Top 9 Staff Scheduling Software Tools in 2022

HR Management
Denis Yankovsky April 13, 2022 13 min read

Staff scheduling can be complicated, but with a digital solution, it’s that much easier. We compiled the best 9 scheduling solutions to help you choose the best tool for your business!

top staff scheduling solutions

Quick Guide

    Business owners and managers alike know that staff scheduling is a headache to manage and always needs altering, regardless of how much work you put into it.

    It seems to be a task that torments all managers; having to cover all shifts and at the same time taking into account employee availability and requests, the scheduling process seems to never end.

    What you need is outstanding staff scheduling software to automate the process as much as possible and free up your valuable time for more important matters. 
    That’s why we scoured the web, read countless reports, and spoke to a select handful of experts—all so we could present you with the 9 best online staff scheduling software options that simplify and speed up your scheduling process.

    What to Look for in a Staff Scheduling Software

    A great staff scheduling software should streamline your scheduling process, help you and your employees choose and assign shifts, and simplify your workday–in short, it should make your life easier. To get what you need out of a staff scheduling app, make sure it offers the following features and abilities:

    • Ease of use: You want to be able to drag and drop employees to move them around in the schedule. It would also be great to have weekly or monthly templates and just make a few tweaks here and there. 
    • User interface: Both you and your employees need to be able to find what you need quickly.
    • Mobile app: Employees need to view their schedules from anywhere and make any requests or changes on the go.
    • Time management: Employees clocking in and out of the scheduling software ensures they are working their scheduled shifts. Using geo-tracking prevents time theft by only allowing them to clock in and out from the preset location. 
    • Employee self-service: The ability for employees to request time off, upload sick days, and switch shifts with other employees – all takes the burden off the manager and puts it into the hands of the employee. 
    • Communication features: Employees may have questions that arise due to scheduling and will need to be able to communicate with the manager that scheduled them or with coworkers. 
    • Payroll tracking: Integrating staff scheduling software with payroll software reduces human error when logging employee hours and ultimately saves you time and money.

    The Top 9 Staff Scheduling Software Tools In 2022

    employee scheduling app

    By far the easiest staff scheduling software, Connecteam allows you to schedule shifts and dispatch jobs easily and quickly. Create single, multiple, or team shifts, or just upload a bulk using an excel file. With calendar view, drag & drop options, and copying last week’s shifts, you save valuable time. 

    Connecteam’s robust staff scheduling software tool can save you time and effort thanks to quick actions, easy customization, automated reminders, and an intuitive interface.

    In addition, the Connecteam scheduling tool has other features for effective employee management. For example, it tags an employee’s GPS location when they clock in and clock out. And you can customize status updates for employees to check-in at the job location, so they check-in, reject, or complete their shift. Connecteam also allows for shift attachments so employees can add photos, videos, notes, etc. In addition, Connecteam has an in-app chat and employee directory so it’s easier than ever for employees to contact you if needed and vice-versa. In addition, they offer discounts to nonprofits and charities that meet a certain criteria.

    For whom?

    Ideal for businesses with deskless employees, small businesses, and Enterprises.

    Key Features:

    Real-time scheduling oversight

    Recurring schedules

    Schedule shifts in bulk, drag & drop, templates

    Quick reference employee availability

    In-app communication

    Shift comments with notes, images, files, videos, and GIFS

    Automatic notifications

    Overtime and limitation notifications

    Unavailable or overlapping shift notifications

    Open shift claiming

    Desktop, mobile, and Kiosk access

    Accurate timesheets for accurate payroll (integrates directly with Quickbooks Online)

    PROS & CONS

    All-in-one employee scheduling and employee management software

    Easy to use

    Responsive and helpful customer support

    No cost prediction (at the moment)

    Pricing:

    Premium plans start at $39/month for the first 50 users.

    Free trial: 14-day free trial

    Free-for-life plan: Yes

    Save Time and Money On Scheduling With Connecteam!

