The 10 best employee scheduling and shift planning software tools and apps

Scheduling shifts shouldn’t feel like solving a 1,000-piece puzzle. But without the right tools, it can be a huge challenge involving last-minute changes, no-shows, and endless back-and-forth messages.

That’s where automation comes in. A good employee scheduling app takes manual work out of the equation. It helps you create schedules, track employee hours, handle time-off requests, and keep your workforce running smoothly, minus the stress. 

There are dozens of employee scheduling apps out there. Sifting through them all to find the right one for your business? That’s a challenge on its own.

In this guide, we explain exactly what shift scheduling software does, the key features to look for, and the biggest benefits of using one. Plus, we’ve put together a list of the best employee scheduling apps in 2025, so you can skip the guesswork and find the right fit faster.

What is employee scheduling software?

Employee scheduling software is a tool that helps businesses create schedules, assign shifts, and manage employee work hours. Instead of relying on spreadsheets or manual scheduling, these tools automate the process, making it easier to track who’s working, when, and where.

Good shift scheduling software works through a dashboard where managers can set shifts, employees can check their schedules, and any changes update in real-time. Many tools also include time clock features to track attendance and log hours worked. Some even sync with payroll, so the system logs worked hours directly into pay calculations.

4 benefits of shift planning software tools and apps

Great employee scheduling software does a lot more than organize shifts. It can solve real problems. Here’s how the right scheduling app can make things faster, smoother, and way less stressful:

Saves time and reduces workload

Shift scheduling by hand can take considerable time. A scheduling app can do it in minutes. Managers can drag-and-drop shifts, copy weekly schedules, and set recurring shifts instead of starting from scratch every time. This can eliminate the need for endless back-and-forth messages with employees. They see their shifts instantly, and any changes update in real-time.

Improves accuracy

Manual scheduling can often lead to mistakes like double bookings, missing shifts, or employees getting scheduled outside their availability. Employee scheduling software can catch these issues before they happen. It can flag conflicts, track hours correctly, and prevent costly scheduling errors.

Reduces labor costs

Overstaffing eats into profits. Understaffing leads to burnout. Good employee scheduling software can keep things balanced. It can show exactly how many people you need, prevent unnecessary overtime, and therefore, keep labor costs under control. Some tools also connect with payroll, so wages match actual hours worked.

Helps with compliance and record-keeping

Violating payroll rules, overtime laws, or required break policies can lead to fines. Employee scheduling app time clock features can help track work hours, making sure schedules follow labor laws. Some tools can even alert managers if shifts go over legal limits. They generally log everything automatically too, so there’s a clear record if you ever need it.

Top 10 best employee scheduling apps

Finding the right shift employee scheduling software isn’t easy. Some tools work best for small teams, while others may be better for handling large, complex workforces. Below, you can find a list of some of the best employee scheduling apps in 2025 and what each tool does well.

1. Rippling

Rippling offers a dedicated scheduling tool that merges effortlessly with its payroll, HR, and time tracking functions, making it a comprehensive all-in-one workforce management platform.

Key features

• Managers can create schedules using a drag-and-drop interface, making shift planning way faster and more efficient.
• Managers can set rules for breaks, overtime limits, and shift preferences to make sure schedules meet business policies and labor law requirements.
• The system can automatically assign shifts based on employee availability, job roles, and business rules.
• Rippling's built-in time and attendance software tracks attendance and hours worked in real time.
• The software syncs directly with Rippling’s payroll software, ensuring accurate pay calculations without manual entry.
• Employees can submit time off requests and managers can approve or deny these requests instantly.
• Real-time notifications alert employees about schedule updates, shift swaps, and changes.
• The system includes compliance tracking to prevent overtime violations and scheduling conflicts.

Strengths

• All-in-one platform: Rippling combines global Payroll, HR, IT, and Spend management in one system, eliminating the need for multiple tools.
• Automated shift planning: The system can fill open shifts based on availability and business needs, reducing scheduling workload.
• Real-time updates: Employees receive instant notifications about schedule changes, keeping everyone in the loop.
• Seamless payroll integration: Scheduled and worked hours sync directly with payroll, eliminating manual calculations and errors. 

2. Sage HR

Sage HR provides a dedicated scheduling tool within its HR software which enables businesses to manage shifts, track time, and handle leave requests in one system.

