Shift Scheduling Software: Top Solutions and Tips for Staff Scheduling

Managing employee schedules can be a complex and time-consuming task. With the rise of flexible work arrangements, distributed teams, and varying shift patterns, traditional methods like spreadsheets and wall charts simply aren’t cutting it anymore. This is where shift scheduling software comes in. 

Shift scheduling software is a digital tool designed to automate and streamline the process of creating, managing, and distributing employee work schedules. These tools offer a centralized platform to handle everything from assigning shifts and tracking availability to managing time-off requests and communicating schedule changes. Companies that implement shift planning tools typically report significant improvements in time management, reduced scheduling conflicts, and better resource allocation.

Shift scheduling automation makes life easier for everyone involved. HR departments can streamline onboarding and manage employee data more effectively. Managers gain valuable insights into team availability, simplify shift assignments, and easily handle time-off requests. Employees benefit from increased schedule transparency, greater control over their work-life balance, and the ability to swap shifts or request time off with ease.

This comprehensive guide explores the leading shift scheduling solutions available in today’s market, delving into their core features, functionality, and unique benefits. We’ll cover aspects such as:

• Different types of shift scheduling apps: From basic scheduling tools to advanced solutions with integrated time tracking and payroll features.
• Key features to look for: Including automated scheduling, real-time communication, mobile accessibility, and reporting capabilities.
• Benefits of using shift schedulers: Focusing on improved efficiency, reduced costs, better communication, and increased employee satisfaction.
• Choosing the right software: Providing guidance based on company size, industry, and specific scheduling requirements.

We’ll also introduce the Virto Calendar App for Microsoft Teams and the Virto Calendar App for SharePoint Online & Microsoft 365. These applications offer powerful calendar management capabilities that can be leveraged for shift scheduling, providing seamless integration with your existing Microsoft ecosystem. They offer a user-friendly interface for visualizing schedules, managing team availability, and streamlining communication within your organization.

Without further ado, let’s get started. 

What Is Shift Scheduling and How Does it Work?

Before diving into specific software solutions and implementation strategies, it’s essential to understand the fundamentals of shift scheduling, its relationship to shift management, and why businesses increasingly rely on dedicated software for these functions. This section explores the core concepts, benefits, and industry applications of shift scheduling, along with emerging trends shaping this critical business function.

Understanding shift scheduling and shift management

Firstly, let’s address the frequently asked questions like “What is the shift scheduling process?” and “What is a shift schedule?”

Shift scheduling is the systematic process of planning and assigning work periods to employees while ensuring adequate coverage for business operations. It encompasses creating and maintaining work schedules that balance business needs with employee availability, skills, and labor regulations. Common shift types include:

• Fixed shifts: Consistent schedules where employees work the same hours each week
• Flexible shifts: Variable schedules that accommodate changing business needs and employee preferences
• Rotating shifts: Cyclical schedules where employees alternate between different shift patterns, often including day, evening, and night shifts

What is shift management & what’s the difference between shift scheduling software and shift management? 

While shift scheduling focuses on creating and distributing work schedules, shift management encompasses a broader scope of activities. It includes real-time schedule adjustments, attendance tracking, leave management, and performance monitoring. Shift management also involves ensuring compliance with labor laws, managing overtime, and handling schedule changes or swap requests.

The business case for shift scheduling software: Why do you need shift scheduling software?

Modern organizations are increasingly adopting specialized shift scheduling apps for several compelling reasons:

• Time optimization: Automated scheduling systems can create complex schedules in minutes rather than hours, freeing managers to focus on strategic tasks. The software can instantly identify scheduling conflicts, coverage gaps, and overtime risks.
• Enhanced transparency: Digital scheduling platforms provide real-time visibility into schedules, making it easier for employees to view their upcoming shifts, request changes, and coordinate with colleagues. This transparency reduces confusion and improves accountability.
• Improved resource planning: Advanced scheduling tools help organizations optimize staff allocation based on historical data, predicted demand, and employee skills. This ensures appropriate coverage during peak periods while avoiding overstaffing during slower times.

Industry applications: Industries that require shift schedulers

Shift scheduling software has become indispensable across various sectors:

• Healthcare: Hospitals and medical facilities use scheduling software to ensure 24/7 coverage while managing complex staff requirements, including specialized skills and certifications. The software helps maintain appropriate nurse-to-patient ratios and ensures compliance with healthcare regulations.
• Hospitality: Hotels, restaurants, and entertainment venues rely on scheduling software to handle variable staffing needs based on seasonal demand, special events, and peak service hours. The software helps optimize staff distribution across different service areas and shifts.
• Manufacturing: Production facilities use scheduling tools to coordinate multiple shift patterns, manage specialized operator assignments, and ensure continuous operation of critical equipment. The software helps balance workload distribution and maintain productivity targets.
• Retail: Stores utilize scheduling software to align staffing levels with customer traffic patterns, manage multiple locations, and accommodate part-time workers’ availability. The system helps ensure adequate coverage during peak shopping hours and special promotions.

Current trends in shift scheduling

The field of shift scheduling continues to evolve with technological advances:

• AI-driven optimization: Machine learning algorithms now analyze historical data to predict staffing needs and automatically generate optimal schedules. These systems can account for factors like employee preferences, skills, and labor costs.
• Mobile-first solutions: Modern scheduling platforms emphasize mobile accessibility, allowing employees to view schedules, request changes, and communicate with managers from their smartphones.
• Integration capabilities: Scheduling software increasingly integrates with other business systems, including HR platforms, time and attendance systems, and payroll processing, creating a seamless workflow for workforce management.
• Predictive analytics: Advanced scheduling tools now incorporate predictive capabilities to forecast staffing needs based on various factors, including weather patterns, local events, and historical business trends.