    14-day free trial, no credit card required.

    google sheets schedule

    Google’s free cloud spreadsheet software makes employee scheduling quite simple. The pre-fixed rows and columns offer organized options so you can set each individual employee in their own column within one spreadsheet. Or have one spreadsheet per employee and simply divide up their columns by days of the week. 

    With its sharing feature, you can quickly share the spreadsheets with employees via email. Plus, it has an automatic-saving, cloud feature so you don’t have to worry about losing all the data.

    For whom?

    Ideal for small companies or freelancers. 

    Key Features:

    Detailed reporting

    Analytics

    Templates

    PROS & CONS

    Easy to use spreadsheets

    No customer support

    Pricing:

    Free

    when i work schedule software

    When I Work is a great employee scheduling software for businesses with less than 75 employees. They have a free version that doesn’t limit you to one company location but it doesn’t let you schedule weeks into the future. 

    However, it does have scheduling features like GPS locations and job instructions. Also, admins can view historical timesheets of a user on mobile, but editing past user entries/ shifts from the mobile is not available, and you will need the desktop version for it.

    For whom?

    Ideal for small companies, non-profit, and multi-site businesses.

    Key Features:

    Automated scheduling

    Alerts and notifications

    Calendar management

    Class scheduling

    Drag & drop

    Employee database

    PROS & CONS

    Easy to use

    Weekly and monthly calendar views

    Based on user reviews, there are many software issues and bugs

    Expensive for large teams

    Pricing can be deceptive

    Pricing:

    The Small business plan, which covers up to 100 employees, costs $2/user per month. This does not include the time and attendance feature.

    Free trial: Yes

    Free-for-life plan: No

    Google calendar software

    Google Calendar is a cloud creation of Google. However, it is designed to be a calendar so you can view everything in a day, four-day, week, month, year, or schedule format. Easily add events and reminders into a calendar and add notifications so employees don’t miss a shift.

    Create employee shift calendars and share with everyone so they can view the shared work schedule calendar from their own personal calendar.

    For whom?

    Ideal for small companies or freelancers. 

    Key Features:

    Address book

    Syncing calendars

    Appointment reminders

    Event management

    Task management

    PROS & CONS

    Syncs and pairs with all google software

    Video conferencing

    Not user-friendly

    Problems with integrating calendars

    Pricing:

    Google calendar is free, but if you would like to sign up for Google Business plan, which comes with a business email and some other advanced capabilities, it costs $5/user per month.

    Free trial: 30-day free trial

    Free-for-life plan: Yes

    homebase scheduling software

    Homebase has a number of features, like scheduling, timesheets, time clocks, and messaging, but it also has special recruiting software that can post to online job boards. Homebase can also sync data from many payrolls and POS companies.

    For whom?

    Ideal for brick and mortar businesses with hourly employees.

    Key Features:

    Alerts and notifications

    Applicant tracking for recruitment

    Automated scheduling

    Employee database

    PROS & CONS

    Mobile app works well

    Good customer support

    Difficult to manually enter hours

    User report that sometimes that software lags when performing certain tasks

    Pricing:

    There are 3 feature-rich paid plans starting at $19.95/unlimited users/per location/month, with custom pricing for enterprises.

    Free trial: Yes

    Free-for-life plan: Yes, for one location and unlimited users.

    paycor scheduling software

    Paycor Scheduling helps you focus on what’s important — increasing productivity and reducing labor costs. The built-in reporting provides insight into your shift hours and costs, and this scheduling software also offers AI so you can use historical data to assign the right staff to any shift.

    It has an easy scheduling feature and it’s simple to create and reuse schedule templates. Aside from a time-tracking tool, it also includes a staff management feature that can help track time-off requests and employee availability.

    For whom?

    Ideal for small businesses. 

    Key Features:

    Desktop, mobile, and kiosk access

    Applicant tracking for recruitment purposes

    Automated scheduling

    Check printing

    Direct deposit

    PROS & CONS

    Easy to use

    Simple payroll feature

    Users complain that pricing can be deceptive

    Poor customer service

    Pricing:

    The Small Business plan, which covers 1-39 employees, has 3 different plans. The Basic plan starts at $99/month and does not cover features such as PTO requests and approvals. In order to fully understand what price you will be paying, you must speak to a sales representative.

