Best Employee Scheduling Software for Small Business in 2025

I really love the time-clock app, which makes time recording more efficient and reduces time theft. I love that Homebase is highly expandable—we started with just the rota and expanded to include the time clock, timesheets, and payroll. I think it is well-priced, and you get a lot of value for your money.

We were using an Excel-based rota to manage staff hours, but as staff numbers increased, it became cumbersome. The rota had macros that were proving unreliable on different platforms. We wanted an online system to manage our rotas. The key benefits Homebase provided were a lot of automation, including staff shift-swapping. I have used Homebase on and off for about five years.

The geolocation on the time clock can be glitchy at times. It's only suitable for US employees, as you can only pay in dollars, and customer service is US-centric. The mobile app seems to be somewhat limited on iOS.

I think Homebase offers more expandability compared to its competitors. It is also reasonably priced in comparison. The pricing model suited us better than others because we have just a few locations with quite a few staff, and Homebase's pricing is driven by the number of locations rather than the number of employees.

Since it's primarily a scheduling tool, it needs to have a high-quality rota with plenty of automation and shift-swapping as a minimum. Rotas, timesheets, and payroll are closely linked workflows, so it's best to look for software that includes all three areas of functionality to maximize efficiency.

Homebase has gradually expanded its service offerings, allowing users to treat it as a one-stop shop for HR functionality. While this can be more expensive than using separate tools, the convenience of available add-ons is beneficial for those who want an all-in-one HR solution.

Homebase is ideal for US-based organizations with a tech-savvy workforce.

I really like how easy it is to use, and how easy it is for the end user - it's very intuitive. When I Work also has out of the box integrations with some payroll tools, like Gusto. In addition, I really enjoy how many features it provides to encompass a broad range of types of hourly workers.

The decision to purchase When I Work pre-dated my time, but the intention was for our business to be able to track time for all types of workers. I've personally used it for approximately 4 years now, and have come to grow very accustomed to it. It provides a very robust platform to track time, holidays, and more.

I really dislike how buggy and slow When I Work is - although this is something that can be fixed. I also dislike its lack of reporting features. Also, and this is quite specific, but I dislike that end users can edit their names - it makes it difficult to use data if an end user can edit their personal information without an admin's access. Also, the security permission features within the tool aren't quite as robust as I would've hoped for.

I haven't used other time-tracking tools, but I know When I Work is one of the most sought after scheduling and time tracking tools. I've explored and researched Workday Time Tracking, which would integrate better with our systems, but it's not as robust as When I Work. Our company enjoys When I Work due to its open API and the ability to build on top of the tool.

If you prefer intuitive use and ease of building on top of the tool, then it's worth it. If you like clean data, and a tool that isn't as buggy, then this might not be for you.

In my time using the tool, it's gotten less buggy, but not much has changed overall. However, I can say I never have issues with the tool being "down" like other tools.

Certainly a startup who needs to manage fewer than 1000 hourly employees. This system starts to see flaws and limitations after this threshold. This should be considered in the purchasing discussion, since it's very hard to migrate off of a time tracking and scheduling tool.

Rippling is a one stop shop for our employees. We enjoy the ease and flexibility of the tool. It is also highly customizable to our needs. Payroll processing is straightforward. It takes care of all the compliance, reporting and tax matters we have. The customer support is exceptional and I always get to speak with a real agent when I have a question.

To bring a single source of truth and information hub to the company, we implemented Rippling. We've had Rippling in place since January of 2022. We wanted a tool that supports single sign on, benefits admin, time and attendance tracking, PTO requests and more. We also use Rippling for payroll, onboarding/offboarding, compliance and tax, IT device management and more.

Paying for workflows was a surprise. In order to create custom workflows or approvals you have to upgrade your package.

Rippling truly offers everything you might need. You can pick and choose the features and services you'd like to have, which I appreciate. As a smaller business, we don't need every feature, but we use quite a few and we are very satisfied with what they offer. They also integrate with several other tools which makes it easy to keep all of your platforms connected and speaking to one another.

What are you trying to solve for your company? Make a list of ways an HRIS could simplify your life, for employees, managers and HR. Look at what tools you currently use and see if Rippling could replace those. Or if those tools could integrate with Rippling.

They add new capabilities all the time. They now have a global payroll feature so you could pay all of your contractors and employees from one place. They have headcount planning features now. They also offer compensation banding.

Rippling is good for companies of all sizes and stages. It could be used to manage a team of 15 or a team of 50,000. It is flexible and customizable. I can't think of a company Rippling wouldn't be good for.

TimeClock Plus is robust, with many features we do not use because our payroll company provides them, but it's nice to know the tools are there. The dashboard and exceptions filter make it simple for managers to approve their employees' hours and time-off requests. TCP has decent training videos. The PTO calendar and employee notifications are very helpful. Integration into my payroll, Gusto, was seamless.