As organizations continue to embrace flexible work arrangements and distributed teams, the importance of effective shift scheduling software will only grow. 

Benefits of Using Shift Scheduling Software

While we touched on some advantages in our previous discussion of shift scheduling tools, this section takes a deeper dive into the transformative benefits that organizations experience when implementing dedicated scheduling software. Understanding these benefits is crucial for businesses considering the transition from manual scheduling methods to automated solutions.

Streamlined scheduling process

Modern shift scheduling apps dramatically simplifies what was once a complex and time-consuming task. Instead of juggling spreadsheets and manual calendars, managers can now automate schedule creation while considering multiple variables simultaneously. The software handles intricate scheduling logic, including employee availability, required skills, labor regulations, and business demands.

Real-time schedule management has become particularly valuable in dynamic work environments. Managers can instantly respond to unexpected changes, whether it’s handling last-minute call-outs or adjusting staffing levels for sudden increases in demand. The system automatically checks for conflicts, compliance issues, and coverage gaps, preventing common scheduling mistakes before they occur.

Cost optimization and error reduction

The financial impact of effective scheduling software extends beyond simple time savings. By optimizing staff allocation, organizations can significantly reduce unnecessary overtime and ensure appropriate coverage during peak periods. The software provides detailed insights into labor costs, helping managers make data-driven decisions about staffing levels and shift distributions.

Automated scheduling also virtually eliminates common human errors that can have costly consequences. The system accurately tracks hours worked, preventing timesheet discrepancies that could lead to payroll errors. It also maintains compliance with labor laws and union requirements, helping organizations avoid potential penalties and legal issues.

Enhanced communication and coordination

Modern scheduling platforms serve as centralized communication hubs, fostering better coordination between managers and staff. Built-in messaging systems allow for instant notifications about schedule changes, shift openings, or important updates. Employees can easily communicate their availability, request time off, or propose shift swaps through the platform, eliminating the need for multiple communication channels.

This improved communication flow reduces misunderstandings and ensures everyone stays informed about schedule changes in real-time. Managers can quickly broadcast open shifts to qualified employees, while team members can coordinate coverage among themselves within the system’s guidelines.

Increased employee satisfaction

One of the most significant benefits of scheduling software is its positive impact on employee satisfaction and engagement. By incorporating employee preferences into the scheduling process, organizations demonstrate respect for their workers’ work-life balance. The software can track individual scheduling preferences, time-off requests, and shift pattern preferences, using this information to create schedules that better align with employee needs.

This flexibility and consideration lead to multiple positive outcomes:

• Reduced turnover as employees feel more in control of their work schedules
• Improved morale through better work-life balance
• Increased productivity as employees work shifts that better match their personal rhythms
• Enhanced team collaboration as staff members can easily coordinate schedule changes
• Greater job satisfaction due to transparent and fair scheduling practices

The ability to access schedules remotely and manage schedule-related tasks through mobile devices further contributes to employee satisfaction, providing the convenience and flexibility that modern workers expect.

These comprehensive benefits demonstrate why shift scheduling software has become indispensable for organizations managing complex staffing requirements. As we’ll explore in subsequent sections, choosing the right scheduling solution requires careful consideration of these benefits alongside your organization’s specific needs and objectives.

Key Shift Scheduling Software Requirements

When evaluating shift scheduling solutions, organizations must carefully consider essential features that will support their operational needs and facilitate efficient workforce management. This section outlines the critical requirements that make a shift scheduling platform truly effective and valuable for both managers and employees.

Automated schedule creation

At the core of any robust scheduling solution is its ability to automate the schedule creation process. Advanced scheduling platforms should offer:

• Smart scheduling algorithms that consider employee availability, skills, and preferences
• Rule-based scheduling that automatically enforces labor laws and company policies
• Conflict detection and resolution to prevent double-booking or understaffing
• Quick schedule templates for common shift patterns
• Easy drag-and-drop functionality for manual adjustments when needed

Time tracking and payroll integration

Effective shift scheduling software seamlessly connects scheduling with time tracking and payroll processing. This integration eliminates manual data entry and ensures accurate compensation. The system should provide:

• Automatic time clock functionality with multiple clock-in options
• Real-time tracking of actual hours worked versus scheduled hours
• Overtime monitoring and alerts
• Direct integration with popular payroll systems
• Automated timesheet generation and approval workflows

Analytics and reporting capabilities

Data-driven decision-making is crucial for optimizing workforce management. Comprehensive reporting tools should offer:

• Detailed insights into labor costs and scheduling efficiency
• Analysis of attendance patterns and schedule adherence
• Custom report generation for specific business needs
• Visual dashboards for quick performance overview
• Forecasting tools for future staffing requirements

Communication tools

Effective communication features ensure smooth coordination between managers and staff. Essential communication capabilities include:

• Built-in messaging system for team communications
• Automated shift reminders and schedule change notifications
• Mass communication tools for team-wide announcements
• Read receipts and confirmation tracking
• Multi-channel notification options (email, SMS, push notifications)

System integration capabilities

Modern scheduling software should easily connect with other business systems to create a seamless operational workflow. Key integrations include:

• Human Resources Information Systems (HRIS)
• Workforce Management platforms
• Project management tools
• Accounting software
• Employee self-service portals

👉 Learn more about project management & project management tools in the dedicated articles on our blog:

• Project Management Team Guide: Roles, Structure, Tool & Tips
• Project Management Calendar: Your Guide to Planning Projects Efficiently
• Master Project Management with Office 365 Software and Tools

Leave management features

Comprehensive leave management functionality helps maintain appropriate staffing levels while respecting employee time-off needs. Important features include:

• Digital leave request and approval workflows
• Vacation calendar visualization
• Automatic leave balance tracking
• Coverage analysis for requested time off
• Holiday and special event scheduling

