Best Employee Scheduling Software in 2023

What is Employee Scheduling Software?

Employee scheduling software is a scheduling and workforce management tool that helps managers in creating and maintaining their staffing schedule. By adding this cutting-edge platform to the arsenal, they can automate the schedule creation process, avoid scheduling conflicts, streamline the workflow, and manage labor costs.

This software's core functionality allows the users to do skill-based scheduling, track the employee's total working hours, and send automated notifications for shift changes and new schedules. Moreover, it also comes with the shift swap functionality along with features that assist the HR department in the timely completion of additional tasks.

What are the Features of Employee Scheduling Software?

• Shift Management: With shift scheduling software, you'll be able to track and manage various types of shifts. It enables you to look at open shift slots and align the staff to fill those shifts. More advanced software analyzes conflicts, sends notifications to users, and automatically resolves the issue. The system offers once-click employee confirmation, shift replacement, standby shifts, shift replacement and shift bidding functionality to its users.
• Time Management: Attendance tracking and timesheet feature allows you to manage non-traditional work shifts like special projects, overtime, or business trip. Some modern employee scheduling software integrates time tracking with clock-in processes. Additionally, advanced attendance marking features like biometrics, iris scans, etc. ensure utmost preciseness in daily attendance reporting.
• Absence Management: Although employee scheduling software is mainly used for keeping a tab on time spent in the office, tracking absences are also equally significant. When you compile absence data via an employee scheduling tool, it gives you a clear picture of who is available and who's not. Thus, you can proactively handle any gaps or issues due to staff shortages.
• Employee Self-Service: When you use this software, you empower your staff to manage their shifts and schedules. They can use the platform to check in & check out, get clock-out reminders, claim open shifts, check their daily schedule, interchange their shifts with colleagues, and check their work hours.
• Expense Tracking & Budgeting: Employees' work hours have a significant impact on their compensation. Thankfully, most employee scheduling software has built-in financial features. It comes with a comprehensive payroll platform integrated with a scheduling platform or payroll data collection system.
• Employee Profile: If you have a huge workforce, then you can use this feature to organize their information. Even when you have offices in multiple locations, you can sort employees according to location. This feature allows you to sort them as per their teams & departments. Basically, every profile includes information about the department, location, personal information, and payment details.
• Visual Calendars: Employee scheduling software provides an engaging visual calendar that gives you a clear overview of all the tasks, shifts and duties of your employees. These calendars are easy to understand and leave no room for errors. Moreover, you can also color code some items to make them simpler to comprehend.
• Reporting & Analytics: Most scheduling software collects and analyses information about employees' work hours, their leaves, overtime and income earned during a specific period. All the collected information is used for generating financial reports, labor cost reports, etc. You also get an option to export all the data in an in-depth report and present it to the team members, senior management or partners.
• Shift Shuffling & Swapping: Rescheduling an approved schedule can be an extremely annoying task for a manager. But thanks to the shift swapping and shuffling feature, you can easily make the necessary changes with just a few clicks.
• Customizable Alerts: After the right integration of software, you can set a wide range of helpful alerts. For instance, managers get automated alerts about employees' clock-in times or when the entire shift is skipped. You can let your staff know about the new schedules or any modifications. Additionally, you also get to choose between texts, emails, in-app notifications, and multiple ways to send important alerts.

Benefits of Employee Scheduling Software

Manual scheduling is a time-consuming process because you must keep track of employees’ leaves, shift coverage and compliance requirements. If you have multiple office locations and thousands of employees, it becomes even harder. Time manager software simplifies the process and makes life easier for your manager, team members and departments. Here're the key benefits of using employee scheduling software for your organization.

