5 Staff Scheduling Apps and Tips That Will Save You Time

5 Staff Scheduling Apps and Tips That Will Save You Time

Staff scheduling is always a hassle, isn't it? But now, with a larger part of the workforce opting for remote work and having multiple teams across time zones, it’s gotten a whole lot more difficult to plan and schedule work, shifts, and projects. According to Matchr, managers can spend up to 7-8 hours creating next week’s schedule. It's a lot of time away from direct revenue-related activities. However, a staff scheduling app is one of the most important aspects of business success. Its significance can’t be overlooked.

Successful scheduling requires monitoring of multiple moving parts (resources and capital) to ensure they are in sync to achieve the desired results. Fortunately, technology today can help streamline and automate this traditionally manual process, enhance efficiency, and boost employee performance.

Below, we cover five of the most versatile and user-friendly employee management softwares. These tools will free up a chunk of your time so you can focus on aspects of the job that you enjoy. We also share valuable insights that will make scheduling a more organized and efficient process.

What is Employee Scheduling?

Staff scheduling is the method of arranging and coordinating working hours for company staff to perform the most daily business activities. When employee scheduling is done well, it can help resources, including remote teams, complete their activities efficiently.

How to Schedule Staff Effectively?

There are many ways one can create an employee schedule. Traditionally, most businesses and human resources teams use paper-based methods, Google Calendar, or Excel-based ways to track daily operations and manage employee work shifts. However, there are multiple drawbacks to going the pen-and-paper route.

First of all, it becomes difficult to calculate employee benefits and complete payroll processing. The time tracking process is also prone to human errors. Furthermore, managing leave requests often involves shuffling through endless email chains and follow-ups.

Investing in top notch staff management software

Benefits of Using an Employee Management Software

Are you wondering, "Why should you invest in an employee management software?" What if we told you that through the software you can gain valuable insights and data on the following areas and metrics:

  • Employee efficiency

  • Employee satisfaction

  • Employee performance

  • Talent development workflow

  • Hiring process

  • Resource utilization

  • Communication channels

Many small to medium sized businesses benefit from the software because it:

  • Allows them to store employee information in a centralized and secure place

  • Helps owners communicate shift changes with the whole team instantly

  • Manages performance reviews

  • Keeps everybody on the same page about project data

  • Smoothens the leave request and approval system

  • Provides data on success metrics

  • Aids HR documentation and compliance requirements

  • Manages multiple teams and clients simultaneously

Top 5 Employee Management Apps in 2024

Discover the top 5 staff scheduling apps for easy management of your workers, schedules, and assignments. Boost your productivity with these apps!

1. Homebase Scheduling App

Homebase Scheduling App

Homebase is one of the top all-rounder employee management apps. It allows managers to optimize team performance by creating agile schedules and instantly sharing them with their team. The app offers scheduling templates and auto-scheduling features, both of which result in significant time savings.

Homebase allows managers to block schedules (up to 10 days in advance), integrate payroll, and track attendance, breaks, and overtime. It also sends automated alerts if an employee is reaching their threshold for overtime or leave. The majority of its users are from the retail, food and beverage, hospitality, and professional services markets.

One area for improvement for Homebase is its sales and customer support, which isn't available over the weekend. So, if you're a co-founder of a business that spans multiple countries, this might not be the best employee management software for you.

Free Trial: No, as the basic package is free to use

Pricing: Essentials plan starts at $20 per location/per month

2. ConnectTeam

Staff Scheduling App

Founded in 2014, ConnectTeam is one of the most frequently used staff scheduling apps for remote and hybrid teams. Employees can access and book shifts via the mobile app on their phones. Other highly rated features include organizational chat history, clock-in and clock-out times, vacation/leave tracking, and employee engagement activities like surveys.

However, ConnectTeam doesn't always seamlessly integrate with other third-party apps and the benefits administration part can be challenging. The app also doesn't provide real-time updates on to members.

Free Trial: 14-day free trial, Free plan for up to five job categories

Pricing: Basic plan starts at $39/per month

3. When I Work

Staff Scheduling App

When I Work is a visually appealing and feature-rich staff scheduling app that will save you time, improve communication, boost accountability, and grow your business. Shift managers and business owners often use the app for scheduling new employees, contractors, freelancers, and remote work teams.

People love When I Work's intuitive interface and ease of use. It literally takes just a few minutes to create a schedule and share it with other employees. When I Work has one-click scheduling that will automate your workflow and help you focus more on delivering solutions to your clients and other business-critical tasks.

When I Work can be used to manage resource availability and control budget costs across multiple location schedules. They do have an integrated timesheet feature that will help with payroll data, but it comes at a higher price point. The software has been designed for small to medium sized businesses.

Free Trial: No free plans, but one can schedule a demo.

Pricing: Standard paid plans start at $2.50 per user/per month.

4. Shiftie

Shiftie is an innovative employee management program that is frequently used by doctors, nurses, health clinics, hospitality/restaurants, and construction and emergency services (police or security guards). As a manager, you can see all employees' availability and hours completed and create shifts accordingly. You also have the option to rotate and split schedules. The app offers paycheck calculations, so employees can see how much they stand to earn, and you can keep tabs on costs.