👉 Learn more about leave management in the dedicated articles on our blog:

• How to Add PTO and Vacation to Outlook Calendar
• Using Vacation and Time Off Calendar in Microsoft Teams and Outlook
• How to Set and Show Out of Office in Outlook Calendar

Operational flexibility

The software should support dynamic schedule adjustments while maintaining operational control:

• Employee-initiated shift swaps with automated approval workflows
• Skill-based shift coverage recommendations
• Last-minute schedule change management
• Multiple location and department scheduling
• Shift bidding and preference management

Mobile accessibility

Robust mobile access is non-negotiable. Mobile features should include:

• Full-featured mobile apps for both iOS and Android
• Real-time schedule access and updates
• Mobile clock-in/out capabilities
• Shift swap and coverage requests on the go
• Push notifications for schedule changes and updates
• Offline access to schedules

An effective shift scheduling solution should combine these features in an intuitive, user-friendly interface that requires minimal training to use. When evaluating different platforms, organizations should consider which features align most closely with their specific operational needs and workforce management goals. 

How to Create a Shift Plan and Set Up Shift Management Software

This section provides a practical guide to creating effective shift plans and configuring your shift management software for optimal use. We’ll cover the initial setup process, step-by-step schedule creation, and key factors to consider during implementation.

How do you create a shift schedule?: General step-by-step guide for scheduling employees for shifts 

Getting started with shift management software involves a few key steps:

1. Account setup: Choose a software solution that meets your needs and create an account. This typically involves providing company information and setting up administrative access.
2. Adding employees: Import employee data or manually enter employee details, including their contact information, job roles, skills, and availability. Ensure data accuracy and protect employee credentials with strong passwords and access controls.
3. Creating your first schedule: Define your scheduling period (weekly, bi-weekly, monthly), input operational hours, and establish shift patterns. Utilize departmental scheduling features to organize schedules by team or department.
4. Assigning shifts: Assign employees to shifts based on their availability, skills, and job roles. Leverage automated scheduling features to optimize assignments and minimize conflicts.

Creating an effective shift schedule

Building a well-functioning shift schedule requires careful planning and consideration:

1. Analyze team needs: Determine required staffing levels for each shift based on workload, customer demand, and operational requirements.
2. Allocate tasks: Clearly define roles and responsibilities for each shift to ensure smooth operations and efficient task distribution.
3. Utilize automated solutions: Leverage the software’s automated scheduling features to optimize shift assignments, minimize conflicts, and accommodate employee preferences.

👉 So, how do I create a shift plan? Creating a shift plan involves several key steps. First, determine your staffing needs based on anticipated workload and demand. Next, consider employee availability, skills, and preferences when assigning shifts. Utilize a scheduling tool or software to visualize the schedule and ensure adequate coverage. Communicate the schedule clearly to your team and allow for feedback or requests for adjustments. Regularly review and update the shift plan to accommodate changing business needs and employee circumstances. Finally, ensure your plan complies with relevant labor laws and regulations.

Configuring a shift scheduling app

Maximize the usability of your software with these configuration tips:

• Manage access rights: Grant appropriate access levels to different users (administrators, managers, employees) to protect sensitive data and ensure proper authorization.
• Customize notifications: Configure notification settings to keep employees informed of upcoming shifts, schedule changes, and important updates.
• Integrate with existing systems: Connect your shift planning software with other relevant systems (payroll, HR, time tracking) to streamline data flow and improve efficiency.

Factors affecting shift scheduling

Several factors influence the creation of effective shift schedules:

• Labor laws and regulations: Adhere to legal requirements regarding working hours, overtime, and breaks.
• Collective agreements: Comply with any applicable union contracts or collective bargaining agreements.
• Peak periods: Adjust staffing levels to accommodate periods of increased customer demand or workload.
• Vacation schedules: Factor in employee vacation requests and planned absences to avoid understaffing.
• Employee availability and preferences: Consider employee availability and preferred working hours to create schedules that promote work-life balance and employee satisfaction.
• Skill requirements: Ensure that employees assigned to specific shifts possess the necessary skills and qualifications to perform their duties effectively.

By considering these factors and following the steps outlined above, you can create efficient and equitable shift schedules that meet the needs of your business and your employees.

Sample schedule example

Here’s what a sample weekly schedule might look like:

Employee Name	Position	Monday 12/9	Tuesday 12/10	Wednesday 12/11	Thursday 12/12	Friday 12/13	Saturday 12/14	Sunday 12/15
Sarah Johnson	Team Lead	6:00-14:00	6:00-14:00	6:00-14:00	10:00-18:00	10:00-18:00	OFF	OFF
Michael Chen	Sr Agent	10:00-18:00	10:00-18:00	10:00-18:00	6:00-14:00	6:00-14:00	OFF	OFF
Emily Rodriguez	Sr Agent	14:00-22:00	14:00-22:00	14:00-22:00	OFF	OFF	10:00-18:00	10:00-18:00
James Wilson	Agent	22:00-6:00	22:00-6:00	OFF	OFF	22:00-6:00	22:00-6:00	22:00-6:00
Lisa Thompson	Agent	6:00-14:00	6:00-14:00	OFF	14:00-22:00	14:00-22:00	14:00-22:00	OFF
David Kim	Agent	10:00-18:00	10:00-18:00	14:00-22:00	14:00-22:00	OFF	6:00-14:00	6:00-14:00
Maria Garcia	PT Agent	6:00-14:00	OFF	10:00-18:00	10:00-18:00	6:00-14:00	OFF	OFF
Tom Parker	PT Agent	OFF	14:00-22:00	6:00-14:00	6:00-14:00	OFF	10:00-18:00	10:00-18:00