    Free trial: No

    Free-for-life plan: No

    Humanity software

    Humanity is pretty easy to use and their apps make it simple to edit and check schedules straight from your phone. It is easy to manage schedules, all employee availability, employee shift trades, and day-off requests.

    Humanity is known for its customer support team, and also offers lots of integrations with other software platforms, such as Oracle, Workday, BambooHR, as well as multiple payroll partners.

    For whom?

    Ideal for small companies like coffee shops or those on hourly wages.

    Key Features:

    Activity tracking

    Alerts and notifications

    Attendance and availability management

    Automated scheduling

    Drag & drop

    Real-time data

    PROS & CONS

    Nice user interface

    Great scheduling feature

    Some features don’t show correct information

    User mention there are lots of different settings, which can be overwhelming

    Pricing:

    The Starter plan, ideal for small teams, costs $3.50/user per month, with a $100 minimum cost.

    Free trial: Yes

    Free-for-life plan: No

    TSheets scheduling

    As far as staff scheduling goes, TSheets, now QuickBooks Time, offers similar scheduling and time-tracking software as other software tools do. Its mobile app sends your employees updates about their upcoming shifts and shift changes, then it sends you a notification if an employee is late or forgot to clock in.

    However, the system is a little complicated and does need a lot of implementation training. In any case, two main features are worthy to mention. One, the GPS Time Tracker maps employee locations from when they clock-in to when they clock-out and the second feature allows employees to attach photos to timesheets.

    For whom?

    Ideal for service businesses. 

    Key Features:

    Alerts and notifications

    Automated scheduling

    Group scheduling

    Multi-location

    PROS & CONS

    Allows for multiple billing rates

    Allows for multiple billing rates

    Time tracking feature is more robust than scheduling feature

    Users complaining that some features are complicated to use

    Pricing:

    QuickBooks scheduling costs $8/user per month with a $20 base fee and unlimited users.

    Free trial: 30-day

    Free-for-life plan: No

    deputy scheduling software

    Here’s the thing, you really need to know IT & software if you are going to use Deputy. And they know it. That’s why they ask for all your pen and paper timesheets and scheduling in advance, so they can customize the software for you, and then you can begin onboarding. 

    Deputy is a scheduling and time management software that overall is well-rounded and time-efficient. Additionally, it easily integrates with other business systems; it integrates with more than 35 payroll, POS, and accounting programs. Use Deputy to forecast sales traffic and schedule shifts automatically. They offer special pricing for nonprofits, charities, and community organizations. 

    For whom?

    Ideal for small companies and multi-location businesses. 

    Key Features:

    Desktop, mobile, and kiosk access

    Alerts and notifications

    Automated scheduling

    Calendar management

    Drag & drop

    Employee database

    Group scheduling

    PROS & CONS

    Great payroll integrations

    Employee management features

    Hard to use

    Poor customer support

    Pricing:

    The scheduling feature costs $2.50/user per month.

    Free trial: 31-day

    Free-for-life plan: No

    Compare the Best Staff Scheduling Software

    Summary

    Monthly Price

    Free Trial

    Free Plan

    All-in-one best staff scheduling software for frontline teams, desk-less, or remote workers. Affordable prices for any size business.

    10 employees: $39

    20 employees: $39

    50 employees: $39

    14-day

    Start trial

    Yes, up to 50 users.

    Simple spreadsheet employee scheduling.

    Free

    N/A

    Yes

    Good employee scheduling for businesses with fewer than 75 employees.

    10 employees: $20

    20 employees: $40

    50 employees: $100

    Yes

    No

    Simple employee scheduling with calendar view. Ideal for small companies or freelancers.

    Free

    N/A

    Yes

    Good for scheduling, timesheets, time tracking, and messaging. Ideal for small businesses with hourly employees.

    10 locations: $199.50

    20 locations: $399

    50 locations: $997.50

    14-day

    Yes, with very limited capabilities.

    Good scheduling software that increases productivity and reduces labor costs.