Shiftie offers mobile access, customized reporting, and task management tracking. The app also sends alerts if an employee “clocks in” late, requests a leave, and/or is close to reaching maximum capacity.

Free Trial: Yes, 28-day free trial

Pricing: The free plan is called the Basic package and it's free for up to 2 users. The advanced paid plans are priced at $99.99/year for unlimited accounts.

5. Schedule It

As its name suggests, Schedule It is one of the more comprehensive resource scheduling apps available in the market. It stores all details pertaining to your employees in a centralized database. You can view and schedule all your employees with a simple drag-and-drop function. The app is quite versatile and can be used by both small businesses and larger industries like healthcare or construction.

For example, in a hospital environment, managers can use Schedule It to schedule patients and nursing shifts. or in a construction project where you might deal with a lot of contractors. The smart app is designed in a manner that will help you avoid double-booking or over-booking errors. Users laud Schedule Its ability to share documents with team members and for its ease of use.

The app is also easy to access! You can use the desktop version or track schedules via any device. The schedules and hours of employees are also visible through other platforms like Google Calendar, Outlook, and Apple iCal.

Free Trial: 14-Day Free Trial

Prices: Startup plan prices begin at $40/per month for the first 3 users.

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How to Select an Employee Management Software

  • Know what features are “Must-Haves” for you

  • Understand the pricing structure

  • Read third-party reviews

  • Test out the customer support options

  • Sign up for a free demo or access their free trial

Top Tips for Using an Employee Management App

Here are a few tips that can help you get the most return on investment (ROI) for your employee management app. These are practices you can adopt once you start using the app.

  • Gain an accurate overview of how many resources you'll require. Some scheduling and resources management apps can help you with this via their forecasting and capacity planning features.

  • Try to practice resource-levelling. What do we mean by this? You need to ensure the tasks or shifts are distributed evenly. This will communicate to team members that they each are valued the same and there is no favoritism at play.

  • Remain Flexible. Sometimes, things come up, like an unexpected emergency or a resource not having the material or support to complete the task. Your scheduling has to be agile and open to such occurrences. Rigid scheduling will make things difficult for everyone, including you as a manager. Building a contingency plan can keep you prepared for these abrupt changes.

  • Communicate schedules and changes in a systematic way. Implement a fair and equal procedure for any schedule changes that apply to everyone. The communication process also has to be systematic. Keep the approval, performance management, and employee feedback processes simple so there is no confusion about accountability.

Improve your resource scheduling strategy

Frequently Asked Questions (FAQs)

Below we address some of the most common questions you may have regarding scheduling apps.

How Much Do Staff Scheduling Apps Cost?

The cost varies as per features and organization size. Some apps are priced per user, while others have a standard subscription plan tied to a location. For small businesses, you can optimize your scheduling by simply using the free plan or basic version of an app.

Consider pricing for add-on features, especially if you are seeking an app that could work as an HR or resource management software too.

How to Choose the Right Staff Scheduling App?

There are a lot of factors that can influence “What's the best app for you.” The main thing you need to know before testing apps is what you want the app to help you accomplish. Here are some guiding questions that can help you understand what features are required for your business:

  • Do you require time tracking?

  • Are updates available in real time?

  • Do you want an app that integrates a messaging feature?

  • How easy is it to access the app and data?

  • Does the software integrate with sales?

  • How many team members and employees does the app allow you to manage and track?

  • How long does it take to create a shift?

  • Is it cloud based?

  • Does it include time tracking?

Also, factor in the pricing of the app while you're evaluating different packages. You don't want an app that is termed to be a “free plan”, but the majority of the features that are relevant to you come in at a higher price point.

Read and compare customer reviews to see what the app usage experience has been. Many websites, such as GetApp, TechCrunch, PCMag.com, and GeekWire, offer detailed app reviews.

Lastly, remember that most of these apps offer a free trial or demo. We highly recommend you test out the product for the entire trial period to see if it works for you.

What is the Best Employee Management Software?

The scheduling software that is considered to be the best by one company might not be the best one for you. This is because this depends on the business needs and requirements.

Optimise Your Resources and Save Time with a Staff Scheduling App

A staff scheduling app or software can help you improve scheduling accuracy, control costs, and eliminate errors like no-shows or overbooking. It will also free up much of your time! Using resource scheduling software digitizes the process and eliminates the need for you to track employees to get their availability via calls or endless emails.

Create an employee schedule within minutes with eRS. Managers and team members can access and track their work shifts and hours via their mobile devices. The software also provides businesses with real time data on employee engagement, productivity, costing, and utilization.

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CEO & Founder
Rudraksh Vyas
Rudraksh Vyas, an accomplished CEO at ENBRAUN since 2011, has a proven track record in leading and growing technology-driven businesses. His expertise lies in product development, client management, and implementing effective business strategies, ensuring robust financial and resource management. Prior to his current role, Rudraksh honed his skills in business development, where he excelled in account management and export marketing. He holds a PMP certification from the Project Management Institute and an MBA in International Business from the University of Technology Sydney. Rudraksh's journey reflects a deep commitment to excellence and innovation in the tech industry, making him a respected leader and visionary in his field.

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