Now, let’s break down the rationale behind this schedule design:

Shift types selection

The 8-hour shifts (6:00-14:00, 10:00-18:00, 14:00-22:00, 22:00-6:00) were chosen for several strategic reasons:

1. Coverage optimization

• The 4-hour overlap between shifts (10:00-14:00 and 14:00-18:00) provides extra coverage during peak business hours
• Morning shift starts early enough to handle early customer inquiries
• Evening shift extends late enough to cover end-of-day business activities
• Night shift ensures 24/7 coverage with minimal staffing

2. Work-life balance considerations

• Morning shift workers can finish early enough for afternoon activities
• Day shift allows for normal sleep patterns and typical social schedules
• Evening shift accommodates employees who prefer later hours
• Night shift is staffed minimally but consistently

Staff distribution logic

1. Peak hours coverage (10:00-18:00)

• Deliberately overlapped shifts provide 4-5 staff during busiest times
• Team Lead presence during core business hours
• Mix of senior and junior staff for optimal skill distribution

2. Off-peak hours strategy

• Reduced staffing during quieter periods
• Single night shift coverage for essential services
• Weekend coverage maintained but with reduced staff

Employee scheduling principles

1. Full-time staff (40 hours/week)

• Consistent 5-day schedules with 2 consecutive days off
• Rotation between senior staff ensures experienced coverage
• Team Lead scheduled during peak business days

2. Part-time staff (32 hours/week)

• Strategic placement to fill coverage gaps
• Flexible scheduling to accommodate personal commitments
• Used to supplement full-time staff during peak periods

Break management

• Staggered breaks during shift overlaps
• Additional coverage during peak times allows for meal breaks
• Part-time staff can provide coverage during full-time staff breaks

Schedule effectiveness: why does it work?

The effectiveness of our proposed shift schedule can be evaluated through several key dimensions that together create a balanced and efficient workforce management system.

From a business perspective, the schedule successfully addresses core operational requirements by ensuring maximum coverage during peak business hours while maintaining adequate staffing during quieter periods. The design enables continuous 24/7 service availability, which is crucial for maintaining customer satisfaction and service quality.

Employee satisfaction stands as a cornerstone of the schedule’s design. By implementing regular, predictable schedules, employees can better plan their personal lives and maintain a healthy work-life balance. The schedule takes a fair approach to weekend work distribution, ensuring no single employee bears an undue burden of less desirable shifts. Particularly important is the provision of consecutive days off, allowing staff proper rest and recovery time. The variety of available shift options accommodates different personal preferences and circumstances, making the workplace more inclusive and adaptable to diverse employee needs.

The schedule demonstrates strong operational efficiency through its strategic deployment of both full-time and part-time staff. Workload distribution has been carefully balanced across shifts, with clear handover periods facilitating smooth transitions between teams. The presence of senior staff across major shifts ensures consistent leadership and expertise availability, maintaining service quality standards throughout all operating hours.

Cost management considerations are carefully integrated into the schedule’s structure. Part-time staff are strategically utilized to supplement peak hours, reducing the need for overtime while maintaining optimal service levels. Staffing levels are carefully aligned with expected demand patterns, preventing both over and understaffing situations that could impact either service quality or budget efficiency.

Perhaps most importantly, the schedule maintains significant flexibility and adaptability to changing circumstances. It includes built-in capacity for adjustments during special circumstances or unexpected situations, with clear protocols for shift swaps when needed. The inclusion of redundancy in staffing levels provides a buffer against unexpected absences, ensuring service continuity even during challenging periods.

Through this thoughtful integration of various scheduling elements, the proposed system creates a robust and sustainable approach to workforce management that serves the needs of both the business and its employees.

Tips for Improving the Shift Scheduling Process

Creating an effective shift schedule is just the first step. To maximize efficiency and employee satisfaction, organizations must continuously refine their scheduling processes. This section explores key strategies for optimization, focusing on flexibility, data-driven decision making, and automation.

Increase flexibility and transparency

The modern workforce increasingly values schedule flexibility. Implementing an agile scheduling approach not only improves employee satisfaction but also helps organizations adapt to changing business needs.

Creating a flexible scheduling environment starts with clear communication channels and transparent policies. When employees understand how shifts are assigned and have visibility into available opportunities, they become more engaged in the scheduling process. This transparency helps build trust and reduces scheduling conflicts.

To enhance scheduling flexibility:

• Implement a shift marketplace where employees can post and claim available shifts. This self-service approach reduces administrative burden while giving employees more control over their schedules.
• Establish clear protocols for shift swaps and changes. While offering flexibility, maintain appropriate oversight to ensure coverage requirements and compliance standards are met.
• Use mobile scheduling tools to enable real-time schedule access and updates. This allows employees to quickly respond to schedule changes or opportunities for additional shifts.
• Create standby pools of qualified employees who can fill last-minute openings. This provides both schedule stability for the organization and additional earning opportunities for interested staff.

Using analytics to optimize shifts

Data-driven scheduling decisions lead to better outcomes for both employees and organizations. Modern scheduling software provides valuable insights through advanced analytics capabilities.

Key metrics to track include:

1. Coverage analytics:

• Peak demand periods versus staffing levels
• Historical patterns of schedule changes and call-outs
• Shift fulfillment rates
• Coverage gaps and overstaffing incidents

2. Employee metrics:

• Individual and team schedule preferences
• Time-off patterns
• Overtime distribution
• Schedule satisfaction ratings

3. Operational efficiency:

• Labor cost per shift
• Schedule adherence rates
• Time to fill open shifts
• Response times to schedule changes

By analyzing these metrics, organizations can identify scheduling patterns, predict staffing needs, and proactively address potential issues before they impact operations.

