9 best employee scheduling software of 2025

If you’re not set up for success with the right tools, keeping up with employee scheduling, requests, and last-minute changes can be difficult. Pleasing everyone and adapting to chaotic workplace needs is a common challenge, but it’s not something you need to live with.

Employee scheduling software helps boost agent productivity, save money, and deliver better employee service. Discover how the right software can turn scheduling from a frustrating and time-consuming bore into a well-oiled machine.

More in this guide:

• What is employee scheduling software?
• The best employee scheduling software
• Benefits of employee scheduling software
• Key features of employee scheduling software
• How to choose the right staff scheduling software
• Frequently asked questions
• Harness AI to optimize agent scheduling

Now, let’s keep things on schedule and learn more about each.

Employee scheduling software is a tool that helps businesses create, manage, and optimize employee work schedules. It automates tasks involved in traditional scheduling, like tracking attendance, assigning shifts, and adjusting for employee availability.

The best employee scheduling tools leverage AI for real-time data that can help optimize staffing, reduce downtime, and maximize productivity—all autonomously.

To create positive employee experience (EX) journeys, you need a robust solution that supports your business scheduling needs. Check out these employee scheduling software costs and key capabilities.

• Zendesk: Best AI-powered workforce scheduling software for support teams
• Deputy: Best workforce scheduling software for hourly workers
• 7shifts: Best workforce scheduling software for restaurants
• When I Work: Best workforce scheduling software for remote workers
• Connecteam: Best workforce scheduling software for deskless employees
• ZoomShift: Best workforce scheduling software for managing expenses
• QuickBooks Time: Best workforce scheduling software for QuickBooks users
• Sling: Best free workforce scheduling software
• Homebase: Best workforce scheduling software for small businesses

1. Zendesk

Best AI-powered workforce scheduling software for support teams

Zendesk provides workforce management (WFM) software that seamlessly integrates with our broader customer service solutions, making it very easy to use for new and existing Zendesk users alike. The Zendesk WFM scheduling features are designed to optimize agent performance and improve overall customer service delivery.

AI-powered forecasting analyzes historical data on customer traffic, support ticket volume, and agent performance to predict future workload needs. In turn, managers can lean on AI to proactively create schedules that ensure adequate staffing levels during peak hours and avoid understaffing during slower periods.

Managers can set parameters and criteria, and the software automatically generates balanced schedules that consider agent availability and skills. This saves time and ensures efficient use of agent resources. Plus, managers can utilize bulk team schedule editing to make quick adjustments or updates that apply to entire teams, saving time compared to individual edits.

Additionally, managers can track agent activity, including reps’ current status and the channels they are working on in real time, or use reporting and analytics to monitor long-term trends with historical data. These reports can include workforce management metrics like average handle time, revenue per employee, and customer satisfaction. Managers can then use this data to identify areas for improvement and implement targeted coaching or agent training initiatives that ultimately improve customer support.

G2 rating: 4.3

Capterra rating: 4.9

What users are saying:

• “More efficient scheduling and an overall great customer and agent experience!”
• “Great and functional tool.”
• “It was difficult to take tickets from such a big queue.”

Explore more Zendesk pricing plans.

2. Deputy

Best workforce scheduling software for hourly workers

Deputy is cloud-based workforce management software that helps businesses manage schedules, track time, and comply with labor regulations. It caters to businesses with hourly workforces common in the hospitality, retail, and healthcare industries.

The software’s automatic scheduler lets managers set parameters based on business needs and employee availability, allowing the software to generate balanced schedules that align with labor budgets. Additionally, Deputy facilitates real-time attendance monitoring. Users can do this through a mobile app with GPS verification, ensuring employees clock in and out of shifts from the designated workplace. It also allows for task assignment and communication within the platform.

G2 rating: 4.6

Capterra rating: 4.6

What users are saying:

• Clean, easy-to-use platform.
• Organized and helpful, but missing some features.
• Don’t risk it.

3. 7shifts

Best workforce scheduling software for restaurants

7shifts is scheduling software designed for the restaurant industry. Its bulk team schedule editing allows managers to adjust schedules for multiple employees at once. Performance reporting provides managers insights into labor costs, employee productivity, and scheduling efficiency.

