The 6 Best Employee Scheduling Software Programs in 2025

Managing employee schedules can be chaotic, especially with spreadsheets, last-minute changes, or shift coverage issues. In 2025, employee scheduling software simplifies this process, saving time, reducing errors, and boosting productivity. Whether you run a restaurant, retail store, or healthcare facility, the right tool can transform your workforce management.

Employee scheduling software automates shift creation, assignment, and management, replacing manual methods like spreadsheets. It ensures accurate tracking of work hours, minimizes scheduling conflicts, and enhances communication. Benefits include:

• Time savings: Cuts 3-5 hours weekly from scheduling tasks.

• Reduced errors: Prevents double-booking or compliance issues.

• Cost efficiency: Lowers overtime and turnover costs.

• Employee satisfaction: Offers flexible, transparent scheduling.

Costs of Manual Scheduling

Manual scheduling wastes time, increases errors, and risks compliance violations. Common issues include:

• 3-5 hours weekly spent on schedules.

• Communication overload from shift change requests.

• Overtime violations or labor law risks.

• Higher turnover due to inconsistent scheduling.

When choosing scheduling software, prioritize:

• Drag-and-Drop Interface: Intuitive schedule creation and adjustments.

• Mobile Accessibility: Allows employees to view schedules, swap shifts, or request time off via smartphones.

• Automated Scheduling: Generates schedules based on availability, preferences, and business needs.

• Time Tracking Integration: Syncs with payroll for seamless hour logging.

After reviewing user feedback, features, and pricing, here are the top six solutions for 2025:

1. Connecteam - Best All-in-One for Deskless Workers

Connecteam is a versatile team management solution, perfect for businesses looking to combine scheduling, time tracking, and communication. It features an intuitive interface with self-scheduling options and leave management, ideal for decentralized teams. The free plan for up to 10 users is a boon for small businesses, while paid plans start at $29 per month for 30 users, offering advanced tools. However, it lacks deep integrations with some HR software, which may limit its use in complex environments. Connecteam shines with its flexibility and accessibility, especially for mobile teams.

• Key Features: Free plan for up to 10 users, GPS time tracking, mobile-first design.

• Pricing:

  • Free: Up to 10 users.

  • Basic: $29/month (30 users).

  • Advanced: $49/month.

  • Expert: $99/month.

• Best For: Construction, retail, field services.

• Why Choose: Comprehensive, affordable, and mobile-focused.

2. Homebase - Best Free Solution for Single Locations

Homebase stands out as an all-in-one platform designed for small businesses, particularly those with hourly employees. It offers automated scheduling, time tracking with geolocation, and payroll management, with a free plan for one location and up to 20 employees. Its user-friendly interface enables quick schedule creation and efficient team communication via built-in messaging. However, paid plans starting at $24.95 per month per location can get pricey with multiple sites. Homebase is highly valued for its simplicity and legal compliance support.

• Key Features: Free plan with no user limits, AI scheduling suggestions, labor cost tracking.

• Pricing:

  • Basic: Free.

  • Essentials: $20/month/location.

  • Plus: $48/month.

  • All-in-One: $80/month.

• Best For: Small restaurants, retail, salons.

• Drawback: Payroll add-on is costly ($39/month + $6/employee).

3. Deputy - Best for Multi-Location Businesses

Deputy is a robust workforce management tool, leveraging AI for automated scheduling and real-time time tracking. It offers extensive customization of pay rates and multi-location management, making it suitable for medium-sized businesses. Plans start at $4.50 per user per month, with no free tier but a 31-day trial. Some users note gaps in customer support and the lack of geofencing, which can affect attendance control. Deputy excels with its operational efficiency and detailed reporting.

• Key Features: Multi-location management, compliance tools, flexible weekly plan ($2.50/active user/week).

• Pricing:

  • Scheduling/Time & Attendance: $3.50/user/month.

  • Premium: $4.50/user/month.

  • Enterprise: Custom.

• Best For: Retail chains, franchises, multi-site restaurants.

4. When I Work - Best for Team Communication

When I Work is a user-friendly platform tailored for startups and small businesses, offering flexible scheduling and automated notifications for employees. Its base plan at $1.50 per user per month includes scheduling and messaging, with customizable templates to save time. However, it lacks advanced features like geofencing or biometric tracking, potentially leading to timekeeping errors. The mobile interface is occasionally criticized for reliability, but it remains an affordable, easy-to-use option for remote teams.

