Best Employee Scheduling Software for Small Business in 2025

1. It is free! The free version of the app provides everything we need to solve our scheduling challenges.
2. It is user-friendly. The web app is great for monthly scheduling, and the mobile app works for our team to view their shifts, etc.
3. It was great that I could begin using it right away. There was no complicated onboarding process or steep learning curve.

I stumbled upon Homebase after a Google search looking for a scheduling tool. It has proven to be invaluable for coordinating the cleanings for my LLC's short-term rentals. Prior to using Homebase, we experienced significant challenges in efficiently managing and organizing the cleaning schedule for multiple properties with multiple members of our cleaning team. It was a time-consuming and error-prone process, resulting in delays and dissatisfaction among the team. We have used it for over three months now and have thoroughly enjoyed using the tool.

1. The system sends a lot of automated notifications (app alerts, emails, text messages).
2. There is a lot more functionality than we use it for, which is frustrating. We don't handle payroll, etc., through the app, but get notifications about these features all the time.
3. Limited customization; I don't need an alert every time there is a scheduling "conflict" because oftentimes one employee will handle the turnover for multiple properties in a given day. I wish I could customize my views, alerts, etc., to better meet our needs.

I have never used other scheduling tools so I'm unsure how it compares.

One thing to think about is how you will handle communication and collaboration. Homebase's communication tools work adequately but aren't very robust. I sometimes get better responses from our team by just texting them, so consider how the tool facilitates communication and collaboration among team members. Look for features such as real-time notifications, messaging capabilities, and the ability to easily share schedule updates and changes.

No changes that I'm aware of.

It's hard to answer this, but it's worked great for us - a small team of people managing short-term rental properties with a small team of people handling the scheduled cleanings for these properties.

1. User-friendly interface in both the app and the web-based platform
2. Easy to manage a high-volume of team members
3. Solved our problems of needing a centralized scheduling system for multiple locations and a reliable time-keeping app

I utilized when-i-work while employed with JAG Physical Therapy. I have 8 months' experience utilizing the system. It was purchased to be a schedule management system to schedule, track time and attendance, and communicate with our hourly employees. The pain points leading to purchase included a need for an all-access central scheduling system that can accommodate multiple site locations. The key benefits included the ability to keep track of time off, employee availability, and manage shift swaps with a few clicks.

1. The chat feature is clunky. We chose to utilized WhatsApp instead for security purposes
2. Difficulty with integration into ADP payroll system
3. Various aspects of the clock in/clock out logistics, with GPS tracking. This led to extra work when people forgot to clock in or out and had to manually enter

I preferred When-I-Work's App vs Deputy, however preferred the web-based interface of Deputy. It was easier to find settings for changes, easier to copy and duplicate shifts in a series with customization.

1. Cost - When-I-Work is an affordable choice for what you get
2. Other systems in your workplace - check for the ability to integrate
3. Comparison of chat features vs other options - have to find what works best for you. Would be better if when-i-work was encrypted.

It became more user-friendly over the 8 months I utilized the app. The customer service team was helpful in solving challenges that arose.

Any multi-location entity

Rippling is quite comprehensive and has more functionality than other HRIS I have used, such as the pulse/survey tool right within the platform. It also integrates with Slack, so notifications and reports can be sent there. I like the workflow options as well, which allow you to set things up to launch when certain conditions are met, e.g. send an onboarding survey a month after start date.

We are a relatively new company and did not have an HRIS in place. After looking at a few we opted for Rippling because of the functionality it offered as well as integrations and automations. We have been using it for about 9 months.

Rippling has been around for a few years but it feels like they are still working out some bugs. There are certain things that just don't work the way you'd expect. We have recently implemented their global payroll app for our Canadian employees and it doesn't do things like break out vacation time, etc. It has a reporting function but it's a bit hard to get exactly what you're looking for and the charts that it creates don't always display information in the most relevant way.

Rippling is quite user-friendly in terms of interface. It has more functionality than others I've used and they're doing a great job figuring out how to incorporate integrations to make it really useful.

It's very good for US employees but is missing a few features for global payroll at this time. Best to understand how all modules are priced so you know what's worth implementing and don't end up paying for functions you don't use.

Rippling has taken suggestions when we've found things that could be improved or added (TBD if those things are implemented). They have added some features in the last few months so definitely seem to be continuing to grow the platform.

HR teams, I think it would be good for organizations with over 50 employees

• Deputy effectively combines scheduling, time management, and leave management under one platform.
• The user interface is intuitive.
• The auto-scheduling feature works well and saves the company significant time.
• The pricing structure is flexible and reasonable.

