Best Employee Scheduling Software for Small Business in 2025

I love the easy employee and administrator interface, so the training guidelines are easy. I value the reporting features, which make collecting data seamless. Also, Connecteam has an app, so it's useful for those who leverage their phones for timekeeping and the chat system for direct contact with employees.

We initially purchased Connecteam to assist with our onsite hourly personnel. Their export template aligned perfectly with our corporate timesheet system, Unanet, so it was a seamless integration to ensure our invoices were accurate for billing.

We used Connecteam for 3 years, leveraging the personnel allocated to each shift, the seamless check-in process, and the direct communication tool to reach onsite management on time. Since the onsite Program Managers weren't always next to their email, they could view the employees' questions and check-ins from their phones for fast turnarounds with responses.

The only con I could think of is that sometimes the site glitches, and their customer service team is overseas, so the timezones can result in delayed support.

It's very affordable, supportive of customer service, and easy to use. Monthly costs are not driven per license, and it's better with allocating funding or keeping on-site timesheets.

Connecteam is easy to integrate for employers who staff employees who are shift workers or hourly personnel working outside of the primary headquarters. It's best to implement it after a pay period so you can track the hours worked with the provided pay schedule.

Monitoring is also included, where you can track the employees' location when they're checking in to prevent any pay discrepancies. It's an amazing, user-friendly system to implement into a business.

Yes, Connecteam’s chat feature and app support have surely evolved. Their response time has been fast, fluid, and very supportive.

Small or large organizations, hourly workers, onsite personnel, and companies who staff shift workers can benefit from Connecteam.

The app for admins and employees is so well done that they hardly needed any instruction. Scheduling can be tricky for a new user, but once it's set up, changes are simple, and deploying the schedule is a breeze. The connection to payroll was very straightforward and always correct once the hours were approved and downloaded into payroll. Employees knew exactly what was happening and could immediately get a correction in place prior to the payroll download if they made an error.

I was working for a manufacturing company. The warehouse workers were not tracking their time properly when I came on board. They needed a solid solution quickly. To solve this problem, I looked towards the payroll company. I was seeking an app that connected directly to my payroll, provided complete accuracy, and allowed employees to know exactly where they stood at any given time.

Homebase connected beautifully to Gusto, one of their partners. Homebase has a scheduling feature that is very easy to use, allowing easy distribution of new schedules, changes, updates, etc., to employees. I installed this system in a hotel, and the staff loved it. The manager was computer illiterate and struggled a lot with the scheduling feature.

Suggestion: Ensure your manager goes through the Homebase training if they are unfamiliar with timekeeping/scheduling systems. Their help is available most of the time via live chat, and both admins and employees can use it.

I used Homebase for two years. I stopped because of their growing pains, as too many issues popped up. However, when I used it for the hotel, those issues had been resolved.

When they were growing rapidly, getting help could take time. During this time, the transmission of hours into payroll wasn't always working properly, which made the software unacceptable for us. That has since been fixed, as it worked fine for the hotel I put onto the system. The scheduling portion can be cumbersome for a person who is a novice. Ensure users who are doing the scheduling receive training if they're new to timekeeping software.

It's very similar to other timekeeping applications I've experienced. I prefer Homebase over most due to its simplicity and how much the employees liked the app.

Initially, ensure this timekeeping system integrates with your payroll provider, which is the most important. Determine if your employees will use their own cell phones or if you want to have a login portal. The best system for me was biometric, but adding that piece can be expensive. Employees did not mind having the app on their phone; they actually loved the feeling of control Homebase gave them. If you're seeking software that will help with scheduling your team, this one does well.

From the time I used it, they had many growing pains, including internal staffing changes and getting them up to speed. That's been resolved as far as I can tell from the hotel. This is a really good application for employees and employers.

Homebase is very good for hourly scheduled employees in hotels, restaurants, and other service-oriented businesses.

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

Recognizing the inefficiencies of siloed HR systems, we implemented Rippling to centralize payroll, benefits, onboarding, and even IT management. This user-friendly platform automates tasks, boosting departmental efficiency. Employees are empowered through a self-service portal, freeing up HR time for strategic initiatives. Rippling prioritizes security, giving us peace of mind. Overall, it streamlines processes and empowers our workforce.

Before implementing Rippling, we juggled multiple siloed systems for payroll, benefits administration, and onboarding. It was time-consuming and error-prone to manage everything separately. Rippling offered a single platform to manage everything in one place, allowing for a more efficient and centralized approach. This has not only saved my client a significant amount of time but also improved the employee experience by providing a user-friendly portal for them to access their benefits information, make changes, and complete onboarding tasks.