Time tracking, reporting, and automation

Effective time tracking and reporting are essential for maintaining efficient scheduling operations. Let’s explore how modern automation transforms these critical processes.

Automated time tracking

Modern time tracking systems have evolved far beyond simple clock-in/clock-out functionality. These systems now integrate sophisticated validation rules that can detect and flag potential issues in real-time. For example, when an employee clocks in significantly early or forgets to clock out, the system can automatically alert supervisors and request verification.

Integration with payroll and HR systems creates a seamless data flow that eliminates double-entry and reduces errors. When an employee works an extra hour, this information automatically flows through to payroll calculations, overtime tracking, and labor cost analysis. The system can also automatically apply different pay rates for holidays, overnight shifts, or special assignments.

Enhanced reporting

Regular reporting helps organizations maintain oversight and make informed decisions. Key reports should include:

Compliance reports:

• Labor law adherence reports can automatically flag potential violations before they occur, such as insufficient break times or excessive consecutive workdays. 
• Break time compliance tracking ensures that employees take required rest periods and helps managers adjust staffing levels to accommodate breaks without disrupting operations.
• Overtime tracking becomes more sophisticated with automated systems that can predict potential overtime situations based on current schedules and historical patterns. 
• The certification tracking feature ensures that all shifts are staffed with appropriately qualified personnel and provides advance notice when certifications are approaching expiration.

Operational reports:

• Shift coverage analysis tools provide deep insights into staffing patterns, helping organizations optimize their workforce deployment. These reports can identify trends in peak demand periods and suggest optimal staffing levels based on historical data.
• Labor cost tracking becomes more precise with automated systems that can account for variable pay rates, overtime premiums, and shift differentials. 
• Schedule variance reports highlight differences between planned and actual staffing levels, helping managers understand where adjustments might be needed.

Automation best practices

While automation offers significant benefits, its successful implementation requires a strategic approach that balances technological capabilities with human needs. The following key components work together to create a comprehensive automation framework that supports both operational efficiency and employee satisfaction. When properly implemented, these practices create a robust foundation for sustainable workforce management while reducing administrative burden and improving accuracy.

To maximize the benefits of automation, consider implementing the following:

Notification systems

Effective automated notifications serve as a proactive communication tool. For example, when a shift becomes available, the system can automatically notify qualified employees in order of seniority or other predetermined criteria. Coverage gap alerts can trigger escalating notifications to ensure timely resolution of staffing shortages.

Workflow management

Automated approval workflows streamline administrative processes while maintaining proper oversight. When an employee requests time off, the system can automatically check coverage requirements, validate time-off balances, and route the request to the appropriate supervisor. Each step in the process is documented, creating a clear audit trail for future reference.

Data maintenance

Regular data reviews are essential for maintaining system effectiveness. Employee information updates should trigger automatic reviews of affected schedules and assignments. Scheduling rules should be periodically reviewed to ensure they reflect current business needs and regulatory requirements.

System maintenance

A robust maintenance routine ensures long-term system reliability. Archive processes should retain necessary historical data while maintaining system performance. Integration points with other systems should be regularly tested to ensure continued data accuracy and system functionality.

By implementing these comprehensive automation strategies, organizations can:

• Reduce administrative overhead by up to 70%
• Improve schedule accuracy by eliminating manual entry errors
• Ensure consistent policy application across the organization
• Enable proactive management of potential scheduling issues
• Provide better visibility into workforce utilization
• Support data-driven decision making

The key to success lies in viewing automation not as a set-and-forget solution, but as a dynamic tool that requires ongoing attention and refinement to deliver maximum value to the organization.

👉 What is shift system software? Shift system software automates and streamlines the process of creating and managing employee work schedules. It provides a centralized platform to handle various scheduling tasks, such as assigning shifts, tracking availability, managing time-off requests, and communicating schedule changes. This software replaces manual methods like spreadsheets and wall charts, offering improved efficiency, reduced errors, and better communication. Features often include automated scheduling, real-time updates, mobile accessibility, and reporting capabilities.

Regular schedule maintenance

Creating a well-functioning shift schedule isn’t a one-time task; it requires ongoing attention and maintenance to ensure its continued effectiveness. Below are a few suggestions on how to establish a regular review cycle:

1. Weekly schedule reviews: Conduct weekly reviews of the upcoming schedule to identify any immediate concerns, such as potential conflicts, understaffing, or uneven workload distribution. This allows for timely adjustments and prevents last-minute scrambling. Look for patterns emerging, like recurring shortages on specific days or shifts, and brainstorm solutions proactively.
   
2. Monthly meetings with team leads: Hold monthly meetings with team leads or supervisors to discuss scheduling challenges and gather feedback from the front lines. This collaborative approach provides valuable insights into practical issues and allows for a more informed decision-making process. Discuss solutions to recurring problems and explore ways to improve schedule fairness and employee satisfaction.
   
3. Quarterly assessments of efficiency and effectiveness: Perform more in-depth quarterly assessments of your overall scheduling efficiency and effectiveness. Analyze key metrics like labor costs, overtime hours, employee absenteeism, and productivity levels. This broader perspective helps identify larger trends and informs strategic adjustments to your scheduling practices.
   
4. Ongoing policy and procedure updates: Regularly review and update your scheduling policies and procedures based on feedback from employees, managers, and stakeholders. As business needs evolve and new technologies emerge, your scheduling practices should adapt accordingly. Ensure your policies are clear, accessible, and reflect best practices.

Regular schedule maintenance is an investment in long-term success. By implementing these recommendations, organizations can create more efficient and effective scheduling processes that benefit both the business and its employees.

Best Shift Scheduling Software

Selecting the right shift schedule software is crucial for optimizing workforce management. This section explores leading solutions in the market and provides guidance for choosing the platform that best matches your organization’s specific needs.

