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Employee Scheduling Software

Employee Scheduling software helps businesses organize and manage staff schedules. By presenting the work schedules of different employees side by side, Employee Scheduling Solutions allow managers to match tasks to the employee with the most appropriate skill level. Staff scheduling apps also allow employees to have real-time access to their and their colleagues' schedules, make changes to the system directly from the scheduling interface, and keep scheduling processes up to date with the most current information. Employee Scheduling software is related to Appointment Scheduling software, Scheduling software and Workforce Management software. Find the best Employee Schedule software in Canada for your organization.

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The easy way to schedule, track time, attendance, and communicate with workers. Save time. Improve accountability. 14-day free trial. Learn more about When I Work
When I Work is an easy way for businesses to schedule, track time and attendance, and communicate with their hourly employees. Put the schedule and time clock in every employee's pocket with free iOS and Android apps. Keep track of time off, employee availability, and manage shift swaps with just a few clicks. Integrate with your payroll provider to streamline the process and avoid human error. Get started with a 14-day free trial now. Learn more about When I Work

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
Connecteam is an award-winning employee scheduling and time clock app, designed from the ground up for the non-desk workforce. Learn more about Connecteam
Streamline team scheduling with Connecteam’s drag & drop employee scheduler. Assign weekly shifts with essential tasks, forms and checklists for efficient information sharing. Employees can easily access everything right from their phones, making Connecteam ideal for nondesk teams. This user-friendly app includes recurring shifts, scheduling templates, shift swaps, time off requests, employee time clock, and direct integrations with Gusto, QuickBooks, Zero & Paychex to simplify payroll process. Learn more about Connecteam

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
Canada Local product
MakeShift makes scheduling, time tracking and communicating with employees a pain free process… And, businesses love it! Learn more about MakeShift
MakeShift is the go-to employee scheduling solution for companies looking to save time, offer flexibility, increase engagement and drive growth. It lets you build schedules faster, track time & attendance more accurately and communicate with employees in real-time. Our customers enjoy fewer unfilled shifts, more time to focus on strategy, better work-life balance, happier employees and a healthier bottom line. It’s PeopleFirst, PainFree scheduling. And businesses love it! Learn more about MakeShift

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
Build custom solutions on monday.com Work OS so you can schedule everything your employees are working on at a glance. Learn more about monday.com
On monday.com Work OS, managers can easily assign tasks and track the progress of any ongoing projects at a glance so they have a real-time source of truth for all of their team's work. Implement the platform's timeline view to schedule your team's work so you never miss a deadline. Finally, generate graphs directly on the platform to visualize how team members allocate time and leverage insights to prioritize more effectively. Learn more about monday.com

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
The blissfully simple resource management tool that helps busy teams schedule employees, balance workloads, and keep projects on track. Learn more about Resource Guru
Resource Guru is the blissfully simple resource management software that helps busy teams keep projects on track. Get a clear view of team availability and time off and find the perfect person for every job. Create schedules at speed, keep workloads realistic, and ensure everyone is aligned on upcoming work. Track your team’s time for insights on forecast and actual hours. Dig deeper with customizable reports on utilization across projects and clients. Try it free for 30 days! Learn more about Resource Guru

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
Dayforce is the global people platform for the modern workforce, providing organizations of all industries and sizes. Learn more about Dayforce HCM
What is Dayforce? Dayforce is the global people platform for the modern workforce. As a single application, Dayforce unifies data from across the entire employee lifecycle, combining payroll, benefits, workforce management, human resources, talent management, and analytics to provide organizations with real-time, data-driven results at every level. Organizations can find and hire the right people, create schedules that support work-life balance, manage employee development, process global pay, administer benefits, and unlock workforce insights, all while monitoring compliance. With Dayforce, organizations can unlock quantifiable value and operate anywhere with confidence. Who uses Dayforce? Dayforce is designed to scale up or down for organizations with between 100 to 12,000+ employees across all industries. Learn more about Dayforce HCM