Key features

• Managers can create and assign shifts within the scheduling tool.
• Managers can set shift patterns and recurring schedules to automate repetitive scheduling tasks.
• Employees can view their schedules and submit shift change requests through the system.
• The platform includes a time clock feature that tracks the hours employees work.
• Employees can submit time off requests which managers can approve or deny.
• The scheduling tool integrates with payroll, so the system automatically applies recorded work hours to pay calculations.

Strengths

• Integrated HR and scheduling platform: The scheduling tool is part of an HR system that includes performance management, time tracking, and payroll.
• Payroll connectivity: The platform links scheduling and work hours with payroll processing.

Weaknesses

• Dependent on Sage HR system: The scheduling tool is available only within Sage HR’s broader software suite.
• Limited mobile functionality: The mobile application is basic and lacks many scheduling features.
• Difficult setup and poor customer support: Users report that the system is hard to set up correctly, and customer service is unhelpful. US users often struggle to get support because of the company’s UK-based hours.

3. Homebase

Homebase offers a dedicated scheduling tool aimed at small businesses, providing shift scheduling, time tracking, and team communication features.

Key features

• Managers can create and adjust schedules using a drag-and-drop scheduling tool.
• Employees can view their schedules and receive shift reminders through the mobile app.
• A time clock feature allows employees to clock in and out.
• The system includes automatic overtime tracking to monitor labor costs.
• Employees can swap shifts or request schedule changes directly within the app.
• The scheduling tool integrates with payroll, syncing recorded work hours to pay calculations.

Strengths

• Designed for small businesses: The platform serves retail, restaurants, and other hourly workforces.
• Mobile accessibility: Employees can check schedules, swap shifts, and get reminders through the app.

Weaknesses

• Limited scalability: The system lacks advanced workforce management features that larger businesses may require. 
• Manual break entry required: Businesses with mandatory break rules must manually enter breaks for each shift, as the system doesn't automatically deduct break time.
• Lack of built-in lunch breaks: Managers must split shifts into two separate blocks to account for lunch breaks instead of adding them within a single shift.

4. BambooHR

BambooHR provides scheduling capabilities within its time tracking and HR software, enabling businesses to manage shifts alongside other workforce management functions.

Key features

• Managers can create and adjust schedules within the platform.
• Employees can view their assigned shifts and track hours worked.
• A time clock feature logs employee attendance and time entries.
• Employees can submit time off requests and managers can approve them within the system.
• Managers can set up automatic reminders for upcoming shifts and time tracking.
• The platform integrates with payroll, transferring tracked hours for pay processing.

Strengths

• Part of an integrated HR system: The employee scheduling app connects with other HR tools, including payroll and performance management.
• Time tracking included: The platform records hours worked and links them to payroll.

Weaknesses

• Shift differentials can be difficult to manage: Some users report challenges handling different pay rates for various shifts.
• Limited customization: The system places a focus on quick deployment, but its off-the-shelf approach can restrict flexibility.
• Slow support response times: Users report that customer support is neither fast nor particularly helpful when there's a need for assistance. 

5. Deel

Deel doesn't provide a dedicated scheduling tool, but includes some scheduling capabilities within its time and attendance system.

Key features

• Deel's time tracking enables businesses to monitor work hours for international employees and contractors.
• The platform supports automated timesheets for payroll processing.
• Managers can set overtime rules and track compliance for different jurisdictions.
• Employees can log hours and submit timesheets through the platform.
• The system automatically syncs recorded work hours with payroll to calculate payments.
• Deel offers reporting tools that provide insights into employee work hours and attendance trends.

Strengths

• Global payroll and compliance integration: Deel connects work hour tracking with international payroll and contractor payments.
• Multi-country time tracking: The system supports compliance with different labor laws across multiple regions.

Weaknesses

• Limited scheduling features: The platform focuses on payroll and compliance, with minimal tools for managing complex shift-based workforces.
• Mobile app lacks full functionality: Some features available on the desktop version are missing from the mobile app, reducing usability for employees who rely on mobile access.
• Difficult customer support experience: Users report that email inquiries receive automated responses directing them to the in-app chat, which only provides chatbot-generated FAQ answers with no option to transfer to a real person.