    10 employees: $99

    20 employees: $99

    50 employees: Must speak to a sales representative

    No

    No

    Easy to use employee scheduling. Ideal for small companies or those with hourly employees.

    10 employees: $100

    20 employees: $100

    50 employees: $175

    Yes

    No

    Basic scheduling app for small to medium sized businesses.

    10 employees: $100

    20 employees: $180

    50 employees: $420

    30-day

    No

    Deputy can be an extremely difficult to use scheduling software. They customize a scheduling app specifically made for your business.

    Based on the number of users implementing the scheduling feature ONLY

    10 employees: $25

    20 employees: $50

    50 employees: $125

    31-day

    No

    Summary

    All-in-one best staff scheduling software for frontline teams, desk-less, or remote workers. Affordable prices for any size business.

    Monthly Price

    10 employees: $39

    20 employees: $39

    50 employees: $39

    Free Trial

    14-day

    Start trial

    Free Plan

    Yes, up to 50 users.

    Summary

    Simple spreadsheet employee scheduling.

    Monthly Price

    Free

    Free Trial

    N/A

    Free Plan

    Yes

    Summary

    Good employee scheduling for businesses with fewer than 75 employees.

    Monthly Price

    10 employees: $20

    20 employees: $40

    50 employees: $100

    Free Trial

    Yes

    Free Plan

    No

    Summary

    Simple employee scheduling with calendar view. Ideal for small companies or freelancers.

    Monthly Price

    Free

    Free Trial

    N/A

    Free Plan

    Yes

    Summary

    Good for scheduling, timesheets, time tracking, and messaging. Ideal for small businesses with hourly employees.

    Monthly Price

    10 locations: $199.50

    20 locations: $399

    50 locations: $997.50

    Free Trial

    14-day

    Free Plan

    Yes, with very limited capabilities.

    Summary

    Good scheduling software that increases productivity and reduces labor costs.

    Monthly Price

    10 employees: $99

    20 employees: $99

    50 employees: Must speak to a sales representative

    Free Trial

    No

    Free Plan

    No

    Summary

    Easy to use employee scheduling. Ideal for small companies or those with hourly employees.

    Monthly Price

    10 employees: $100

    20 employees: $100

    50 employees: $175

    Free Trial

    Yes

    Free Plan

    No

    Summary

    Basic scheduling app for small to medium sized businesses.

    Monthly Price

    10 employees: $100

    20 employees: $180

    50 employees: $420

    Free Trial

    30-day

    Free Plan

    No

    Summary

    Deputy can be an extremely difficult to use scheduling software. They customize a scheduling app specifically made for your business.

    Monthly Price

    Based on the number of users implementing the scheduling feature ONLY

    10 employees: $25

    20 employees: $50

    50 employees: $125

    Free Trial

    31-day

    Free Plan

    No

    What is staff scheduling software?

    Staff scheduling software brings companies into the 21st century. Rather than using old systems of excel sheets, or even older pen-and-paper systems, you can now create a digital schedule for your employees. Staff scheduling software eases the process of employee scheduling by seeing exactly who is working when and where, and if there are any conflicts such as a double-booked employee, or an unscheduled shift. 

    The best staff scheduling software gives a clear overview of the schedule as well as integrates with payroll software, reducing costly errors. Staff scheduling software gives employees control of their schedule by submitting PTO requests and prevents time theft by only allowing employees to clock in and out of a pre-set location using geo-tracking. 

    Basically, the best staff scheduling software eases the burden of scheduling for management by making the process easier and reducing mistakes. 

    How does staff scheduling software work?

    Online staff scheduling software works by lightening the manager’s load. The software automates scheduling when possible, notifies of conflicts in the schedule before publishing, and allows employees to take more control of their individual schedules. 

    Staff scheduling software that allows employees to trade shifts with coworkers, request PTO, and add in sick days gives the burden of scheduling to the employee. The manager can then approve or deny requests and create open shifts for qualified employees to take, and any changes to the schedule can be done by employees with a manager’s approval. 