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
Jolt alleviates the pain of scheduling with a drag-n-drop interface, insightful reporting, and an employee app for managing shifts. Learn more about Jolt
Jolt alleviates the pain of scheduling with a drag-n-drop interface, clean calendar views, and a free employee app for shift swapping and requests off. Jolt helps you set labor targets, measure productivity, and approve employee requests from anywhere. The full suite includes a smart time clock, pre-punch messaging, and task management checklists. Trusted by over 300,000 employees worldwide, Jolt helps manage daily operations for brands like Chick-fil-A, LEGOLAND, and Regal Cinemas. Learn more about Jolt

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
Tugboat integrates with HRM/ERP systems. It quickly and efficiently take the guess work out of scheduling employees and requests. Learn more about Tugboat Software
Tugboat’s solution pairs with your HR and ERP systems. Your rules of operation and policies are the foundation for Tugboat’s solutions. If your operation requirements are complex, we offers comprehensive solutions that focus on assigning your workforce to an optimized schedule while managing PTO. The schedule for your entire workforce is generated fast for a staff of hundreds or thousands of employees while improving employee satisfaction, reducing workload and drives down operating costs. Learn more about Tugboat Software

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
All-in-1 employee scheduling software. Create schedules, send out invites to your employees, and anticipate crew shortages in minutes. Learn more about Rentman
Employee scheduling software designed for the AV & Event industry. Rentman allows you to quickly build schedules and invite your employees members, saving you time and streamlining your scheduling process - all from one platform. Your employees can indicate their availability so you always know who is available to work. With the free mobile app, you can manage schedules, anticipate updates, and respond to invitations on the go. Try Rentman and streamline your scheduling process today! Learn more about Rentman

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
Visual Planning is a full-scale Employee Scheduling platform designed to streamline staff management. Sign up for a free demo! Learn more about Visual Planning
Visual Planning is a full-scale Employee Scheduling platform. Configured with HR specialists and general managers in mind, oversee employee PTO, workloads, professional calendars, & more using Visual Planning’s popular scheduling tools. Manage reports, projects, and resources across all devices for a seamless management platform. Tailor the ideal management software that meets your company’s needs. Sign up for a free custom demo today! Learn more about Visual Planning

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
PlanningPME is an employee scheduling solution. It allows you to manage resources, tasks, customers, interventions and projects. Learn more about PlanningPME
PlanningPME is an employee scheduling tool and can be fully customized, used by more than 5000 companies. Small and medium-sized businesses and large groups already trust it! Use a solution that adapts to your needs. Manage your employees' schedules efficiently. Wherever you are, share and assign tasks in real time. Plan events with precision. Organize time off and other absences. Get more visibility into your calendar, build dedicated integrations with Google Calendar & Excel.Free 30-day trial. Learn more about PlanningPME

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
Canada Local product
Cloud-based solution that enables businesses to automate scheduling that helps assign shifts and jobs to the employees. Learn more about MX-SmartScheduler
Cloud-based solution that enables businesses to automate scheduling that helps assign shifts and jobs to the employees. Retailers, restaurants, and hotels survive on profit margins. Its always intensive work to guess the accurate number of employees needed to cover a shift or the best worker to fill an open shift against skill and availability. With MX-SmartScheduler, its now easy to schedule the right employee and to assign him to the right place. Built for companies with 50 employees and up. Learn more about MX-SmartScheduler

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
End to end workforce management for remote teams. Learn more about Alloc8
Alloc8 is intelligent workforce software that helps you easily manage your jobs, workers and assets - cutting down admin time, reducing unnecessary costs, and keeping your workers safe. Features include advanced scheduling features such as filtering by distance or skill, digital timesheeting, automated invoicing and documentation, integrated payroll, and more. Learn more about Alloc8

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
Canada Local product
Celayix provides the best workforce management software to fit the needs and complexity of today's modern and dynamic workforce. Learn more about Celayix
Celayix delivers a powerful best-of-breed solution as one of the leading employee scheduling softwares in todays market. With Celayix you can schedule thousands of shifts in minutes, recover up to $350 per employee a month and cut the time it takes to create a shift schedule by 95%. Reduce the costs, effort, and headaches of managing your workforce all while seeing immediate benefits of eliminated overtime, reduced turnover, and improved client satisfaction. Learn more about Celayix