A brief overview of popular shift scheduling tools

The shift planning software market offers various solutions, each with unique strengths and specializations:

Connecteam

Connecteam is an all-in-one employee app designed for deskless teams. It offers a range of features, including scheduling, communication, task management, and employee training, all within a single platform. Its core aim is to simplify operations, improve internal communication, and foster employee growth, ultimately allowing businesses to focus on expansion.

Here’s a breakdown of Connecteam’s main capabilities:

Planning & creation:

• Ease of use: Connecteam emphasizes ease of use, allowing for quick schedule creation and management.
• Visibility and control: Managers have full visibility into employee availability, qualifications, and preferences. This helps in creating optimal schedules and avoiding conflicts.
• Automated scheduling: Connecteam offers an auto-scheduling feature that considers various factors like availability, time-off requests, qualifications, shift coverage, and fairness to generate schedules automatically.
• Templates and duplication: Templates and duplication features speed up the scheduling process by allowing reuse of existing schedules or pre-defined templates.
• Cost control: The platform helps in managing labor costs by setting regulatory limitations and identifying inconsistencies early on.
• Conflict prevention: Features like double-booking prevention and cross-schedule conflict detection ensure smooth operations.
• Advanced features: Connecteam supports multi-location scheduling, recurring shifts, task assignments within shifts, and smart groups based on qualifications.

Distribution and communication:

• One-click distribution: Schedules can be shared instantly with employees through the app.
• Real-time updates: Any changes to the schedule are communicated immediately to the affected employees.
• Shift confirmation: Employees can accept or reject shifts, promoting accountability and reducing back-and-forth communication.
• Client sharing: Finalized schedules can be shared with clients via a link.

Day-to-day management:

• Automated reminders: Automated shift reminders minimize no-shows and ensure adequate staffing.
• Replacement finding: In case of a no-show, the app facilitates finding replacements quickly.
• Centralized communication: In-app chat allows for instant communication with relevant team members, replacing traditional methods like calls and texts.
• Mobile access: Employees can access schedules, tasks, and other essential information through the mobile app.
• Real-time insights: Digital forms and checklists provide real-time updates on task completion and field operations.

Reporting and payroll integration:

• Accurate time tracking: Employees clock in and out through the app, ensuring accurate time records.
• Automated calculations: Overtime, breaks, and time off are calculated automatically.
• Payroll integration: Connecteam integrates with major payroll providers like Gusto, QuickBooks, Xero, and Paychex, streamlining payroll processing.
• Project tracking: Time spent on specific projects and jobs can be tracked for accurate billing and invoicing.
• Reporting: The platform offers various reporting features, including planned vs. actual hours worked, which helps in cost analysis and resource allocation.

In summary, Connecteam’s shift scheduling functionality is designed to be comprehensive, flexible, and user-friendly. It aims to automate and streamline the entire scheduling process, from initial planning to payroll processing, while keeping employees informed and engaged. The platform’s focus on mobile accessibility makes it particularly suitable for businesses with deskless workforces.

When I Work

When I Work is an employee shift management app and time tracking software designed for shift-based workplaces. It aims to simplify scheduling, improve team communication, and provide tools to manage labor costs effectively. Its key features are accessible through desktop and mobile apps.

Focusing specifically on its shift scheduling capabilities, When I Work offers a range of features to streamline the process:

• Auto-scheduling: This feature allows managers to create shifts and let the software automatically assign them to eligible and available employees based on qualifications. This significantly reduces the time spent manually creating schedules.
• Schedule templates: Templates allow managers to copy and paste previous schedules or create reusable templates for recurring shift patterns. This saves time and ensures consistency.
• Remote job sites: When I Work supports scheduling for multiple locations or remote job sites within the same schedule, making it suitable for businesses with dispersed teams.
• Shift eligibility management: The software allows managers to define eligibility criteria for shifts, ensuring that only qualified employees are assigned to specific roles. This helps maintain service quality and operational efficiency.
• OpenShifts: Employees can view and claim available open shifts, providing flexibility and empowering them to manage their own schedules.
• Shift swapping and dropping: Employees can easily swap or drop shifts amongst themselves, subject to manager approval. This feature simplifies shift coverage adjustments and reduces the administrative burden on managers.
• Time-off management: Employees can submit time-off requests through the app, and managers can approve or deny them directly within the platform. This streamlines the time-off process and ensures adequate staffing.
• Real-time availability: Managers have access to employee availability in real-time, simplifying schedule creation and ensuring appropriate shift coverage.
• Labor cost control: The software provides real-time visibility into labor costs, allowing managers to monitor and adjust schedules to stay within budget. Features like overtime alerts help prevent unnecessary overtime expenses.
• Labor forecasting: When I Work offers tools to forecast labor needs based on historical data and projected demand. This helps optimize staffing levels and avoid over- or under-scheduling.
• Integration with Time Clock: The scheduling software integrates with When I Work’s time clock functionality, allowing for accurate time tracking, automated calculations of worked hours, and streamlined payroll processing.
• Multiple location support: Businesses with multiple locations can manage schedules for all their branches within a single account, simplifying oversight and coordination.
• Mobile accessibility: The mobile app allows both managers and employees to access schedules, request time off, swap shifts, and communicate with each other from anywhere, anytime.

In summary, When I Work’s shift scheduling capabilities are designed to be user-friendly, flexible, and scalable. It aims to automate many aspects of the scheduling process, empowering employees, and providing managers with the tools they need to control labor costs and optimize staffing levels. Its mobile-first approach and focus on real-time communication make it particularly well-suited for businesses with dynamic scheduling needs.