6. Deputy

Deputy provides a dedicated employee scheduling tool designed for shift-based industries, offering workforce planning, time tracking, and compliance features.

Key features

• Managers can create and adjust schedules using a drag-and-drop interface.
• Employees can view schedules, swap shifts, and request time off within the platform.
• The system includes automated overtime tracking and compliance monitoring.
• Managers can set labor cost controls by tracking wage expenses in real-time.
• The platform integrates with payroll systems, syncing scheduled and worked hours for payment calculations.
• AI-powered auto-scheduling can fill shifts based on employee availability and business rules.

Strengths

• Industry-focused scheduling: The platform serves businesses with shift-based workforces, such as retail, hospitality, and healthcare.
• Real-time labor cost tracking: Managers can track labor costs in real time while creating schedules, allowing them to manage expenses more effectively.

Weaknesses

• Limited reporting customization: Users report that the platform’s reporting features lack flexibility and could be easier to navigate.
• Mobile app limitations: Some users find the mobile app less user-friendly and wish it included more features for employees to manage their schedules.
• High administrative workload: While Deputy assists with scheduling and time tracking, some administrators find it time-consuming to schedule shifts, assign tasks, approve timesheets, and make adjustments.

7. Paylocity

Paylocity offers a scheduling tool within its broader time and labor management system, providing shift planning, time tracking, and payroll integration.

Key features

• Managers can create and edit schedules using a drag-and-drop interface within the platform.
• Employees can view schedules and request changes through the web portal and mobile app.
• The system includes an automated time clock that tracks employee attendance and hours worked.
• Overtime tracking and compliance monitoring record labor hours and track schedule adherence.
• The scheduling tool integrates with payroll and applies recorded hours to payroll calculations.
• Managers can set rules for shift assignments based on availability preferences, skills matching, and company policies.

Strengths

• Payroll and scheduling integration: Paylocity links its scheduling tool directly with payroll processing.
• Workforce management suite: The platform offers scheduling alongside other HR and payroll features.

Weaknesses

• Customer service delays: Users report that customer support responses can take days, weeks, or even months, making it difficult to resolve issues quickly.
• Confusing interface: Some users find the platform difficult to navigate, particularly when managing scheduling and time tracking.
• Calendar navigation issues: The scheduling calendar displays dates several months ahead by default, requiring manual scrolling to view upcoming schedules.

8. When I Work

When I Work provides scheduling software for shift-based businesses, offering time tracking, team communication, and workforce management tools.

Key features

• Managers can create and adjust schedules using a drag-and-drop interface.
• Employees can view their schedules, request time off, and swap shifts through the mobile app or web portal.
• The system includes an automated time clock that tracks employee attendance and worked hours.
• Managers can set scheduling rules based on availability, job roles, and labor law requirements.
• The platform integrates with payroll, transferring recorded hours for payroll processing.
• Automated shift reminders and notifications keep employees informed about schedule updates.

Strengths

• Mobile-first platform: The system has a focus on mobile use, enabling employees to access schedules, request time off, and swap shifts from their phones.
• Simple scheduling interface: The drag-and-drop functionality enables managers to quickly create and modify schedules.

Weaknesses

• Confusing default view: When users open When I Work, the platform defaults to the "available shifts" tab instead of showing their current schedule, which can cause confusion.
• Customer service limitations: Support often relies on automated responses and links rather than direct engagement with a representative.
• Schedule update issues: Changes made by one user require others to refresh the website to see updates, leading to possible scheduling conflicts when multiple users make changes simultaneously.

9. Justworks

Justworks provides HR and payroll services with some workforce management features, including basic scheduling tools, but it doesn't offer a dedicated shift scheduling platform.

Key features

• Managers can create and assign shifts within the platform's workforce management system.
• Employees can access schedules and time-tracking features through the Justworks dashboard.
• The system includes an automated time clock for tracking hours worked.
• Payroll integration allows recorded work hours to sync directly into payroll processing.
• Managers can set and enforce scheduling policies, including overtime restrictions.
• The platform supports compliance tracking to monitor labor law adherence.

Strengths

• Payroll and HR integration: The platform connects scheduling, time tracking, and payroll.
• Basic compliance tracking: The system can help businesses stay within labor law requirements by enforcing overtime rules.