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
Employee scheduling and time tracking software for hourly employees. Create schedules and track employee time. Learn more about ZoomShift
Ditch your spreadsheets, there's a better way to schedule and track time. With ZoomShift you can spend 80% less time creating schedules and reduce your labor costs. Our simple schedule builder makes it easy to build schedules, view availability and time off requests, monitor shift swaps, and track your labor targets. Your employees will love the mobile app, and you will love the major boost in productivity. Thousands of businesses rely on ZoomShift check it out for free today! Learn more about ZoomShift

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
Snap Schedule takes the hassle out of employee shift scheduling. It is easy to use, flexible, and has all the features you ever need. Learn more about Snap Schedule
Snap Schedule takes the hassle out of employee scheduling and help companies track and manage overtime and labor costs. Scalable to an unlimited number of employees, Snap Schedule helps you quickly create shift schedules, avoid scheduling conflicts, and get accurate data with comprehensive reporting. Using iPhone/iPad, tablets, and mobile devices, your employees can access their schedules, request time off, bid on open shifts, punch in/out,view time cards, update their availability, and more. Learn more about Snap Schedule

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
Canada Local product
Synerion is an easy to use tool that allows you to create and send employees their schedule.allows employees to trade shifts and more! Learn more about Synerion
Synerion is an easy to use scheduling tool that allows you to create and send employees their schedules. In addition employees can trade shifts, request time off, check department schedules, get notified of schedule changes. Our advanced scheduling allows users the ability to manage coverage by department, location, store, or any way in which you would need. Advanced scheduling is great for retail, healthcare or similar type businesses. Also we can help you with your time and attendance! Learn more about Synerion

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
Runn is a real-time resource management platform with integrated time tracking and powerful forecasting capabilities. Learn more about Runn
Runn is a real-time resource management platform with integrated time tracking and forecasting. Intuitively plan projects and schedule resources across the short and long term. Get a dynamic bird’s-eye view of capacity, workload and availability as you plan. Track project budgets and view forecasts of key metrics. Use Runn’s timesheets to monitor progress and compare plans with actuals. Integrate with Harvest, WorkflowMax, and Clockify. Use the API to connect your favorite tools with Runn. Learn more about Runn

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
Canada Local product
Flexible tools to build custom schedules and manage temp and flexible staff! A robust offer, booking and scheduling engine. Learn more about Workstaff
Made for staffing agencies and industries that manage flexible and temporary staff. Perfect for temp staff scheduling. Quickly create shifts, events and send offers to your temp staff or book them directly according to their availabilities. Add different locations, upload floor plans, detailed tasks lists, game day instructions. Add team leads, chat with different team members, track attendance, clock ins and outs, add premiums, breaks, bonuses, invoices for autonomous workers, pay runs solutions... Portal for clients to request staff. Learn more about Workstaff

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
Ganttic is a visual drag and drop scheduler. Instantly see who's on vacation, who's in a meeting, and who's ready for the next task. Learn more about Ganttic
Ganttic offers real-time visibility into your team's availability. Instantly see who's on vacation, who's in a meeting, and who's ready for the next task. The web-based platform ensures everyone on your team has access and is on the same page. With Ganttic, you can plan employee schedules weeks ahead with confidence. Anticipate project demands, peak workloads, and resource gaps. Ensuring you have the right people in the right place at the right time, every time. Learn more about Ganttic

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
Canada Local product
Workzoom offers HR, Workforce, Payroll, and Talent software to consolidate and automate your people management. Learn more about Workzoom
Workzoom is an all-in-one people management solution that helps businesses consolidate and automate their data. Workzoom provides businesses with the ability to manage their people from hire to retire in one easy-to-use solution that includes HR, Workforce, Payroll, and Talent. Stop chasing your company data around and get started with no long-term commitment for $4 per employee per month. Learn more about Workzoom

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
Trusted by teams of 2 to 20,000 to plan, track, and collaborate on work, Jira offers every team the top tools and practices for growth.
Jira is the #1 agile project management tool for all teams to plan, track, and manage any project. Customize workflows to your team’s processes, integrate with over 3,000 apps, automate any task or process with a few clicks, and get rid of mundane tasks with AI. As your single source of truth, Jira seamlessly connects teams that build software with those who launch and support it, so you never lose track of progress or context. And with a free edition, teams of up to ten users can leverage all the power of Jira at no cost, forever. Learn more about Jira