    All of these features are generally included in the best online staff scheduling software. The features create more time for managers where they’re able to focus on the business and less on the mundane tasks at hand. 

    Benefits of the best staff scheduling software

    Save Time & Money

    Using a staff scheduling software tool can significantly reduce the time it takes to schedule employees. It also helps reduce the number of mistakes made during payroll. By using a digital scheduling tool, you can reduce the time spent creating staff schedules. With a robust scheduling software like Connecteam, you can easily view scheduling conflicts, employee availability, and even let employees claim open shifts.

    On-The-Go Access

    Mobile access is vital when finding the perfect staff scheduling software. On-the-go viewing gives employees access to their schedules from anywhere. Employees can set their availability, request PTO, and claim open shifts, allowing them more control over their schedule and thereby creating a better work-life balance. When employees feel that they have more control and stability in their work schedule, it positively affects employee satisfaction and productivity. 

    Overtime, Tax, and Labor Compliance

    Due to specific laws and regulations regarding overtime, it’s critical to be on top of your employee’s schedules to make sure they haven’t been scheduled for too many hours. With a staff scheduling app, you have complete oversight and control over employee overtime and schedules, reducing errors and complying with regulations.

    How much does staff scheduling software cost?

    The average pricing may vary depending on the size of your company. You have free options like google calendar or google sheets, but that’s really only practical for a few employees. Once you have 15+ employees, it gets pretty complex to use the free software options available. 

    For any business with over 15 employees, you probably want to go with a paid staff scheduling software that allows you to do more than just assign shifts. Our top pick (and the cheapest on the list) is Connecteam. It has all of the features needed to smoothly create your staff schedules and integrate with payroll software, and it’s easily accessible from anywhere, making it ideal for your employees.

    Frequently Asked Questions About Staff Scheduling Software

    Will a Free Scheduling Software Meet All My Needs?

    Not all free staff scheduling softwares are made equally. Some provide features that, while not directly related to scheduling, can assist and streamline scheduling issues even more than just a simple and free scheduling software. For example, not all free versions come with an in-app chat. With an in-app chat, employees and managers can efficiently and effortlessly get in touch with other employees directly on their mobile devices. This can reduce the time it takes to resolve scheduling issues or misunderstandings. In addition, there are only a few staff scheduling softwares that are also an all-in-one employee management software, like Connecteam. 

    Do All Staff Scheduling Softwares Charge Per User?

    No, not every staff scheduling software charges per user, or employee. Some charge per location. Additionally, there are some that charge a monthly base fee or require a minimum amount of users per month. With Connecteam, premium plans don’t charge per user. In fact, plans start at just $39/month for the first 50 users! It’s important to read the fine print from other staff scheduling apps and ensure that the software tool you have picked doesn’t have any hidden fees or costs. 

    Should I Start With A Free Trial Before Choosing A Staff Scheduling Software?

    Yes! Definitely take advantage of free trials when offered! This is the best way to determine if the staff scheduling software solution is the right fit for your business. While some companies don’t provide free trials, those that do usually allow users to experience all features included in higher, more advanced plans. That way you can determine if you need more advanced plans to fit your scheduling needs.

    Find The Best Staff Scheduling Software Tool For Your Business

    The benefits of using staff scheduling software will be apparent and felt within your business immediately! With the right staff scheduling software, you’ll save valuable time and money! You will also increase employee satisfaction and productivity by providing them a stable and flexible working schedule. 

    Employees are much happier with a schedule that genuinely works for them. By doing so, you can also reduce employee turnover and keep the talent you employed. 

    You want your scheduling tool to be as simple as possible, and your end schedule to be employee-friendly, otherwise, you are going to have a hard time trying to make your employees actually use it. 

    If you’re looking for more than just a staff scheduling software, you may be interested in an all-in-one employee management tool. For example, with Connecteam, you can manage employee communication, daily tasks and checklists, and even onboarding and training new employees, just to name a few. Go through the nine software solutions we highlight above and choose the one that fits your company best.

    Connecteam offers top tools that make scheduling seamless and quick!

    14-day free trial, no credit card required.

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