• Improved productivity: The automatic scheduling feature drastically reduces the workload of managers, resulting in an improved work efficiency. When team handlers don't have to spend their time manually searching for employee credentials, cross-checking spreadsheets with calendars, or making last-minute changes, they can focus on the timely completion of critical projects.
• Quick scheduling: The earlier you create a schedule, the better it is for your business. It is because your employees have responsibilities outside work that they need to plan. With employee scheduling software, you can create the schedule in advance, which gives your staff the time to prepare for it in advance. Moreover, it gives them the time to swap shifts and find substitutes if required.
• Save valuable time: When you use an employee scheduling platform, you don't have to make a new schedule for the beginning. It is because most of the software enables you to copy previously created schedules and use the same template for the new one. This feature can be beneficial while creating multiple schedules simultaneously. Further, if you still decide to create it from the scratch, the software often lets you drag & drop shifts to ease out the whole process.
• Advanced GPS tracking: You don't have to worry about buddy punching and off-site clock-ins as most modern employee scheduling programs have advanced GPS features for real time location tracking. You can instantly get to know who's in the office and who's not while clocking in.
• Data-based decision-making: Extracting information from a scattered data set is a time-consuming and extremely difficult process. But all the top-grade employee management software has a centralized database that lets you analyse critical insights and make immediate scheduling decisions with utmost precision. With a deeper analytics feature, you can visualize the total number of staff assigned to a specific task, available & unavailable candidates, and the overtime of your employees.

Why Is Employee Scheduling Important?

Employee scheduling is a critical task for all managers, as to run a successful business they have to assign the right person, in the right place, at the right time. It helps in creating order and flow in daily activities and allows the supervisors to ensure that important tasks are completed on time. Proper scheduling improves work efficiency, and a fair employee schedule also creates a sense of happiness & satisfaction among the employees.

Moreover, managers can use shift management software to schedule the roster in advance. They can also track their employees’ working hours and immediately notify them about any last-minute changes.

Who Uses Employee Scheduling Software?

Any organization or business that follows the shift-based work pattern can use employee scheduling software for managing employee schedules effectively and efficiently. It is mainly used by small businesses, large companies, healthcare facilities, educational institutions, restaurants, retail, hotels and more to manage schedules and ensure that they have the appropriate number of staff to handle day-to-day tasks.

Employee scheduling software is used by businesses and individuals across all domains for effectively managing their staff schedules. It is mainly used by small businesses, large companies, healthcare facilities, educational institutions, restaurants, retail, hotels, and more to ensure that they have the appropriate number of staff to handle urgent or day-to-day tasks.

How Does Employee Scheduling Software Work?

Workforce scheduling software mainly works by automating the whole process of creating, managing, and presenting employee schedules. Managers just have to input data like the availability of staff, specific job assignments and the number of hours they are expected to work. Once the platform gets this information, it uses multiple algorithms to generate schedules that fulfil the specified criteria.

The schedule which is created is balanced & fair so that the staff could have adequate rest in between their shifts. Additionally, users can also make modifications to the schedule as per their requirements.

How to Select the Best Employee Scheduling Software for Your Business?

These are the key points to consider while choosing the right employee scheduling software.

• Multiple User Logins: Although scheduling can be handled by one user at your workplace, there'll be a time when that person is on leave or unavailable due to unforeseen reasons. Software that allows multiple logins will ensure shared responsibilities. Hence, you should always look for this feature while selecting an employee scheduling solution.
• Automatically Track Hours: Make sure that your software allows automatic tracking of the total number of hours your employee has worked in a given time. It should send an automated alert if the set number of hours of an employee has been exceeded. This will help in preventing the burnout of your workforce and allow the payroll team to track overtime.
• Track Changes: If there is any mistake or modification in the shift schedule, you should be able to track when and who made those changes. You should also be able to make any rectifications if required. Thus, it is imperative to choose the software that comes with tracking functionality.
• Payroll Integration: Integrating employee scheduling software with payroll management will help in improving your business efficiency and successfully managing your employees. Make sure that your software permits you to import the scheduling data into the payroll system. It will save countless hours and effort in the long run.
• Mobile Optimization: Most of the staff will access their schedule remotely via mobile device, therefore whatever software you opt for should have a responsive design and must automatically adjust to the user's screen size.