Weaknesses

• Rigid shift management: The platform doesn't support dynamic shift swapping or auto-scheduling, requiring manual adjustments for schedule changes.
• Limited scalability: The platform offers basic workforce management tools, but expanding businesses may find it difficult to scale as needs grow.
• Customer support inconsistencies: While support agents are friendly, they aren't always well-versed in handling multi-state compliance or ongoing issues.

10. ADP Workforce Now

ADP Workforce Now is a cloud-based human capital management (HCM) platform that includes scheduling features as part of its broader workforce management suite.

Key features

• Managers can create, assign, and adjust schedules through the platform’s scheduling module.
• Employees can access schedules and request changes through the web portal and mobile app.
• The system includes automated time and attendance tracking for shift-based workforces.
• Managers can set rules for scheduling, including availability, overtime limits, and compliance with labor regulations.
• The platform integrates scheduling with payroll processing.
• Workforce analytics and reporting tools provide insights into scheduling trends, labor costs, and attendance patterns.

Strengths

• Integrated HCM solution: ADP Workforce Now combines scheduling with payroll, HR, and benefits administration.
• Advanced reporting and analytics: The system includes detailed labor cost tracking and workforce analytics.

Weaknesses

• Glitches in the mobile app: Users experience occasional bugs in the mobile app, especially after updates.
• Learning curve: New users struggle to navigate the time and attendance features.
• Scheduling component severely lacking: The platform lacks robust scheduling tools, making shift management more difficult.

How to choose the best employee scheduling software 

Choosing the right employee scheduling software can make or break workforce management. The right tool should simplify shift planning, reduce scheduling conflicts, and take the hard work out of complying with labor laws. Here are some steps to follow to select the best option for your business:

Step 1. Identify business needs and workforce requirements

Before committing to a scheduling platform, outline your company’s specific needs. Consider factors like staff scheduling complexity, workforce size, and the industries you operate in. Shift-based businesses, for example, require flexible scheduling tools that can accommodate last-minute changes, while larger organizations may need enterprise-level workforce management solutions.

 Identifying key requirements can help you choose software that aligns with exactly how your team operates.

Step 2. Compare usability and employee adoption

Personnel scheduling software is only effective if managers and employees can use it with minimal training. Look for a platform with an intuitive interface, clear navigation, and a mobile-friendly design. Employees should be able to view schedules, request time off, and swap shifts without battling to find important features.

Reviewing user feedback is a great way to gauge how easy the software is to use for both administrators and employees.

Step 3. Evaluate scalability

Your scheduling software should grow with your business. A tool that works well for a team of 10 may not be suitable for a workforce of 500, for example. Check whether the platform supports multiple locations, different job roles, and complex shift structures. Scalability also includes integration capabilities. So, software that connects with payroll, HR, and time tracking tools can make expansion a lot smoother as your company grows.

Step 4. Analyze pricing and return on investment (ROI)

Employee scheduling software comes in different pricing tiers, from a free plan with basic scheduling features to paid plans with advanced tools like auto-scheduling, compliance tracking, and workforce analytics. While free options may work for very small teams, businesses that require more robust scheduling and time-tracking features should consider the long-term value of investing in a paid plan.

It's a good idea to weigh the cost against the time savings, reduced labor costs, and improved compliance the software provides.

4 features to look for in software apps for employee scheduling

Not all scheduling tools offer the same capabilities. Typically, businesses need software that does more than just assign shifts. The right employee scheduling software should simplify scheduling, improve compliance, and merge seamlessly with payroll and HR systems. Here are the top features to consider when choosing the best solution:

Time and attendance tracking

Accurately tracking employee hours ensures that payroll runs smoothly and helps businesses stay compliant with labor laws. A strong online employee scheduling software should log work hours in real time, prevent time theft, and flag overtime before it becomes a cost issue. 

Employee self-service and shift swaps

Employees should have the flexibility to manage their schedules without constant manager intervention. A good employee scheduling app should allow workers to view upcoming shifts, submit time-off requests, and swap shifts with approved coworkers. Real-time notifications ensure that everyone stays informed about schedule changes, reducing miscommunication and last-minute no-shows.