We switched to TimeClock Plus (TCP) when we experienced unacceptable issues with Homebase. TCP integrated with my payroll company, Gusto. TCP was very cost-effective when we used the minimum features. TCP has decent geofencing and geolocation, which was a requirement by the owner. TCP also has overlapping features with my payroll that we didn't need, but it was nice to have the option as a backup.

TimeClock Plus can be overwhelming for a small business, as it has many features that might not be used. Some employees reported that their times weren't being recorded properly, but managers could easily log in and make adjustments. It can be expensive if you purchase features you do not utilize.

TimeClock Plus is a lot like Kronos to me, with many features. I like it for how customizable everything is, and their help team walked me through the process for anything I couldn't figure out.

First, determine if you need all the features offered. We narrowed everything down to the Time and Attendance Essentials. TimeClock Plus integrates with everything, but ensure it's a seamless integration with your payroll. TCP has serious scalability, so if you anticipate a lot of growth, this is a solid system.

I've only used TimeClock Plus recently.

TimeClock Plus is great for mid-sized to large organizations that need a high level of customization. TCP worked extremely well for a small manufacturing business, though we only utilized the minimum features.

1. User-friendly ease of access via the app
2. Customization ability in creating shift locations based on our outreach partnership sites
3. Very affordable option to address our needs
4. Feed features - helpful communication tool

When I worked for RWJBarnabas Health, we purchased Deputy to manage the scheduling, shift details, and communications for the outreach sports medicine team. We utilized it for two years. Our pain points included lack of per diem employee access to outlook schedules and disjointed communication platforms. Key benefits of use included an easy centralized scheduling system that was customizable to make our contracted partners along with an easy-to-navigate app for the end-users

1. Lack of / difficulty with integration to our other hospital systems
2. Feed - while it was a useful tool, at times, it was clunky; notifications were not always pushed through
3. Not all settings and functions are intuitive and easy to find - especially with differences between the web-based version and the app version

I have also used "When-I-Work" as a comparison. I preferred the app interface of When-I-Work. However, I preferred the web-based interface of Deputy, which was much more user-friendly.

1. Cost - very affordable option, we paid per user
2. Volume of users - was an effective schedule management option for 30-40 users with varying access levels
3. Chat function - should seek a platform with a consistent messaging function, both with individual messaging and group messaging

Deputy was receptive to ideas for enhancements during calls with customer service, and the overall experience and user-ease improved during the two years we utilized this service.

Single or multiple-location entities in need of customizable location details

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.

It allows workers to view their own schedules and those of their colleagues. It enables the assignment and tracking of daily tasks, including marking completed ones. It also supports internal chat functionality for fast and effective communication between team members.

7shifts is a platform that allows for easy organization of working hours across an entire team. It is a useful tool for companies in the hospitality and food services sectors, such as restaurants, bars, and hotels, that have employees with varying tasks and work schedules. The platform allows you to assign specific tasks and send reminders to employees. I have used 7shifts for more than three years across different companies, particularly in restaurant settings.

At times, the platform may freeze or close unexpectedly, losing unsaved information. If you need immediate assistance, it is better to call support, as the chat response time can be slower than expected.

7shifts is one of the most well-known applications in the restaurant industry. It has been a pioneer in restaurant scheduling and continues to improve by regularly updating and adding new features that make it more practical to use.

7shifts is an excellent tool for companies in the food and beverage industry, including restaurants, hotels, and bars. It is especially useful for improving schedule management and task coordination.

7shifts is continuously updated, frequently introducing new features that help save time and simplify tasks for both employees and employers. It remains easy, practical, and secure to use.

7shifts is an excellent tool for companies in the food and beverage industry, including restaurants, hotels, and bars.

• User-Friendly Interface: The learning curve for new users is not as steep due to QuickBooks Time's intuitive interface.
• Real-Time Tracking: Real-time time record submissions ensure accurate payroll calculations, enabling better labor cost and productivity analysis.
• Seamless Integration: QuickBooks Time integrates perfectly with our existing accounting software, saving time on payroll and reducing errors from manual data entry.
• Mobile Accessibility: Employees can use the mobile app to clock in and out from any location, which greatly benefits those working remotely or in the field.

In our company, QuickBooks Time was acquired to eliminate various time tracking and payroll management issues. Before using this tool, we struggled with manual entry of employee working hours, leading to numerous errors in payslip processing and challenges in maintaining records for employees in the field or working from home.

QuickBooks Time has simplified this process by providing a convenient solution for workers to clock in and out from any location, enabling us to access live data for shifts and hours worked. It also integrates well with payroll, minimizing errors and reducing administrative tasks.

