasn’t apt at suggesting articles relevant to my issue. I frequently prodded the chatbot to escalate my problem to a human agent but to no avail.

I thought I would have better luck with the ticket system, but I was wrong. First, I had to wade through a maze of questions, some of which felt unnecessary, to submit the ticket. Second, when I submitted the ticket, no response came my way — at the time of writing. 

The knowledge base and community are the only functional support channels. The knowledge base articles are organized into categories, making it easy for users to find relevant guides and help articles. Sadly, I stumbled upon some outdated guides, which was the only black mark. 

What are HotSchedules Review Ratings from Review Sites?

(As of July 2024)

• Capterra: 4.4/5
• G2: 4.3/5
• Software Advice: 4.5/5
• TrustRadius: 7.5/10
• GetApp: 4.4/5
• Google Play Store: 2.9/5 
• Apple App Store: 4.6/5

Final Thoughts on HotSchedules 

HotSchedules started as a restaurant scheduling platform, and it’s unsurprising that scheduling an scheduling-related tasks are where it shines. If you want a platform to schedule workforce and manage employee availability, HotSchedules ticks (almost) all the right boxes. 

With drag-and-drop scheduling, auto pickup and release, and effective time-off and availability management, HotSchedules ensures your company has proper staffing numbers to maintain a seamless workflow and grow the bottom line. However, HotSchedules’ drawbacks are too conspicuous to ignore.

The app lacks vital features, such as time-tracking functionality. This, coupled with the dated web app UI and unresponsive customer support, is reason enough to shun HotSchedules and pick another employee scheduling software. 

To make matters worse, I still don’t understand why users have to pay an extra fee in addition to the main HotSchedules subscription. That decision is simply baffling.

Connecteam – The Better HotSchedules Alternative

While HotSchedules does a good job as a pure scheduling solution, my review found it isn’t the best solution for anything beyond just that. Instead, I think Connecteam is the best HotSchedules alternative because of its great time-tracking, scheduling, and employee management features.

Connecteam’s time clock app makes it easy for employees to track time with just a click or tap. Even better, the software automatically builds timesheets and integrates with popular payroll and accounting tools. So, it’s straightforward to use your time data to pay employees and invoice clients.

In addition, the drag-and-drop scheduling tool is also excellent. I like how easy it is to assign employees to shifts, and the platform alerts you if employees are scheduled to work overtime or shifts are distributed unevenly. You can also use its 1-click auto-scheduling. 

Connecteam also makes it possible for employees to swap shifts with your approval and reminds employees about upcoming shifts to cut down on no-shows.

Intuitive User-Friendly Interface

Connecteam’s multi-functional employee management app is designed with an intuitive user-friendly interface that allows managers to manage, train, and communicate with their workforce efficiently from any device. Its seamless UI ensures that users can quickly locate essential functions, making it an ideal choice for businesses seeking a straightforward and efficient platform.

Interactive Newsfeed

Connecteam offers a highly interactive newsfeed, enabling organizations to publish timely updates and target specific audiences within the company. This feature helps ensure that important information reaches the right people at the right time, enhancing internal communication and engagement.

Seamless Employee Communication

Managers can set up group or one-on-one chats to speak with team members in real-time. That way, everyone understands what’s expected of them. In addition, connecting directly with employees reduces the potential of communication breakdowns impacting workflows. Team members can also speak directly to each other about project deliverables to ensure they meet established deadlines. 

Connecteam shows whether messages have been read, so you know if you need to send a follow-up to catch someone’s attention.

Collaborative Chat Feature

The platform’s collaborative chat feature supports sending messages containing videos and files, allowing users to share and collaborate on documents before sending them out or publishing them to different channels. This feature enhances teamwork and ensures that all team members have access to the latest information.

Best of all, Connecteam is completely free for businesses with up to 10 employees. Paid plans start at only $29 per month for up to 30 employees plus $0.50 per additional employee per month. It’s a much more cost-effective solution than HotSchedules.

Try Connecteam free for 14 days!

HotSchedules FAQs:

Does HotSchedules offer a free trial?

Yes, HotSchedules offers a 30-day free trial, allowing users to explore its features before making a commitment.

Is HotSchedules HIPAA compliant?

No, HotSchedules is not HIPAA compliant, as it does not meet the necessary requirements for handling protected health information.