Deputy was used for attendance, time, and leave management. We had been using separate tools for timesheets and holiday management, which proved inefficient. We wanted to combine these into one platform. We tried another tool before Deputy, but while it handled leave management well, it didn’t manage timesheets as effectively. We chose Deputy because it excelled at both timesheets and leave management. I used it for about a year with one of my clients.

• I found the mobile app a bit glitchy, though this isn’t unique to Deputy.
• The clock-in and clock-out functionality can be laggy and slow, which staff often mentioned.
• The task management tools could be more sophisticated, especially in terms of task reporting.

Deputy is a jack of all trades tool, combining the "golden triangle" of timesheets, leave management, and scheduling, and does all three well. Few other tools combine these related functions as effectively. Competitors tend to excel in one or two areas, but Deputy excels in all three.

The functionality and speed of the mobile app are key, especially if you have field or remote staff who rely on it. Automation is important these days, so auto-scheduling is a must—make sure to test how well it works. Additionally, look at the levels of automation and sophistication in clocking in and time tracking, as this can make or break the tool.

I'd also check what levels of automation and sophistication there is around clocking in and tracking time as this can be a gamechanger or dealbreaker.

I’ve noticed an improvement in customer service, and they have added more communication and collaboration features, particularly through the newsfeed. There’s a growing need for a social element in workflow tools, and they’ve responded well to that.

Deputy is ideal for customer-facing organizations or manufacturing operations that run with a structured, formal shift format.

Shiftboard is highly customizable and allows us to have multiple qualifiers for employees to accept shifts, such as credentials or specific training requirements. The platform is easy to use and understand for our employees. The "Tradeboard" feature allows employees to swap shifts if they qualify and meet the requirements, offering flexibility when they need time off. The support team is highly responsive when issues occur, which is not frequent.

My organization contracted with Shiftboard for scheduling over eight years ago. We needed a solution for scheduling 350+ employees in the healthcare industry working in various locations that were staffed 24/7. Our payroll provider had timekeeping and scheduling capabilities, but they were very limited and didn't operate well with 24-hour scheduling. We needed something that employees would find easy to navigate and use daily. We also wanted our employees to have more than one option for how they clock in and out for each shift that would update in real-time.

From an administrative standpoint, the system can be challenging for schedulers to learn. The training modules offered could be expanded to make this easier. The visual calendar is a bit rudimentary.

I find Shiftboard superior to its competitors. Prior to contracting with Shiftboard, I researched 6-7 other timekeeping/scheduling systems, and none of them were as customizable. I appreciate the added benefits of company announcements and communication features, and the price is highly competitive and affordable.

When considering timekeeping/scheduling software, first identify the goals you need it to achieve. The larger and more complex your needs, the more customizable the software should be. Do your employees have the same basic schedule? Do they work at the same location frequently? If so, you may not need much customization. If you have many employees and multiple locations, your scheduling needs will be complex, and you'll want the ability to mold the software to fit your exact specifications.

Shiftboard is proactive about contacting and meeting with their customers regularly to identify any pain points. Shiftboard has undergone multiple upgrades over time, each beneficial to our company. This includes a company dashboard for announcements to all employees, the ability to contact employees individually or by location, and the Tradeboard feature. Their support team responds well to feedback and requests.

Any sized company with complex scheduling needs will find Shiftboard to be a great fit. It is especially useful for healthcare companies, which have hundreds of employees in multiple locations.

Labor costs were lowered. Hiring became a much smoother and easier process. Shift changes were documented. Schedules were not having to be posted and texted which has caused issues with staffing in the past. Holidays were able to be blacked out for time off requests.

Our restaurant purchased this with hopes of having a smoother way to communicate with scheduling. 7shifts enabled an easier way to share the shifts versus posting on a board and texting them to employees (who of course could say they never received the text). It also was a great way to request time off which we had by hanging a post it note which could easily be lost or removed by other employees wanting the same day off. It was also a great way to cut labor costs as each shift is entered in. Prior to this, employees could clock in and out as they pleased. The new hire paperwork being able to be stored online was also very beneficial and cut down on filing with the risk of misplacing the files. The hiring tool was beneficial as I was able to flag candidates to contact when the season began again.

It did take a few attempts to learn the program in the beginning. I would like to see an easier tutorial section.

7shifts is user friendly once learned and the ability to integrate hiring, managing applicants, payroll & scheduling was a smoother transition than other programs such as Pinnacle or Aloha.

They should consider putting effort into learning the application. It also should be taken into consideration having all employees onboard on one application so as to not have paperwork and e-files.

I feel it became quicker and has kept up with the changing times of technology by including the POS integration for example.