Compliance and labor law adherence

Labor laws require businesses to follow strict regulations regarding overtime, break periods, and work-hour limits. The best employee scheduling software prevents scheduling conflicts that violate these laws. A robust compliance feature will flag shifts that exceed legal limits, track required break times, and keep a clear digital record of all worked hours in case of audits.

Integration with payroll and HR systems

Manually entering worked hours into payroll creates errors and adds extra administrative work. A reliable scheduling platform syncs directly with payroll and HR systems, logging hours worked, calculating wages, and processing payroll without manual input. This integration can save time and prevent payroll mistakes.

Put employee scheduling and shift planning on autopilot with Rippling

Managing employee schedules shouldn’t be a time-consuming, error-prone task. Rippling takes the manual work out of scheduling by automating shift planning, time tracking, and compliance. And it does it all within a single system that seamlessly merges with payroll and HR.

As an all-in-one workforce management platform, Rippling unifies HR, Payroll, IT, and Spend in one system, built on a single source of truth. This enables you to automate your entire workforce operation, from onboarding new hires to managing complex scheduling needs.

Effortless employee scheduling and time tracking

Rippling’s employee scheduling software function makes shift planning fast, flexible, and automated. With drag-and-drop scheduling, managers can assign shifts in seconds, while real-time shift notifications make sure employees always stay in the loop.

Instead of juggling spreadsheets or manual updates, Rippling enables you to:

• Assign shifts automatically based on employee availability, job roles, and business needs.
• Customize scheduling rules for breaks, overtime, and compliance requirements.
• Enable employee shift swaps without disrupting the schedule.
• Reduce labor costs by identifying overstaffing and overtime risks.

Plus, you can say goodbye to chasing up timecards. Employees clock in and out directly from the Rippling app, and the system automatically logs worked hours with down-to-the-second accuracy.

Seamless payroll integration with real-time compliance tracking

Rippling eliminates payroll challenges by automatically syncing scheduled and worked hours with payroll. No manual calculations required! It also helps businesses comply with labor laws by:

• Tracking overtime in real time and flagging potential violations.
• Enforcing mandatory breaks and rest periods in line with labor regulations.
• Keeping a secure, auditable record of all scheduled and worked hours.

With Rippling, you can do so much more than just schedule shifts. You can streamline payroll, reduce compliance risks, and optimize workforce operations all in one place.

Best employee scheduling software FAQs

What is the best way to schedule employees?

The best way to schedule employees is to use automated software for employee scheduling that removes manual work, reduces errors, and helps with compliance. Businesses should use a tool that assigns shifts based on employee availability, job roles, and labor policies.

A great staff scheduling software should:

• Automate shift assignments to save time and reduce scheduling conflicts.
• Allow employees to manage their shifts, swap shifts, and request time off with ease.
• Provide real-time updates so employees always have access to the latest schedule.
• Sync with payroll to ensure the accurate recording and payment of worked hours.

What is the best software or app for employee work schedules?

The best employee scheduling software depends on what your business needs. Small businesses may prioritize simple drag-and-drop scheduling, while larger companies may need a fully integrated workforce management system.

Rippling stands out as an all-in-one workforce management platform that combines HR, Payroll, IT, and Spend into a single system. It automates scheduling, tracks hours worked with down-to-the-second accuracy, and syncs seamlessly with payroll, eliminating manual entry errors and making compliance far less stressful. 

How much do employee scheduling software tools cost?

Pricing for shift planning software varies widely. Some platforms offer a free plan with basic features, while paid plans include advanced scheduling automation, compliance tracking, and payroll integration. Businesses should consider long-term value. A robust scheduling tool can save time, prevent costly errors, and improve workforce efficiency.

How do you manage employee shifts effectively?

Effective shift management requires the right tools and processes. Businesses should:

• Automate scheduling to reduce manual workload and errors.
• Use real-time tracking to monitor attendance and prevent overtime violations.
• Enable employee self-service so workers can swap shifts and submit time-off requests without manager intervention.
• Sync scheduling with payroll to ensure accurate wage calculations.

This blog is based on information available to Rippling as of April 1, 2025.

Disclaimer: Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide or be relied on for tax, accounting, or legal advice. You should consult your own tax, accounting, and legal advisors before engaging in any related activities or transactions.