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
Schedule jobs, coordinate teams, track time and track projects, all in one place.
QuickBooks Time is proudly part of the QuickBooks family, and works alongside leading accounting tools like QuickBooks Online, Xero and MYOB. Schedule jobs, coordinate teams, track time and track projects, all in one place.” Learn more about QuickBooks Time

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
Automate your client bookings, cancellations, reminders & payments using the worlds friendliest online scheduling software.
Meet the personal assistant for your schedule (only better) that works 24/7, behind the scenes to fill your calendar and take work off your plate. From the moment clients book with you, Acuity is there to automatically send branded & customized booking confirmations, deliver text reminders, let clients reschedule on their own, and process payments so your day-to-day runs smoother even as business get busier. All you need to do is show up at the right time. Learn more about Acuity Scheduling

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management
Employee scheduling software for tracking team availability, evenly allocate tasks and prevent overload, burnouts and missed deadlines.
Clockify is employee and project scheduling software helping you track work hours, create staff work schedules, see everyone's availability, make adjustments when allocating tasks, and control costs and overall budgets. Individual time entries become valuable data about how each day is spent and give you insights on your employees' productivity habits. You can export reports on each working week and customize which data you want to include. Learn more about Clockify

Features

  • Employee Management
  • Messaging
  • Schedule Distribution
  • Shift Swapping
  • Attendance Management
  • Timesheet Management
  • Calendar Management
  • Self Service Portal
  • Mobile Access
  • Alerts/Notifications
  • Reporting/Analytics
  • Payroll Management

Employee Scheduling Software Buyers Guide

Table of Contents

  1. Employee Scheduling Software

Employee Scheduling Software

Employee scheduling software helps Canadian businesses manage employee work schedules while providing them with access to important information about their shifts and the wider schedule of their team. Ultimately, the software can assist businesses and employees with everything from task assignment and work rota creation to the management of employee availability and other personnel issues.

With employee scheduling software, a Canadian business can create a schedule that outlines when employees need to work, who they will be working with, and what needs to be done. The software allows users to carry out these scheduling tasks while providing quick and easy access to relevant information, such as employees who will be unavailable due to being on holiday or sickness. This can then result in more robust scheduling, with a reduced need to make changes to the planned work rota at a later time.

Employee scheduling software is primarily used by small and medium-sized businesses, although any Canadian organization may use it with a need to engage in work rota management and staff planning activities. Software of this type has various other names, including shift management software and workforce rostering software.

Employee scheduling software is often distributed as a standalone solution, although it can also form part of a wider personnel management package. Software applications of this kind are categorized alongside similar solutions, including attendance tracking software, clocking systems, and HR software. These different applications can be integrated to form a more comprehensive workforce management strategy.

Some employee scheduling software may target a specific industry or sector, while other options are more generalized and aim to appeal to a wider range of businesses and organizations. This can mean that precise features may vary from one program to the next. Furthermore, there are a number of core features that are present in almost all applications of this kind. There are also common features that are present in most solutions. In general, employee scheduling applications will allow users to carry out the following tasks:

  • Create, manage, and access information related to employee scheduling, such as work rotas

  • Oversee a database containing important information about employees or personnel

  • Monitor the in and out times of employees at the workplace through the use of a time clock

  • Facilitate shift swapping and manage employee requests for holidays or annual leaves

What is employee scheduling software?

Employee scheduling software, also known as shift management software or staff scheduling software, is the name given to software solutions that help organizations to manage work schedules. Users can perform various tasks, such as allocate shifts to employees, manage staff holidays or annual leaves, and oversee the number of times employees go in and out of work. Additionally, software of this kind can often facilitate task assignments, too.

Through this software, Canadian organizations can maintain an employee database and quickly and easily access information related to work schedules. Moreover, organizations can use the software to create a work schedule, update that work schedule, and access relevant information, such as requests for time off and the number of hours that employees have worked. Ultimately, this allows for more effective management of a workforce, fairer work scheduling, more effective allocation of work tasks, and greater flexibility.

Small and medium-sized businesses in Canada most commonly use employee scheduling software solutions, but these applications can also be used by larger enterprises and organizations that need to manage work rotas or general shift scheduling. In addition, it is critical to understand that employee scheduling software often has components geared towards employees, allowing them to access their schedules and swap shifts.