The 7shifts mobile app lets managers and employees access schedules, request time off, swap shifts, and communicate with their team members on the go. 7shifts helps businesses comply with labor regulations by tracking employee work hours, breaks, and overtime. Additionally, restaurants can use 7shifts to onboard new employees, collect tax forms, and store other important documentation.

G2 rating: 4.5

Capterra rating: 4.7

What users are saying:

• The best schedule management software in the marketplace.
• Good, but tips should be more flexible.
• Little to no support on integration issues.

4. When I Work

Best workforce scheduling software for remote workers

When I Work is employee scheduling software that businesses can use to create, communicate, and manage staff schedules for remote workers. Managers can utilize pre-built schedule templates when creating new schedules and customize these templates based on business needs and employee availability.

Once the user finalizes a schedule, the software can send automated shift notifications and reminders directly to employees, informing them of their upcoming work hours. The platform features a built-in shift trading function, allowing employees to swap shifts amongst themselves, subject to manager approval.

Additionally, When I Work offers a messaging tool for real-time team communication. To protect privacy, employees can message privately or in groups without sharing phone numbers.

G2 rating: 4.3

Capterra rating: 4.5

What users are saying:

• Amazing customer service!
• Great for employees, rough on pulling custom reports.
• It’s not HIPAA-compliant, so we had to formulate a workaround.

5. Connecteam

Best workforce scheduling software for deskless employees

Connecteam is a workforce management software solution offering business operations, communications, and HR tools. Its operations hub includes key features like automatic scheduling, bulk editing, and activity monitoring and reporting.

Managers can use custom push notifications to send real-time updates, announcements, or task reminders directly to employees' mobile devices. The software allows businesses to create and distribute digital forms and checklists, which managers can customize to specific workflows or tasks, including safety checks, equipment inspections, and customer service protocols.

Connecteam also features a task management module for assigning tasks to individual employees or teams, setting deadlines, and tracking progress within the platform.

G2 rating: 4.6

Capterra rating: 4.7

What users are saying:

• Complete, efficient, great customer service.
• Software works as expected, but UI could use some tweaks.
• Everything is a la carte. You want the cool features? Price is doubled.

6. ZoomShift

Best workforce scheduling software for managing expenses

ZoomShift is a cloud-based employee scheduling software primarily aimed at managing expenses for businesses with hourly workers. It offers a collection of scheduling, communication, and timekeeping features.

After a manager publishes a schedule, ZoomShift allows employees to confirm their availability for assigned shifts. Additionally, ZoomShift integrates timesheets and a mobile time clock. Employees can clock in and out of shifts directly through the app, eliminating the need for physical time cards. The software automatically tracks regular hours and overtime, aiding in timesheet creation and payroll processing.

Employees can submit PTO requests through the platform, allowing managers to review and approve them electronically. The software also tracks employee breaks throughout the shift for accurate work time records.

G2 rating: 4.8

Capterra rating: 4.5

What users are saying:

• ZoomShift has reduced the stress in my life.
• ZoomShift has other features we don't use or need, such as time sheets or payroll, which feels like a waste.
• When an employee has requested time off, and it's approved, if I am not careful, the system will still allow me to create a shift for that person.

7. QuickBooks Time

Best workforce scheduling software for QuickBooks users

QuickBooks Time, formerly TSheets, is cloud-based employee time-tracking software for scheduling, timekeeping, and payroll processes. It integrates with other QuickBooks products, making it suitable for businesses already using the accounting software.

The geofencing feature allows managers to define a virtual perimeter around a worksite. When employees clock in or out using the mobile app within the designated geofence, it verifies their physical location, adding extra accountability to timekeeping.

The drag-and-drop scheduler allows managers to create and adjust staff schedules. QuickBooks Time also offers a time kiosk option. This kiosk is a central location for employees to clock in and out using a physical device, eliminating the need for individual mobile app downloads for every employee.

