Best Employee Scheduling Software for Small Business in 2025

Three major pros Connecteam offers are task management, community, and timekeeping. Connecteam’s task management tools empower each employee to give their best. The communication tools are a great asset to the company’s culture. Connecteam’s timekeeping functions make scheduling less time-consuming.

Before moving the organization to Connecteam, basic employee functions were on different systems. Timekeeping and workload checklists were all in paper form, taking up valuable space. Connecteam helped create operational excellence. Now, supervisors can delegate workloads to employees without physical paperwork to confirm completion. Employees are now eager to post photos of their completed tasks. Timekeeping has also become much easier. We have used Connecteam for over a year.

The biggest con could be app usage for employees who are not comfortable with technology or mobile apps. This is no fault of Connecteam, but inactive users can slow down operational progress. Using a mobile device can also be a distraction for some employees. From an HR perspective, auto-scheduling is generally helpful, but in some cases, employees' schedules can change weekly or biweekly, which requires extra time to ensure schedules are correct.

Compared to other systems I have used at different companies, Connecteam offers much more ease for users. It also has fewer problems with maintenance and malfunctions.

When buying this tool, I think people should consider operational excellence. Companies should also think about the diversity of their team and whether employees will be open to using the app. In addition to gaining employee buy-in for using this software, buyers should also review the price point to ensure they are comfortable using it within their business. Lastly, potential buyers should ensure that a person or team is in place to explore all the functions to get full use of the app.

The access to the helpdesk and training videos for using the app has greatly met the needs of both the users and employees.

This tool is great for businesses that focus on operational excellence or operational standards. Operational size doesn’t matter because the app is multifunctional. Larger organizations may need to use more of the app’s functions.

It makes it easy to sign in anywhere. It is easy to track how many hours you worked. It is easy to guide through the website/app.

I used Homebase for about 3 years. One of the main reasons our company bought Homebase was because everyone kept forgetting to clock-in through a machine at work so our company wanted to make clock-ins more convenient. I liked it when we transitioned to it, we were able to clock-in whether we were in office or remote. It helped track everyone's work time accurately. It also sent in our hours to payroll according to the scheduled pay time.

Sometimes people still forget to clock in with the app. When I used it about 2 years ago, I wish it sent us notifications to remind us to clock-in or out. The platform does go down sometimes.

I like Homebase because it is made for everyone to use. It is extremely easy to navigate Homebase.

I have more pros than cons for Homebase. I highly suggest the platform. It is organized and easy to navigate.

It is easier for managers or bosses to manage employee hours through the dashboard. It has more visibility on who is on time and who is late.

Medical offices, small organizations, remote workers

I appreciate that the app has a clean interface and is easy to use, which our employees also seem to like.

Our organization has been using this tool for over 15 months to schedule per diem employees, who are hired as needed. Previously, there was a significant inefficiency in coordinating between management and gig workers, particularly in contacting workers promptly. This platform allows temp workers to schedule themselves at any time of day, effectively resolving the issue and streamlining the scheduling process for gig workers.

Currently, there’s nothing specific that I dislike about the tool.

While there are competitors like UKG and Q-Genda that offer similar services, this tool stands out for our particular needs.

Consider whether you employ many temporary workers and if your workforce is tech-savvy enough to utilize mobile technology effectively. These factors are crucial in determining the suitability of this tool for your organization.

To my understanding, the services provided by this tool have not undergone significant changes since their inception.

This tool is highly effective for small organizations that rely heavily on part-time or temporary workers.

Rippling centralizes the majority of the HR processes (+ Finance and IT, if you chose) that would otherwise be spread across multiple systems. For example, our company’s flex benefits, COBRA, and ACA were either managed with a carrier outside of our broker or manually by us and now Rippling handles the administration of all these areas in consolidation with our other health insurance benefits.

The strength of Rippling’s integration library allows for consistent and regular communication to and from Rippling for processes that are not directly managed within the system. For example, prior to Rippling, we manually onboarded and offboarded employees to/from Guideline. With Rippling, the systems speak to each other and manage the employee’s lifecycle with our company-sponsored 401k.

A highly beneficial aspect of Rippling is the workflow feature. Workflows have allowed us to set up Rippling in a way that allows it to speak within the system, initiate processes, and communicate to people/external systems. Rippling is a high-tech HRIS and a constantly progressing platform that meets the needs of today’s operations teams (HR, IT, Finance included).