• Key Features: Built-in chat, one-click scheduling, labor budget tracking.

• Pricing:

  • Core: $2.50/user/month.

  • Standard: $4/user/month.

  • Premium: $6/user/month.

• Best For: Restaurants, healthcare, retail.

• User Feedback: Saves 8 hours weekly on shift coordination.

5. 7shifts - Best for Restaurants

7shifts is a specialized solution for the restaurant industry, providing scheduling, tip tracking, and POS system integration. Its free plan covers one location with up to 30 employees, while paid plans start at $29.99 per month per location. Budget management and labor cost reporting are key strengths, though the lack of built-in payroll requires additional integrations. Users praise its intuitive interface, making it a perfect fit for restaurant-specific needs.

• Key Features: Restaurant-specific tools, performance analytics, budget controls.

• Pricing:

  • Comp: Free (up to 30 employees).

  • Entrée: $29.99/month/location.

  • The Works: $69.99/month.

• Best For: Restaurants, cafes, bars.

6. Sling - Best Budget-Friendly Option

Sling is a specialized solution for the restaurant industry, providing scheduling, tip tracking, and POS system integration. Its free plan covers one location with up to 30 employees, while paid plans start at $29.99 per month per location. Budget management and labor cost reporting are key strengths, though the lack of built-in payroll requires additional integrations. Users praise its intuitive interface, making it a perfect fit for restaurant-specific needs.

• Key Features: Open shift bidding, task management, labor cost alerts.

• Pricing:

  • Free: Up to 50 users (30 from March 2025).

  • Premium: $1.70/user/month.

  • Business: $3.40/user/month.

• Best For: Small to medium businesses on a budget.

1. Assess Business Needs:

   • Small teams: Connecteam’s free plan.

   • Single locations: Homebase.

   • Multi-locations: Deputy.

   • Restaurants: 7shifts.

2. Budget Considerations:

   • Costs range from $1.70-$6/user/month.

   • Factor in subscription fees, per-user charges, and integration costs.

3. Integration Needs:

   • Ensure compatibility with payroll, HR, or POS systems for seamless data flow.

4. Ease of Use:

   • Choose intuitive platforms to minimize training time.

• Retail: Flexible shifts, POS integration, sales-driven labor controls.

• Healthcare: 24/7 coverage, HIPAA compliance, specialized shift patterns.

• Restaurants: Tip management, real-time communication, sales forecasting.

• Field Services: GPS tracking, mobile access, route optimization.

• Time Savings: 5-8 hours/week on scheduling, 60% less communication.

• Cost Reductions: 15-20% lower overtime, reduced turnover, fewer compliance risks.

• Productivity: Better shift coverage, higher employee satisfaction.

1. Price-Driven Decisions: Consider total costs, including training and integration.

2. Ignoring Mobile Access: Essential for employee flexibility.

3. Skipping Training: Allocate time for onboarding.

4. Overlooking Integrations: Ensure compatibility with existing systems.

• AI Optimization: Schedules based on weather, events, or historical data.

• Voice Commands: Voice-activated shift management.

• Blockchain: Secure time tracking records.

• AR/VR: Virtual onboarding integration.

1. Planning (Weeks 1-2): Audit processes, test 2-3 platforms, secure team buy-in.

2. Testing (Weeks 3-4): Run parallel schedules, train key users, gather feedback.

3. Rollout (Weeks 5-6): Train all staff, monitor usage, refine processes.

The right employee scheduling software streamlines operations, saves time, and improves employee satisfaction. Options like Connecteam, Homebase, or Deputy cater to diverse needs, from small teams to multi-location businesses. Start with free trials to find your ideal solution, and enjoy the benefits of a seamless scheduling process that scales with your business.

Best Free Software?

Connecteam (up to 10 users) or Homebase (single locations) offer robust free plans.

Typical Cost?

$1.70-$6/user/month for most platforms, with enterprise solutions up to $9,900/month.

Labor Law Compliance?

Yes, with features like overtime alerts, break scheduling, and location-specific rules.

Scheduling vs. Workforce Management?

Scheduling focuses on shifts; workforce management includes HR, performance, and lifecycle tools.

Implementation Time?

4-6 weeks, including setup, training, and optimization.

Mobile Access?

All top platforms offer mobile apps for schedules, shift swaps, and notifications.