What are the benefits of employee scheduling software?

The benefits of employee scheduling software for Canadian businesses relate to its ability to help companies organize workforces more effectively. They also have access to all the critical information needed to create robust scheduling. With that said, software in this category can also benefit employees by improving flexibility and transparency. Some of the specific benefits associated with the acquisition of employee scheduling software are explained in more detail below:

  • More efficient employee scheduling: Among the main advantages of utilizing employee or team scheduling software is the ability to improve efficiency when creating work schedules. The manual creation of work schedules can be time-consuming because those responsible for scheduling need to consider all employees, their contracted hours, staff absences, general availability, etc. When making use of scheduling software, the entire process becomes much faster because the data related to availability can be easily accessed, while a basic scheduling template can be used and reused. Many solutions will also provide automation options, creating basic work schedules that can be amended when more information comes to light.

  • Greater employee flexibility: One key benefit tied to employee scheduling software involves providing employees with more flexibility over their own work schedule. Aside from serving as a tool for businesses and other organizations to create schedules, many of the best solutions will also include self-service tools for employees to use. The most important of these options is the ability for employees to swap shifts. This benefit provides staff with the ability to drop shifts that they cannot attend or seek additional shifts if they would like to boost their earnings. In many organizations, including retail shops, this flexibility can help keep employee morale high, and the ability to swap shifts can also reduce the workload for managers who would otherwise need to manually seek out replacements for employees who drop shifts.

  • More robust schedule creation: Creating work schedules can be a complicated matter because there are so many different factors that need to be taken into account. However, in addition to making schedule creation more efficient for an organization, employee scheduling software also has the potential to make the schedules created much more robust. As schedule creators will have all of the information they need at their fingertips, it becomes much easier to make a viable schedule, which will only require an amendment if employees opt to swap shifts. Issues like sick leave, holidays, and employee contracts can be factored into decision-making, ensuring that all employees work their minimum contracted hours and that any additional shifts are allocated fairly.

  • Improved employee recognition: Another key benefit associated with employee scheduling software is the various ways it can assist with employee recognition. The time clock feature on an employee scheduling program can make it easier to access an overview of which employees have worked overtime and which staff members have accumulated the most overall work hours in any given week, month, or year. Beyond this, the software can also potentially allow managers and business leaders to see which employees are most frequently stepping up to cover shifts when employees are absent or when employees make requests to swap shifts. This ability makes it easier to single out team players and top performers for recognition.

  • Compliance with employment laws: Using employee scheduling solutions can also help organizations ensure they are fully compliant with the employment laws in the United Kingdom. Through this software, users can access real-time information on the number of hours each employee has worked and their contractual status. Furthermore, overtime and bonus payments can also be calculated using the software. This benefit can help prevent situations where employees are working too often or are not being adequately compensated for extra work they carry out beyond what their contract mandates. Scheduling software can also help ensure that employers give workers adequate time between working two shifts, and this can be especially important in some industries, like the hotel and service industries, where there may be demand for late and early shifts.

What are the features of employee scheduling software?

Employee scheduling software features aim to assist organizations with various tasks related to creating work schedules, managing work rotas, and tracking employee holidays and leave requests. There can be significant variations in the precise features on offer and how these features are implemented. The following can be described as core features that buyers can expect to find in the vast majority of software solutions within this category:

  • Employee database: Build and maintain a database for all employees for all information relevant to scheduling to be easily accessed on demand. For each entry within the database, several details can be added or amended, including names, contact information, each employee's role within the company, their rate of pay, and more. This information can then be used by organizers or by the software's built-in scheduling engine to create logical work schedules, with the right employees being selected for the right roles. In some cases, demographic information may also be included, such as age and gender, which can allow for the creation of inclusive schedules that provide the best demographic makeup. For example, it can avoid situations where men outnumber women or when all employees scheduled for a shift are younger or inexperienced.