Rippling isn't without limitations. Extensive customization for unique needs might require extra development work. Some reviews suggest scalability limitations for massive enterprises. Thankfully, these haven't been dealbreakers for us, and the overall benefits outweigh the downsides.

Unlike competitors with clunky interfaces, Rippling prioritizes user-friendliness for both HR and employees. It goes beyond just payroll or benefits, offering a single platform for HR, IT, and some finance needs. This centralization eliminates juggling multiple systems and fosters smoother workflows. Rippling's focus on automation frees up HR from repetitive tasks, allowing them to focus on bigger picture initiatives. Ultimately, Rippling stands out for its user experience, comprehensive approach, and focus on streamlining HR processes.

Selecting HR software requires introspection. Identify your core needs - is it strong payroll, benefits, or something else? Prioritize user-friendly interfaces for both HR and employees. Finally, decide if a one-stop-shop like Rippling suits you, or if best-in-breed solutions for specific areas are preferable.

Rippling keeps evolving to meet user needs. They've expanded beyond core HR functions, offering features like bill pay. Automation is increasing, freeing up HR professionals. User experience remains a focus, with ongoing improvements based on feedback.

Rippling shines for SMBs - easy to use and centralizes HR for them. Fast-growing companies benefit from its scalability and automation for a growing workforce. It also excels for those seeking streamlined workflows and a user-friendly experience for both HR and employees.

1. Employee Data Tracking & Cross-Syncing between TCP & ADP - In addition to hours worked transmitting to ADP, other employee data such as names and title changes were also automatically updated.
2. Audit Reporting – Being a government entity, we were subject to surprise audits by the Department of Health. The ability to pull real-time employee data to cross-check with their records made the process much easier and served as a central database for employee information.
3. Accountability Tracking – Prior to using TCP, we relied on employee self-reported hours. The reporting features helped managers gather accurate information about employee tardiness and absenteeism.

When the agency was smaller, we didn’t have many employees. We purchased it because it integrated well with our payroll software, which was ADP at the time. However, as the agency began to grow, the need for more sophisticated software became apparent. That's when we decided to purchase the software that integrated seamlessly with our existing payroll system.

Prior to this, we were using paper timesheets that needed to be signed by the supervisor, calculated by the office staff, and then entered manually into ADP. We utilized this program for approximately five years, and it proved to be incredibly helpful in automating some of the more transactional tasks related to payroll. This saved us time and reduced the risk of mistakes, allowing our office staff to focus more on other important tasks, thereby increasing overall productivity and efficiency within the agency.

1. Therapists who travel to/from clients’ homes vs. working in the office sometimes forget to track their time using the mobile app. Also, tracking other time such as travel time and compensation for travel can be difficult using this system.
2. Organizations without dedicated IT support may struggle with the implementation from an administrator level. The time and resources needed for training on how to configure the system can be a challenge, especially for smaller businesses.
3. Mobile App Limitations – The desktop version is more robust than the mobile app. With most of the staff traveling to/from therapy sites, most use the mobile app, which can sometimes be challenging from an end-user perspective.

TimeClock Plus (TCP) is an excellent choice for smaller organizations due to its exclusive focus on time management and attendance. It's less complex than ADP Workforce Now, and its significantly lower cost makes it an attractive option, particularly for startups. Most importantly, when we compared the man-hours needed for manual entry against the cost of TCP, TCP's superior value was evident.

1. Cost - Consider the investment of manual entry and potential errors in timekeeping vs. the cost of TCP.
2. Remote/Off-Site User Adoption - As mentioned previously, a solid change-management program is needed to ensure users (especially those clocking in on the mobile device) are recording time accurately and timely.
3. System Configuration – The time and training required to configure and maintain the system can be costly and does require the administrator to be somewhat tech-savvy.

The implementation of a mobile app version was incredibly helpful for off-site therapists working in clients’ homes. While not a critical element for timekeeping, being able to add additional employee details was helpful, especially during Department of Health audits.

Small to mid-sized non-profit/government organizations, businesses that operate both in-person and remotely, and service-based models. TCPs are helpful for these types of businesses because of the low cost, compliance, and regulatory tracking, and for businesses that operate in multiple locations, including virtual employees.

• We love Deputy’s in-depth scheduling capabilities.
• The mobile and desktop applications are easy to use.
• Deputy provides kiosk options for time tracking.

We purchased and have used Deputy for four years to manage staff scheduling and time-off needs. Even after switching HRIS systems, we continued using Deputy because it effectively handled scheduling.