We selected Rippling to implement a strong HRIS while centralizing other HR operations. By implementing Rippling, we were able to solve and improve several areas. First, we consolidated historical employee data from three to four different platforms into one, allowing us to use Rippling reporting to provide company trends. Second, we simplified benefits administration by transferring health insurance, Flex Benefits, COBRA, and ACA management to the Rippling platform. Third, Rippling offers a cleaner, more centralized, and highly integrated solution for our HRIS needs. I have been actively using Rippling for six months.

Rippling is a complex system. For it to be fully functional to the best of its ability it needs to be given the time to implement and set up in great detail. Knowing this, the implementation should have been much more hands-on. I’d recommend that whoever is leading the implementation internally has experience with other systems, so they know what to look for.

Rippling does not have an employee “notes” section. As the place I rely on for the most up-to-date employee job and personal information, it is missing the ability to keep it up to date with employee relations information directly in their profile. This is a feature I have experience with in other HRIS’s and is a missed opportunity in the Rippling platform.

Unlike BambooHR, a competitor, Rippling does not offer a “missing data” report. To find out who within the company is missing information, we will have to discover it when it is flagged during another unrelated process. I think this puts us at risk if we are unknowingly missing key information or signatures from any employee.

Rippling is a fully functional operations system with a large integration library. It provides HR with the necessary tools and offers Finance and IT tools. Incorporating various clouds and add-ons allows Rippling to carry an administrative weight heavier than its competitors.

Rippling is a complex system, so you should be prepared to invest time and attention to building a strong foundation during the implementation process. It can do a lot, but it needs to be built on the backend for the front end to function at its best. Since many tools within Rippling rely on one another, approach it with a big-picture philosophy for your organization’s intentions. Be clear about what you need during the discovery process, as Rippling has many features, but not all may be necessary for your company.

Rippling continues to introduce small improvements to existing features and entire tools, like performance reviews, and exclusive highly functional built-in integrations, like Carta. These developments are likely to continue as Rippling gains popularity in HR and Finance.

Rippling is highly flexible and can be strong for a wide range of companies. It can suit new startup companies (less than 50 employees) but may be best for 70+ and growing SMBs.

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.

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.

1. Easy to use: The software offers a friendly user interface.
2. Everything in one place: the software has all the features gathered on the front page that allows you to manage everything at once.
3. POS integration: 7shifts offers integration with POS and any other sales and finance-related software.

I advised the organization to use 7shifts after we reached more than 15 employees at the restaurant. At first, we were using an HR administration automation tool that our tech team was working on but since the working schedules and shifts in the restaurant were different from the hotel staff I had to come up with a solution. Because we were facing some internal communication issues and the restaurant manager was having a hard time keeping up with the attendance, 7shifts was a great tool that helped us manage the attendance ratio to simplify the internal communication between the staff, the check-in and check-out, and last but not least, tasks and logbook. We have been using it for 3 months now.

1. The mobile version doesn't support some features like notifications and leaves
2. You can't sort employees or shift based on dates or other criteria
3. The reports are hard to read and understand. You need to be a professional to do so.

I prefer that software that is simple but covers most of the important areas needed. The pricing is so much more reasonable than any other software that offers the same services. I would like to add that the software is easy to be implemented and to be customized for any business.

As a current user, I would say the most important criteria is the type of business you are running since the software is oriented toward the restaurant industry so when you are assigning shifts the job types you will find in the software are: server, host manager, waiter, etc. If you are not a restaurant, I would suggest using a more generalized app like QuickBooks time or When I Work.

Since I only started using it for 3 months, I don't have much information but with each update, the software became more and more user friendly and the one thing I could say that evolved is the customer support since they added a 24h line to help with any bug.

Yes, the application would be a great fit for any company that operates in the food, beverages, and restaurant industry. And also, it's good for an organization with a few staff members, since the software is free for any business with 10 or fewer employees. It will also fit businesses that hire people seasonally.

The cost can't be beaten. While you do pay per user, there are a few different service options you can select, and it is billed monthly. The mobile time tracking capability is great, particularly for contractors with more hands-on roles who don't always have access to a PC. QuickBooks Time is one of the easiest time-tracking/payroll systems on the market.

QuickBooks is one of the easiest time-tracking and payroll systems on the market. Whether it is a small business or a larger company, QuickBooks is beneficial. This system is also great for contractors that you don't necessarily want lumped with all the benefit-eligible employees. I used it for one year for contractors' timesheets and payroll. There are also mobile capabilities for employees and approvers.

There isn't an overabundance of key reports that can be generated. The actual clock-in and clock-out feature isn't the most accurate. It is easiest to log hours worked if permitted by your employer. If needed, the GPS tracking capability isn't accurate or functional.