  • Employee scheduling: Create employee schedules so that all the workforce members know what shifts they are working. Most software will facilitate both manual and automated schedule creation. Furthermore, allowing organizations to have the choice to manually allocate shifts to employees or utilize automation tools to create a logical work schedule based on the information contained within the database, such as employee availability information. Automated scheduling within some software solutions will utilize artificial intelligence and machine learning to continually improve the quality of automated schedules. Of course, once a schedule has been created, it can be amended at any point, allowing businesses to contend with staff absences or other unexpected eventualities. Many software applications will also allow employees to access their schedules using their own devices. The schedule itself is usually displayed using calendar functionality so that users can see past, present and future shifts.

  • Online time clock: Records in and out times of employees through an online clock. With this feature, users can clock in when they arrive in the workplace or begin their shift and then clock out when they leave or end their shift. The best software solutions of this kind will offer real-time visibility into who is clocked in at any given time, which can be especially important in emergencies when a headcount may be required. Providing employees with the ability to quickly clock in and out can also result in more accurate payroll. Furthermore, the online component also has the potential to allow employees to clock in and out when they are working remotely, which is becoming an increasingly important consideration for many businesses.

  • Holiday/leave tracking: Oversee all information related to employee holidays and leave requests. Any approved holiday periods should be visible within the software so that leaders within an organization can plan their schedules accurately and with all of this information. Many solutions will allow employees to submit requests for time off, and these requests can either be approved or declined by managers and other senior figures within an organization. Another key feature is the ability to track the amount of time off each employee has taken over the year or another defined period. This then makes it possible to automatically decline requests, where leave would exceed the amount of time off employees are contractually and legally entitled to. In software packages with a strong automation component, there may be options to enable or disable automated approval for holidays and leave, depending on the organization's needs and based on the information in the database.

  • Shift swapping: Provide employees with the ability to make requests for shift swaps. This functionality can allow staff to drop shifts that they cannot attend or pick up additional shifts if they need more work. Shift swaps can be completed on a self-service basis, and some software packages will provide options so that organizations can approve or disapprove individual shift swap requests. Ultimately, this allows for a more flexible approach to scheduling and can avoid situations where an organization is left understaffed due to absences.

  • Mobile access: Make employee work schedules and other relevant information accessible to users on mobile devices, including mobile phones and tablets. Mobile accessibility is becoming a more critical feature within employee scheduling software systems, especially for organizations with field agents or remote workers, as they may need to rely on mobile devices to access information. Some cloud-based software solutions can be easily accessed using various internet-enabled devices, while other solutions may provide a separate dedicated mobile app that offers many of the same core features. Regardless of the delivery method, high-quality software that prioritizes mobile accessibility will also ensure that content is optimized for mobile screens.

Capterra's software directory makes it easier for organizations to find the best employee scheduling or workforce rostering software for their specific needs. Using the search tools provided, users can explore the potential options within this category and sort them according to the features they contain. It allows organizations and other buyers to streamline the entire search process by focusing on options that contain required features and functions while simultaneously eliminating any products that are least likely to be suitable.

What should be considered when purchasing employee scheduling software?

When purchasing employee scheduling software or exploring the various options on the market, many different considerations need to be focused on. It is crucial, after all, for buyers to prioritize finding the best solution for their needs rather than simply looking for the best overall solution. An effective way to approach this is to ask some critical questions and attempt to come up with answers that will help guide the purchasing process. Some of the main questions that users should ask include the following:

  • How much does employee scheduling software cost? The price of software is always a critical factor in any buying decision, but with employee scheduling software that will be used over the longer term, buyers need to think about the total cost of use over the full ownership cycle. That means thinking about the complete cost of purchase and any other startup fees linked to installation, data storage, and security measures. In the case of cloud-based software, there may also be subscription fees involved, and these need to be factored in over the entire duration of the subscription agreement. Furthermore, buyers should also think carefully about any 'hidden' costs that may be associated with acquiring future software updates, and new versions, accessing technical support, and training employees or onboarding managers so that they can fully utilize the software effectively.