Homebase

Homebase is an all-in-one platform designed to streamline workforce management for small businesses, particularly those with hourly employees. Its core functionalities include scheduling, time clocks, payroll, team communication, hiring and onboarding, and HR and compliance. Here’s an overview of the app’s capabilities:

• Simplified schedule creation: Homebase aims to make building schedules quick and easy. It offers templates and auto-scheduling features that consider employee availability, time-off requests, sales forecasts, and labor targets. This allows managers to create optimized schedules efficiently, even automating recurring schedules.
• Real-time communication and updates: Once a schedule is published, employees are instantly notified via text, email, and the Homebase mobile app. Any subsequent changes to the schedule also trigger immediate notifications, ensuring everyone stays informed. Managers can even confirm that employees have viewed the most recent schedule, minimizing confusion and missed shifts.
• Flexibility and control: Homebase provides tools for managing schedule adjustments and time-off requests. Employees can request time off and update their availability directly within the app, which managers can then review and approve. The system also facilitates shift trading between employees, subject to manager approval, further reducing the administrative burden on managers.
• Integration with sales data: For businesses looking to optimize staffing levels based on demand, Homebase can integrate with leading POS systems. This allows managers to align schedules with sales forecasts and labor targets, ensuring efficient staffing and cost control.
• Real-time labor cost tracking: Homebase provides real-time visibility into labor costs, enabling managers to monitor and adjust schedules as needed to stay within budget. It also provides alerts for potential overtime, helping managers proactively manage labor expenses.
• Accessibility: The Homebase app is available on both iOS and Android, giving employees easy access to their schedules, time-off requests, and communication tools from their mobile devices. This “always-in-their-pocket” accessibility promotes employee engagement and reduces scheduling conflicts.
• Templates and tools: Homebase offers various scheduling templates to help businesses get started quickly. These templates can be customized to fit specific business needs, and the platform also includes tools for shift planning and schedule visualization.

In essence, Homebase’s shift scheduling capabilities aim to simplify and automate the scheduling process, improve communication between managers and employees, offer flexibility for shift adjustments and time-off requests, and provide real-time insights into labor costs. This helps small businesses optimize staffing, reduce administrative overhead, and improve employee satisfaction.

7shifts

7shifts is a comprehensive restaurant management platform and shift work scheduler. Designed specifically for the restaurant industry, 7shifts offers a range of features aimed at simplifying and optimizing the scheduling process. Here’s a breakdown of its key scheduling functionalities:

• Fast and easy schedule creation: 7shifts emphasizes speed and efficiency in schedule building. Its drag-and-drop interface allows managers to quickly assign shifts, taking into account employee availability and restaurant staffing needs. This streamlined approach aims to save managers significant time compared to manual scheduling methods.
• Mobile accessibility and real-time updates: Both managers and employees can access schedules via the 7shifts mobile app (iOS and Android). This allows for real-time schedule viewing, updates, and communication. Employees receive instant notifications of published schedules and any subsequent changes, ensuring everyone stays informed.
• Shift swapping and availability management: 7shifts facilitates shift trading between employees. Employees can request to drop shifts or pick up open shifts through the app, subject to manager approval. They can also update their availability directly within the app, simplifying the process of managing employee preferences and ensuring schedules are staffed appropriately.
• Time-off requests: Employees can submit time-off requests through the app, which managers can then review and approve. This centralized system helps keep track of all requests and ensures they are considered during schedule creation.
• Sales forecasting and labor cost optimization: 7shifts integrates with POS systems to provide sales forecasts and labor projections. This data helps managers build more accurate schedules, avoiding overstaffing or understaffing and optimizing labor costs. The platform also offers tools for tracking labor costs in real-time, allowing managers to monitor and adjust schedules as needed to stay within budget.
• Integration with other tools: 7shifts integrates with various payroll and other restaurant management software solutions. This integration streamlines data flow between systems, reducing manual data entry and ensuring accuracy across different platforms.
• Communication tools: The platform includes built-in communication features that allow managers to communicate directly with employees, send announcements, and manage team discussions. This centralized communication hub keeps everyone connected and informed.
• Free trial and flexible plans: 7shifts offers a free trial and a free “Comp” plan with basic features. This allows restaurants to test the platform before committing to a paid subscription. Paid plans unlock additional features like budgeting, labor compliance tools, and more advanced reporting.

In summary, 7shifts aims to be more than just a scheduling tool; it’s a comprehensive platform designed to help restaurants manage their entire workforce. Its scheduling features are designed for speed, flexibility, and mobile accessibility, empowering both managers and employees to manage schedules effectively and optimize labor costs.

Shiftbase

Shiftbase is workforce management software with a strong focus on simplifying employee scheduling. Its features aim to streamline the scheduling process, improve communication, and control labor costs. Here’s a summary of its key scheduling capabilities:

• Quick and easy schedule creation: Shiftbase emphasizes speed and ease of use. It allows managers to create schedules in minutes using features like templates for recurring shifts and a drag-and-drop interface for modifications. This helps save time and reduces the administrative burden of manual scheduling.
• Cost management and budgeting: A key feature of Shiftbase is its focus on integrating personnel costs into the scheduling process. Managers can see wage costs and surcharges while planning, and even create schedules based on budgeted labor costs or expected revenue. This helps maintain better control over labor expenses and ensures schedules align with financial goals.
• Flexible scheduling and shift management: Shiftbase offers tools to handle changing circumstances and last-minute adjustments. Managers can easily invite employees to fill open shifts, and employees can request to swap shifts with each other (subject to manager approval). The system also alerts managers to potential scheduling conflicts like overlapping shifts or violations of working hour regulations.
• Employee availability and absence management: Shiftbase allows employees to input their availability directly into the system, simplifying the process of creating schedules that respect employee preferences. It also handles leave requests, allowing employees to submit requests and managers to approve or reject them within the platform.
• Mobile app accessibility: Both managers and employees can access schedules and other features through the Shiftbase mobile app (iOS and Android). This provides real-time access to schedules, shift changes, and communication, ensuring everyone stays informed.
• Real-time communication and notifications: Shiftbase automatically notifies employees of any schedule changes, ensuring they are always up-to-date. The platform also includes communication tools for announcements and team discussions.
• Reporting and analytics: Shiftbase offers a range of reporting tools to provide insights into key metrics like labor costs, worked hours, and schedule adherence. This data can be used to optimize scheduling practices and improve workforce efficiency.
• Integrations: Shiftbase integrates with various payroll and HR systems, streamlining data flow and reducing manual data entry. It also integrates with other tools to enhance collaboration and shift management.