We chose Deputy because it integrated seamlessly with our HRIS and provided the perfect scheduling solution for our company. Its flexibility and ease of use have made managing shifts much simpler.

• Deputy lacks robust reporting capabilities.
• The system is not intuitive for administrators during setup.
• Deputy does not integrate well with our HRIS time-off management.

Deputy integrates with several different HRIS systems, making it a flexible option for many businesses.

• What specific scheduling and time-off needs is your organization trying to address with Deputy?
• Do you plan to change company policies or procedures related to pay structures or time-off management?
• Do you prefer customizable, easy-to-read, and simple-to-create scheduling tools?

Deputy has made updates to better accommodate full HRIS functionality.

Deputy is ideal for small to medium-sized organizations, particularly those with multiple locations.

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.

• We purchased it for its easy-to-use scheduling platform that simplifies coordination between departments.
• The chat/communication feature proved to be unexpectedly valuable.
• Managers can upload documents, such as alcohol service licenses, which automates employee compliance documentation.

We needed a more streamlined and cost-effective way to manage scheduling, track time, and centralize employee management.

Before 7Shifts, we relied on a mix of outdated systems and manual processes, which led to miscommunication, scheduling conflicts, and excessive labor costs due to inefficient tracking.

We were also looking for a tool that was intuitive for employees—something they could access easily from their phones to check schedules, swap shifts, and track hours without constant manager intervention.

7Shifts simplified scheduling and provided automated labor forecasting and compliance tracking, which helped reduce unnecessary overtime and kept us within budget.

Since implementing it, we’ve experienced fewer scheduling issues, better communication between teams, and a noticeable improvement in workforce efficiency.

• It requires two apps for employees, which may seem minor but is inconvenient.
• Reporting is limited—we wanted simplicity, but that limitation applies across the program.
• Some features lack flexibility and customization options.

7Shifts stands out from competitors by focusing specifically on the restaurant and hospitality industry, with features tailored to the scheduling challenges of shift-based work. Unlike more generalized workforce management tools, it includes automated labor forecasting, compliance tracking (including break and overtime enforcement), and POS integration, helping managers optimize labor costs in real time.

One of its biggest differentiators is the built-in communication platform, which allows teams to chat, managers to send announcements, and employees to swap shifts seamlessly—reducing the typical back-and-forth found in other tools. Many competitors lack this level of collaboration and engagement functionality.

7Shifts is also more affordable than some higher-end workforce management software, with a user-friendly mobile app that employees use with minimal training. Some competitors, such as HotSchedules or Deputy, offer similar functions but often involve steeper learning curves, more complex setups, or pricing models that don’t scale well for small and mid-sized businesses.

Key considerations include scalability, integrations, mobile accessibility, security, reporting, user experience, onboarding and training, and contract terms. It's important to evaluate how well the platform aligns with your operational needs and how much support your team will need to implement and maintain it effectively.

7Shifts itself has changed very little. The more noticeable improvements have come from our increased usage of its features as we became more comfortable with the software.

7Shifts is best suited for service and hospitality industries.

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.

• Calendly is easy to use and understand.
• It keeps you organized by preventing double bookings and overbooking.
• The tool's automation for scheduling and notifications saves time and effort.

The organization faced challenges with coaches and instructors accidentally scheduling meetings with multiple students at the same time, which caused confusion and inefficiency. To address this, they purchased Calendly to help instructors organize their schedules better, including company meetings.

Calendly simplifies the process of scheduling meetings by preventing double bookings and overbookings. It also sends automated notifications to remind participants about upcoming meetings.

I personally used Calendly for a year in a professional capacity and now continue to use it for personal scheduling as well.

• It can be challenging to find contacts on Calendly if you don’t already have their information.
• Making the process of connecting with others who use Calendly more intuitive would be an improvement.

Calendly stands out for its simplicity and efficiency in scheduling meetings. While tools like Google Calendar offer similar capabilities, they are often more complex and less focused on straightforward scheduling. I prefer Calendly for its ease of use and quick setup, which enhances time management.

Price is a crucial factor, especially for small businesses that need affordable solutions. Time management features should also be considered, as most users prefer tools that are quick and simple to operate. Automation capabilities are another key aspect since features like automated scheduling and notifications can significantly save time.

Calendly has continuously added integrations with other software, making it more versatile and improving time management. These integrations eliminate the need to manually input meeting details, streamlining the scheduling process further.

Calendly is well-suited for organizations of any size, as well as individuals who need to manage schedules efficiently.