I have been using QuickBooks Time for over three years, and during this period, I have observed significant improvements in efficiency and accuracy across our operations. The main advantages include automated time tracking, mobile access for employees, integration with other QuickBooks tools, and support for our HR and payroll departments to maintain compliance and manage data effectively.

• Limited Customization: The time-reporting feature is limited to standard templates, making it challenging to create customized reports that meet specific organizational needs.
• Mobile App Glitches: Occasionally, the mobile app encounters glitches, interrupting employees who are trying to clock in while working remotely or on the go.
• Complex Setup for New Users: Although the interface is easy to use, the initial setup can be complex and time-consuming when configuring options and preferences.
• Lack of Advanced Reporting Features: The existing reporting capabilities could be improved with more advanced analytics, which would make the data more useful for project efficiency.

QuickBooks Time stands out from similar tools by directly integrating with QuickBooks accounting software, making it an ideal option for companies already using QuickBooks for financial management. This integration ensures smooth payroll processing.

I find QuickBooks Time easier to navigate and understand compared to other solutions, enhancing the efficiency of end-user training. The mobile application is robust, allowing employees to clock in and out from anywhere, which is essential for our remote and field teams.

Some competitors may offer more advanced reporting tools, but QuickBooks Time focuses on simplicity and practicality. Its design and seamless integration with other systems in our organization save time and reduce errors, minimizing inefficiencies.

When purchasing a time-tracking tool, consider several key factors. First, ease of use is crucial; an intuitive interface will help employees adapt quickly and reduce training time. Second, integration with existing software in your organization is essential for smooth operations and to minimize data entry errors.

It's also important to evaluate the tool’s reporting features, as strong analytics can provide insights into labor costs and productivity for better decision-making.

Mobile access is another important factor, especially for organizations with remote or field teams. Finally, ensure that the tool offers reliable customer support to assist with implementation and troubleshooting.

QuickBooks Time has evolved significantly over the years, incorporating various features and improvements to better meet users' needs. Initially focused on basic time tracking, it has expanded to include mobile accessibility, allowing employees to clock in and out using their smartphones—an essential feature for remote or field-based employees.

The tool has also enhanced its reporting capabilities to offer more comprehensive analytics on labor costs and productivity, helping organizations make informed decisions.

Another area of focus has been integration with other software, allowing seamless connections to various accounting and payroll systems, thus reducing errors from manual data entry. Intuit has actively listened to customer feedback, resulting in a user-friendly interface that is simple to navigate, cutting down the learning curve.

Regular updates, including features like GPS tracking and customizable alerts, demonstrate QuickBooks Time's commitment to addressing the needs of modern workforces.

QuickBooks Time is particularly well-suited for small to medium-sized businesses that need an efficient way to handle time tracking and payroll. It is ideal for organizations with mobile or remote workforces, such as construction companies, field service providers, and professional services firms whose employees often work off-site.

Additionally, businesses already using QuickBooks for accounting will benefit from the smooth integration, which streamlines payroll processing by reducing redundant data entry errors. The robust reporting features also support better decision-making and resource allocation for organizations focused on analyzing labor costs.

I like that Calendly is user-friendly and easy to navigate. It connects directly to both the interviewer’s and the candidate’s calendars, simplifying time management.

Rescheduling is straightforward—Calendly saves the interviewer’s availability, so candidates can easily choose a new time without reconfirming availability.

Before using Calendly, it was very challenging to set up interviews with potential candidates. Calendly makes it easy to share the interviewer’s availability, allowing the candidate to choose a time that works for them. If rescheduling is needed, Calendly saves the interviewer’s availability and enables the candidate to select a new time slot.

The fact that Calendly provides a link that can be quickly added to emails and other communications makes it one of the easiest interview tools available. I’ve been using Calendly for the past couple of years and find it incredibly helpful!

When rescheduling, I wish there were a way to ensure the candidate is assigned to the same interviewer. When there are multiple interviewers, the system randomly selects one rather than defaulting to the original interviewer.

If none of the available times work for the candidate, it would be helpful to allow them to suggest an alternative date or time for the interviewer to accept or modify.

Additionally, if an interviewer needs to cancel or reschedule, it would be better if the calendar system sent a notification to the candidate.

Calendly offers more flexibility for candidates by allowing them to view available time slots and make informed scheduling decisions, unlike other tools where they may need to note down dates and times manually. Its ease of use and intuitive interface set it apart, making it a preferred choice compared to similar solutions.

Ease of use and navigation should always be top priorities. Calendly is also relatively inexpensive, which is an important factor when making a well-informed purchasing decision.

The tool hasn’t changed much since I started using it.

Calendly is well-suited for large organizations, especially those with multiple positions to fill and high-volume hiring needs.