  • What is the best software deployment method? Buyers also need to consider which approach to software deployment they will use. Most people are familiar with an on-premise deployment, where the buyer acquires the software licence and then takes responsibility for installing the software on their systems. This method has high upfront costs and limited flexibility, but it does provide a greater sense of control, and the long-term costs can be lower than the main alternative, cloud-based software. This refers to software delivered using cloud technology, usually on a Software-as-a-Service (SaaS) basis. With such an approach, a third-party service provider charges a subscription fee in exchange for taking on the responsibility of remotely deploying the software and handling the technical issues, like security and data storage. Cloud-based software has low upfront costs, although the long-term costs can result in much more than on-premise deployment due to the ongoing fees. The key benefit of cloud-based software is its flexibility, as it can be accessed using a wider range of devices, and this can be especially beneficial for organizations employing remote and hybrid workers or field agents. Coming to a final decision on the on-premise vs cloud software debate will require buyers to think about where priorities will lie in terms of flexibility, upfront costs, and ownership or control of the software.

  • Which reporting and analytics features are available? Many employee scheduling software packages will include additional features, and an effective example of this is linked to the area of reporting and analytics. Best-in-class solutions may include a dashboard with key information about shift durations and employee workloads. This information can potentially be used to make decisions regarding how many staff members need to be in during a particular shift, and how many people need to be employed for each role.

What are the most relevant employee scheduling software trends?

The most relevant employee scheduling software trends also need to be carefully assessed before deciding which product to purchase. Buyers need to know that the software they are acquiring has been designed and developed with an awareness of the main trends currently emerging. This is one of the top ways to ensure that the software is suitable for long-term use and is as future-proof as possible. Some of the most significant trends related to employee scheduling and software of this kind include those outlined below:

  • Increased use of AI technology: Artificial intelligence is a technology that is being deployed more and more, especially as it has become more dependable. Scheduling software with AI functionality already exists, and this AI tech can help automate many of the most common scheduling tasks so that only small changes may be required. However, AI can also be used to improve the actual quality of employee scheduling, too. As an example of this, AI may be able to detect the ideal number of employees in the workplace for specific shifts. Then this can then help businesses optimize their staffing levels, potentially reducing costs during less busy periods while also avoiding instances of understaffing during busier times. Buyers need to consider the various advantages related to artificial intelligence and acquire work scheduling software that delivers these benefits.

  • Use of chatbots for simple requests: As with most software packages, users of scheduling software may require technical support from time to time. A growing trend within software development as a whole, but especially with workplace management solutions, is the use of chatbots to handle many of the most basic questions users may have. Chatbots are powered by AI and can provide an experience similar to communicating with a human via a live chat feature. The chatbot will interpret questions from users and provide answers where possible. In a situation where the chatbot cannot deal with the request, the transcript can be sent to a human who can then pick up the issue and provide more in-depth support. Crucially, however, chatbots are more than capable of providing technical support 365 days of the year on a 24/7 basis, with no need for sleep, breaks, or time off.

  • Flexibility for mental health support: An important consideration for businesses managing a work schedule is the creation of a robust mental health policy. Indeed, Capterra research reveals that 75% of Canadian employees think it is a moderate to high priority for their companies to address mental health in the workplace. Beyond this, mental health problems and related absences cost companies billions every year. A good, evidence-based mental health policy can help to limit the costs and reduce long-term absences by providing employees with a greater degree of flexibility. This could include providing shift swapping options for workers who may be struggling or offering remote working opportunities if people are having difficulty commuting to the workplace. Quality scheduling and staff planning software should be designed to help organizations facilitate this kind of flexibility.

  • Remote and hybrid working models: Finally, businesses need to invest in employee scheduling software that provides any necessary features related to remote and hybrid working models. The COVID-19 pandemic represented a watershed moment for many industries and their workers, and remote work is a much more common practice than before the pandemic. In fact, a 2021 study by Capterra revealed that 34% of Canadian employees are more productive when working from home. Employee scheduling solutions have started to adapt to this change, with features including the ability to differentiate between remote and on-site workers within an employee schedule and options to rotate remote working privileges. Companies should try to identify software that includes any remote and hybrid working features relevant to their scheduling efforts.

Sources:

The features highlighted were identified based on their relevance and the percentage of products in Capterra's directory that offer them. The following sources were used for this document:

  1. Mental health in the workplace: Do employees feel prioritized? - Capterra Canada Blog (Date accessed: Thursday, January 5, 2023)

  2. Productivity when working from home: 7 insights from Canadian employees - Capterra Canada (Date accessed: Thursday, January 5, 2023)