G2 rating: 4.5

Capterra rating: 4.7

What users are saying:

• The information easily imports into QuickBooks accounting software.
• Sometimes, customization of the platform as per a specific need is difficult.
• The worst customer service possible.

8. Sling

Best free workforce scheduling software

Sling is a cloud-based employee scheduling software with scheduling, communication, and cost-control features. It offers a free plan with unlimited locations, managers, and employees. Some of the software’s key features include automatic scheduling, geofencing, and bulk editing.

Managers can set budget parameters and use Sling's tools to forecast labor costs based on projected schedules. Additionally, using the app, managers can post team announcements on newsfeed pages or send private messages to individual employees.

Managers can automate mandatory rest and meal breaks to comply with labor regulations, and employees can attest to their breaks within the Sling app to maintain accurate work time records.

G2 rating: 4.5

Capterra rating: 4.6

What users are saying:

• Fast app to send updates about shift trades.
• Sling takes time to get used to.
• Lags, freezes, and doesn’t load quickly once it unfreezes.

9. Homebase

Best workforce scheduling software for small businesses

Homebase is a cloud-based employee scheduling software with time tracking and communication capabilities. It caters to small businesses in the retail, hospitality, and healthcare industries.

One way Homebase assists with scheduling is by including shift notes and instructions. Managers can attach detailed notes to specific shifts, providing employees with clear instructions about tasks, expectations, or changes in workflow.

Additionally, Homebase allows for department segmentation and custom manager permissions. Businesses can create departmental structures within the platform to tailor schedules and communication to specific teams. Businesses can also assign managers different permission levels.

G2 rating: 4.2

Capterra rating: 4.6

What users are saying:

• So easy for the team to use.
• Needs to be a little easier to access.
• When things go wrong, don’t think their tech support cares to help you.

Employee scheduling software helps businesses run more efficiently and avoid staffing issues. Here are the five top benefits adopters can expect to see.

Reduces operational costs

Employee scheduling software dramatically cuts operational expenses by eliminating time-consuming manual scheduling processes. Businesses typically see a faster time-to-value (TTV) through reduced administrative overhead and minimized scheduling errors that lead to overstaffing or costly overtime.

Automating your workforce forecasting can help you identify optimal staffing levels based on historical demand patterns, ensuring you're never paying for more labor hours than necessary while maintaining service quality. Just look at Tembici, the largest bike-sharing company in Latin America, which saved 30 percent on operational costs by using Zendesk WFM.

Streamlines workflows and operations

By automating the scheduling process, managers save valuable hours previously spent creating and adjusting schedules. These platforms centralize communication about availability, time-off requests, and shift swaps, eliminating the confusion of scattered emails and text messages.

The streamlined approach reduces scheduling conflicts and no-shows while providing instant visibility into coverage gaps. This workflow efficiency allows management to focus on strategic priorities rather than administrative scheduling tasks and helps to optimize agent performance.

For example, the Portland Bureau of Transportation, which manages transportation infrastructure in Portland, OR, used Zendesk WFM to make employee requests more visible and ended up increasing productivity by 35 percent.

Increases employee satisfaction

Modern scheduling solutions empower employees with greater control over their work-life balance. Your people can easily input availability preferences, request time off, and even trade shifts without manager intervention.

This autonomy, combined with more predictable schedules and transparent processes, significantly boosts employee satisfaction and retention rates. Workers appreciate the fairness of scheduling software that removes perceived favoritism and the ability to confidently plan their personal lives.

Maximizes workforce flexibility

Solutions for WFM enable businesses to adapt quickly to changing staffing needs. During peak periods, intelligent scheduling tools can identify qualified employees for additional shifts based on skills, availability, and labor rules.

When demand fluctuates unexpectedly, managers can instantly notify available staff about open shifts through mobile alerts. This flexibility ensures optimal coverage during busy periods while preventing overstaffing during slower times.

Manages labor law compliance

Robust scheduling solutions help businesses navigate complex labor regulations by automating compliance with break requirements, maximum hour restrictions, and overtime thresholds.

These systems maintain digital records of all scheduling data, providing audit trails for regulatory inquiries. They also consistently enforce company policies, such as required rest periods between shifts or certification requirements for specialized roles, protecting both employees and the organization from compliance violations.

