Best Employee Scheduling Software for Small Business in 2025

• One standout feature of Connecteam is its user-friendly design, offering various options to customize team collaboration.
• Users can easily upload their own documents and files from any device, making resource sharing simple.
• The intuitive interface allows you to manage your team from a single dashboard, where you can view the status of tasks at a glance, reducing miscommunication and boosting productivity.
• Tasks can be assigned directly from the dashboard, eliminating the need for additional communication methods.

I used Connecteam for three months while on contract with my previous employer. As of late 2024, I believe they are still using the platform. We chose Connecteam because it is a comprehensive employee app designed to streamline communication, optimize daily operations, and boost professional skills. It allowed us to schedule shifts, monitor employee work hours, and send automated reminders, all within a single platform.

• While Connecteam offers a flexible pricing structure, some users find frequent upgrade prompts frustrating.
• For smaller teams with fewer than 30 members, the pricing can be relatively high, which might discourage some users.
• The costs can add up depending on the desired features and team size, so businesses should carefully assess their needs and budget before committing to the platform.

Connecteam stands out for its ease of use, featuring an intuitive and user-friendly interface. The layout is clean, with clearly labeled tabs for each function, making navigation straightforward.

For example, team members can easily create individual profiles with personal information, promoting better collaboration and engagement within the organization. The app’s simplicity ensures that even users with limited technical skills can navigate it effectively, fostering team integration and productivity.

Connecteam offers a flexible pricing structure compared to other employee scheduling tools. The software includes three distinct hubs, each offering five unique plans: Free, Basic, Advanced, Expert, and Enterprise.

Pricing is fixed for the first 30 users, making it affordable for small teams, but as your team grows, additional charges apply. This tiered structure allows businesses to choose a plan that fits their needs while accommodating future growth.

Connecteam has evolved by empowering managers to automate business processes, allowing them to focus on growth strategies while helping employees enhance productivity, professionalism, and job satisfaction. By streamlining tasks and reducing administrative burdens, the platform creates a more engaged and efficient work environment, ultimately driving better results for the organization.

Connecteam is ideal for teams of 30-50 employees, especially those with non-desk workers who need streamlined communication and scheduling tools.

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.

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 user-friendly; you do not need to be a programmer to be able to program functions on this platform. You can contribute ideas for new features or functionality. Their customer service is better than most HRIS systems.

The organization had been using an HRIS system that did not have the robust reporting, automations, or customer service they were looking for. I used Rippling with the company for about a year and a half as a super admin. We found Rippling's customer service superior to the previous system we had been using.

Implementation was easy, but I strongly recommend that someone who has done implementations previously spearhead an implementation to help bridge where you were with a previous system to where you want to go with Rippling. Setting up workflows and automations is easy in Rippling, and their technical advisors are always willing to hop on a call to walk you through any issues that you may need additional help with.

We started using Rippling as the HRIS/payroll for our US team but quickly added the Canadian team. We used it largely for headcount and reporting for all other global teams.

Only one workflow in the core plan; everything else is an upgrade. Rippling often uses their customers for BETA testing without letting them know (Rippling told us they had functionality for payroll in another country when they did NOT). It feels like they are constantly trying to upsell you and get more money out of you.

The tool is one of my favorites so far. It is very easy to use, but when you get stuck on something, they will provide live support to walk you through. Most other HRIS systems are very helpful through implementation but are hard to reach once you have completed.

People need to think about the implementation process; the new tool is probably not going to look or act like the old tool. Definitely ask if there is a demo account and work through it to see how it works.

Think about where your company is now versus where you expect to be in five years. Will the tool grow with you? How much additional expenditure will be required to scale it with your business? If there are new functions you will need to purchase in the future, will the additional expense work with your scaling budget?

Rippling is very good at taking requests from customers for new functionality. For the most part, Rippling employees only know Rippling; they don't know other platforms. So they don't know how you used XYZ brand prior and how the change in process affected your business.

Rippling is good for organizations with a growing or evolving workforce. It can house all historical HR documents, send revised documents out with the click of a button, and update workflows easily.

TCP is easy to use and user-friendly. I like how organized the main dashboard is. The reports are clear and easy to follow.

My organization purchased TCP while we were transitioning away from a PEO company. We chose it because it was similar to the time tracking system we had been using with the PEO, and the reports were easy to understand.

The timeclock was easy to install, and we had only minor issues with employee enrollment; overall, the process was relatively smooth. We used it for about six months before returning to our prior PEO company in 2024. The charts and summary data were clear and easy to read.

We can get everything TCP offers bundled with our current PEO. It is a separate platform from our HRIS. The implementation was not as smooth as we would have liked.

TCP has a better website and dashboard than the system we were using. The reports are formatted the way I prefer, which saved me time since I didn’t have to reformat them.

Consider whether you want a standalone platform or something included with another system. Think about how many employees you have and whether your supervisors need access to timecards.

I'm unsure, as I haven’t used the tool for a long time.

TCP can be great for manufacturing companies, restaurants, and other businesses that employ many hourly workers.

• 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.

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.

1. QuickBooks Time has a slick user interface.
2. The mobile app is very easy to use and works well on Android and iOS.
3. The geofencing feature is great for monitoring the work locations of field and work-from-home staff.

We were using Excel for timesheets. However, the team of freelancers and employees was growing to nearly 30 people. As a result, it became awkward to manage the numerous files and build reports from the scattered data. There was also a lot of manual labor involved in collecting and collating the information. QuickBooks automated data collection thanks to the web interface and sped up data entry time for users. It also provided standardized reports, which accelerated the analytical and payroll processes.

1. Subscription fees are quite expensive.
2. The scheduling tool doesn't allow shift swapping between workers, creating more work for managers.
3. The overtime tracker was a little glitchy when we used it, although our staff don't tend to work much overtime, so it wasn't a significant issue.

QuickBooks Time is an excellent tool, and although it is a bit pricier than its competitors, it offers some excellent features. The scheduling and geofencing are what set it apart from the competition in terms of quality, ease of use, and functionality.

1. QuickBooks Time must have an Android- and iOS-compatible mobile app since so many staff are remote, in the field, or working from home.
2. Automated alerts and approvals are important, as they can save managers time from having to chase staff for timesheets.
3. Reporting and the ability to integrate with payroll software are crucial.

QuickBooks Time’s customer service has improved significantly since we started using it.

Big or small organizations are well-suited to QuickBooks Time. It is very flexible but scalable too, thanks to their wider software suite.

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.