Restaurants would definitely benefit as well as retail locations.

I like how the time-tracking tool integrates seamlessly with other QuickBooks tools, so I don’t need to manually transfer data. It helps me monitor my productivity, allowing me to improve processes and save time on future projects. I also appreciate the ability to generate reports, which help me market myself and build loyalty with clients who don’t use my services as frequently.

As a consultant who charges clients by the hour for most projects, I found myself estimating the time I spent on projects, which led to undercharging clients. Since I was already using QuickBooks to create invoices and track expenses, I discovered that they also offered a time-tracking tool. I purchased QuickBooks Time to help me accurately track the time spent on each client project. I’ve been using the tool for the past four months, which has allowed me to bill clients more accurately. Additionally, using QuickBooks Time has helped me estimate project durations more precisely when quoting clients.

The first downside that comes to mind is the cost of the platform. As a small business, I appreciate QuickBooks’ reputation and reliability, but it’s more expensive than other time-tracking tools on the market. I’ve also experienced issues with syncing between the desktop and mobile app, requiring me to re-enter timesheets manually. Lastly, the interface is a bit cluttered, with too much information displayed at once, making it visually overwhelming. I would prefer a simpler, more streamlined design and further automation of the tool’s functions.

The only other time management software I can compare QuickBooks Time to is Deltek. My previous employer used Deltek, and compared to QuickBooks, it’s not as user-friendly. QuickBooks’ interface is more modern and easier to navigate. It’s also less compartmentalized, with all time-related features readily available. I definitely prefer QuickBooks Time over Deltek because of its ease of use.

The first thing to consider is whether the benefits outweigh the cost. In my case, since I was already using QuickBooks for bookkeeping, it made sense to use their time-tracking tool to integrate all my business data. If you’re comfortable using different platforms for time tracking and bookkeeping, it may be worth exploring other options.

Additionally, consider whether you need a customizable tool or something simpler. If you prefer simplicity, another tool might be better, as QuickBooks Time offers many features that may be unnecessary for some users.

There has been an update to the interface for all QuickBooks tools, making it slightly more user-friendly. I haven’t used it long enough to provide further insight into how the company addresses customer needs.

I believe QuickBooks Time is ideal for small to medium-sized businesses with multiple employees to track. It’s also a great option for existing QuickBooks customers who want to streamline their financial and time-tracking processes in one integrated platform.

What I like about Calendly is that it eliminates the need for back-and-forth emails. It makes it a simple and easy way for others to book time with me based on my availability. This process helps to schedule more effectively and efficiently thereby saving time and energy.

We use Calendly as it eliminates the need for back-and-forth emails. It makes it so easy for our candidates, clients, stakeholders, and others to book time with us based on our availability. This can save us a lot of time and energy and make scheduling a more efficient and effective process.

I have been using Calendly since 2018 and so far, I haven't come across anything I don't like about Calendly. That said, I am completely satisfied with Calendly and have no negative feedback to provide.

What I like about Calendly is that it is user-friendly making it so easy to navigate. It has customizable event types as it allows me to create various types of events and I can customize the details for each type. It has real-time availability. I don't need to check timebuddy.com anymore to ensure that the time and date are accurate as Calendly integrates with my calendar. 

It has email and calendar integrations such as Gmail, Outlook, and Google Calendar too, making it easy to manage my appointments and meetings. Finally, it has an automated email reminder. I don't miss a single meeting since Calendly sends automated email reminders to me.

• User-friendly: This is the number priority that each has to consider. A tool that is easy to use and navigate will make your life easier and help you save time and energy.
• Customizability: The ability to customize events and appointments to meet your specific needs is also crucial.
• Integration: Look for a tool that integrates with your existing email and calendar tools. This will make it easier to manage your appointments and meetings.
• Multi-user support: If you are part of a team, it's crucial to find a tool that supports several users and makes it easy for everyone to coordinate their schedules in real time. 
• Automated email reminders: Run the risk of missed appointments which will definitely affect your reputation as a professional. Automated email reminders can help reduce the risk and keep everyone on track.
• Pricing: Make sure you understand the pricing structure. Identify if the price is within your range.

By considering these criteria, you can ensure that you choose a scheduling tool that meets your needs and helps you streamline your processes.

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Calendly has evolved through time and has added changes and additions. The goal is to ensure customer satisfaction and streamline the process. It has enhanced customization options. They also improved integration options and added a mobile app. 

These are just some of the changes that have evolved and added through time showing their commitment to having a seamless scheduling process.

Calendly is ideal for Freelancers, Small Business Owners, Event Planners, Real Estate Agents, Sales Agents, and the like.