To make sure employee scheduling software helps your staffing operation run as efficiently as possible, it needs to have the right features. Here are five key features to look for when choosing a solution.

• AI and automation: AI makes sense of the incredible amounts of data that employee scheduling software collects. It can paint a picture of important trends by analyzing 100 percent of employee interactions, forecasting staffing spikes, and more.
• Reporting and analytics: Comprehensive reporting tools help managers analyze scheduling patterns, labor costs, and workforce productivity, enabling data-driven decision-making for accuracy and efficiency.
• Employee shift management: Shift management allows managers to create, assign, and track employee work schedules with the utmost flexibility. They can easily set up recurring shifts, one-time assignments, and quick adjustments to staffing needs.
• Time and attendance tracking: This feature automatically records employee clock-in and clock-out times. It can integrate with payroll processes, reducing manual data entry and minimizing human error.
• Availability management: Employees can input their personal availability and preferred work hours directly into the system. Managers can then create schedules that respect individual constraints while meeting business needs.
• Mobile functionality: Mobile-friendly scheduling software allows employees and managers to access schedules, request time off, and make shift changes from smartphones or tablets. This real-time accessibility ensures that staff can stay informed about their work schedules from anywhere.

Advanced scheduling software with these features helps organizations improve employee satisfaction, maintain compliance with labor regulations and workplace laws, and improve customer experiences with better staff coverage.

When selecting employee scheduling software, focus on solutions that align with your specific business operations and growth plans while delivering a strong return on investment (ROI). Here are five tips for choosing the right solution for your business.

1. Leverage AI and automation

Look for scheduling solutions with advanced AI capabilities to triage requests, analyze historical data, predict staffing needs, and automatically generate optimized schedules. When creating schedules, the best systems can account for variables like employee skills, certifications, availability preferences, and labor regulations.

This automation dramatically reduces the time managers spend on scheduling while producing better results than manual methods. Additionally, AI-powered solutions can identify patterns and suggest improvements to scheduling practices over time. Businesses can use AI for better employee experiences and to help improve service quality at scale.

2. Look for real-time and historical reporting

Comprehensive analytics capabilities separate top-tier scheduling solutions from basic alternatives. Prioritize software that provides real-time dashboards showing current staffing levels alongside historical reporting on workforce management metrics like:

• Labor costs
• Overtime usage
• Revenue per employee
• Average handle time
• Scheduling efficiency

These insights enable data-driven decisions about staffing models, reveal opportunities for optimization, and quantify the ROI of your scheduling software implementation. The ability to customize reports for different stakeholders (like executives, department managers, and HR) adds significant value.

3. Ensure there are ample third-party integrations

The most effective scheduling solutions don't operate in isolation. Choose software that integrates seamlessly with your existing tech stack, particularly your:

• Payroll system
• HRIS platform
• Point-of-sale system
• Workforce management tools

These integrations eliminate redundant data entry, ensure consistency across systems, and enable powerful functionality like demand-based scheduling that incorporates forecasting. Open APIs and pre-built connections with popular business applications future-proof your scheduling solution as your technology needs evolve.

4. Choose a tool with robust self-service capabilities

Employee self-service features significantly reduce administrative burden while increasing staff satisfaction. Look for tools that allow employees to:

• View schedules
• Submit availability
• Request time off
• Swap shifts with colleagues
• Clock in/out

If your people can do this all from their mobile devices, that’s even better.

The best solutions include approval workflows that maintain appropriate oversight while automating routine requests. These employee self-service tools improve satisfaction and free managers from handling routine scheduling adjustments.

5. Make sure it’s mobile-friendly

Mobile accessibility is non-negotiable in a distributed, remote work environment. Prioritize scheduling software with full-featured mobile apps that provide the complete experience on smartphones and tablets. Employees should receive instant notifications about critical information like:

• Schedule changes
• New shift opportunities
• Coverage requests

Managers need to view and modify schedules on the go, especially when handling last-minute adjustments. The mobile experience should be intuitive enough for all employees regardless of technical skill level.