It is similar to Bullhorn. Bullhorn may have a more complex dashboard and more kinks; QuickBooks is easier to use. I prefer QuickBooks Time based on mobile app capability, ease of use, and cost per month per employee/contractor.

Do you anticipate having a different number of employees or contractors every month? If so, then QuickBooks is great as it is billed monthly per user so this can fluctuate. Do you have a lot of blue-collar contractors who don't spend hours in front of a computer? The mobile app makes recording timesheets very easy for them, and they can set up notifications when timesheet deadlines are due.

You can now share a schedule for your team within QuickBooks Time. For example, if your project isn't a typical Monday-Friday 9-5 job, you can send schedules directly through QuickBooks. If you need later coverage or give days off for teams or individuals during the normal work week, you can manage that easily.

QuickBooks Time is very good for organizations with a lot of contractors, particularly those with high turnover.

• Calendly is user-friendly and intuitive, making it easy for both candidates and hiring managers to schedule interviews with just a few clicks.
• The platform integrates seamlessly with my calendar, allowing me to easily view and manage my scheduling schedule in one place.
• Calendly's customizable options and availability settings allow me to easily tailor the scheduling process to fit my specific needs and preferences

As a technical recruiter, I bought Calendly to streamline the scheduling process for interviews with candidates and hiring managers. Prior to using Calendly, I used to spend a lot of time coordinating schedules through email and phone calls, which was time-consuming and often resulted in scheduling conflicts.

Calendly has been a game-changer for me, making it easy for candidates and hiring managers to choose a time that works for them, without the back-and-forth. I've been using Calendly for about 2 years now, and I can't imagine going back to my old scheduling process.

One of the key benefits of Calendly is its intuitive interface, which makes it simple to set up and use. The ability to integrate with my calendar has also been a huge plus, as I can see all of my upcoming appointments and scheduled interviews in one place.

Overall, I highly recommend Calendly to any technical recruiter looking to simplify the interview scheduling process and save time.

• Calendly can be limited in terms of customizability, making it difficult to fully meet the unique needs of certain recruiting processes.
• The platform can sometimes have glitches or slow loading times, which can cause frustration and hinder the scheduling process.
• Calendly's reporting features can be limited, making it difficult to track and analyze scheduling data and performance.

Calendly stands out from its competitors by offering a more user-friendly interface and a more comprehensive set of features. Unlike other scheduling tools, Calendly allows for real-time availability updates, making it easier for both candidates and hiring managers to find a mutually convenient time for an interview. Additionally, Calendly's customizable scheduling options and robust integration capabilities set it apart from other scheduling solutions.

I've used several other scheduling tools in the past, but I find Calendly to be the most efficient and effective for my needs as a technical recruiter. The platform's ease of use and flexibility make it my preferred choice for scheduling interviews.

When buying a scheduling tool like Calendly, there are several key criteria to consider, including:

• User-friendliness: The tool should be easy to use for both the recruiter and the candidates/hiring managers, with a simple and intuitive interface.
• Customizability: The tool should allow for customization to fit the specific needs of the recruiting process, such as availability settings and scheduling preferences.
• Integrations: The tool should integrate seamlessly with other systems and tools being used, such as calendars and applicant tracking systems.
• Reporting and analytics: The tool should provide robust reporting and analytics capabilities, allowing recruiters to track and analyze scheduling data and performance.

When evaluating scheduling tools, it's important to carefully consider these criteria and how they align with your specific needs. It's also a good idea to try out a few different options before making a final decision to ensure that you're choosing the best solution for your organization.

Calendly has made several changes and improvements over time to better meet the needs of its users. Over the past few years, the company has rolled out new features and updates to make the scheduling process even more seamless and efficient, such as:

• Improved integrations: Calendly has expanded its integration capabilities to better integrate with other systems and tools being used, such as calendars and applicant tracking systems.
• Enhanced customization options: Calendly has added new customization options to allow recruiters to tailor the scheduling process to fit their specific needs and preferences.
• Advanced reporting and analytics: Calendly has improved its reporting and analytics capabilities to provide recruiters with more detailed data and insights into their scheduling performance.
• Mobile app: Calendly has also introduced a mobile app, making it easier for recruiters to manage their schedules and appointments while on the go.

By continually updating and improving its platform, Calendly has remained a popular choice for recruiters and has established itself as a leading scheduling solution in the market.

Calendly is a highly flexible scheduling tool that is suitable for a wide range of users and organizations. Calendly is a great solution for all, but it is particularly well suited for small and medium-sized companies.