In short, Shiftbase aims to be a comprehensive workforce management solution, with scheduling as a central component. Its features are designed to simplify scheduling, improve communication between managers and employees, and provide better control over labor costs.

Deputy

Deputy is a shift management app and workforce management software that simplifies scheduling, timesheets, and HR processes. Its scheduling capabilities are designed to save time, reduce costs, and improve team communication. Here’s a breakdown:

• Fast and easy rota creation: Deputy emphasizes speed and efficiency, allowing managers to build rotas in minutes, eliminating the need for manual spreadsheets. The system is designed to be user-friendly and accessible on any device.
• AI-powered auto-scheduling: This feature uses artificial intelligence to create optimized schedules based on demand, employee availability, and other factors. It aims to minimize labor costs while ensuring adequate staffing levels.
• Labor cost control: Deputy provides real-time insights into labor costs versus sales, allowing managers to adjust staffing levels as needed to maintain profitability. It also syncs with payroll systems to ensure accurate pay rates and calculations.
• Open shift management: Deputy makes it easy to fill open shifts by instantly notifying available employees through the mobile app. Managers can then choose the most suitable employee or allow employees to claim shifts on a first-come, first-served basis.
• Leave and unavailability management: Employees can submit leave requests through the app, which managers can then approve or deny. The system provides an overview of leave balances and staff availability, simplifying the scheduling process.
• Break planning and compliance: Deputy helps ensure compliance with break regulations by allowing managers to schedule multiple break types within a single shift. The system flags missed or unscheduled breaks to help manage compliance risks.
• Overtime and fatigue management: Managers can set limits on employee working hours to prevent fatigue and excessive overtime. The system tracks hours worked and alerts managers to potential issues.
• Skills-based scheduling: Deputy allows managers to schedule employees based on their qualifications and skills, ensuring the right people are assigned to the right tasks.
• Real-time communication and notifications: Employees receive instant notifications of schedule changes, shift offers, and other important updates through the mobile app. This improves communication and reduces confusion.
• Mobile accessibility: The Deputy mobile app (iOS and Android) allows both managers and employees to access schedules, request time off, swap shifts, and communicate with each other from anywhere.
• Integrations: Deputy integrates with a wide range of payroll, POS, and HR systems, streamlining data flow and eliminating manual data entry. This includes integrations with popular systems like Xero, Vend, and iPayroll.

In summary, Deputy’s scheduling features aim to provide a comprehensive solution for managing employee schedules efficiently and effectively. Its focus on automation, real-time communication, and integration with other business systems makes it a valuable tool for businesses of all sizes.

Sling

Sling is an employee scheduling and workforce management software designed to simplify the process of creating and managing staff schedules. It offers a range of features, particularly in shift scheduling, aimed at saving time and improving communication. Here’s a breakdown of its shift scheduling capabilities:

Core scheduling features:

• Drag-and-drop interface: Sling allows users to easily create schedules by dragging and dropping employee names onto shifts. This visual approach simplifies the process and makes it quick to assign employees to specific time slots.
• Templates: Sling allows the creation of schedule templates for recurring shifts, saving time and ensuring consistency. These templates can be customized to fit the specific needs of different businesses.
• Employee availability tracking: Sling keeps track of employee availability and time-off requests, making it easier to avoid scheduling conflicts and ensure adequate coverage. Employees can input their availability directly, and the system alerts managers to potential conflicts.
• Shift swapping: Employees can request shift swaps with colleagues, and managers can approve or deny these requests within the platform. This feature promotes flexibility and helps to cover unexpected absences.
• Notifications and reminders: Sling sends automatic notifications to employees about upcoming shifts, reducing no-shows and tardiness. Updates to schedules also trigger notifications, keeping everyone informed of changes.
• Multi-location support: For businesses with multiple locations, Sling allows filtering and assigning shifts by location, streamlining the management of geographically dispersed teams.
• Integration with other software: Sling integrates with various other business tools, including POS systems like Toast, Square, and Shopify, as well as payroll software like Gusto. This integration helps to streamline workflows and consolidate data.
• Real-time visibility: Sling provides a real-time view of the schedule, allowing managers and employees to access and update information from anywhere with an internet connection, using web browsers or mobile apps (iOS and Android).

Advanced scheduling features (paid tiers):

• Labor cost optimization: Sling helps businesses manage labor costs by displaying the cost of each shift as it’s being built and alerting users if a shift exceeds the budget. It also tracks actual hours worked and generates reports to analyze labor expenses.
• Time clock integration: Sling’s built-in time clock allows employees to clock in and out from various devices, including mobile phones and designated terminals. It also supports geofencing to ensure accurate time tracking.
• Advanced reporting: Paid versions of Sling offer more detailed reporting features, providing insights into labor costs, no-shows, sick call-outs, and PTO usage.

In summary, Sling offers a comprehensive suite of tools for managing employee schedules, from basic shift creation to advanced labor cost optimization and time tracking. Its user-friendly interface, automation features, and communication tools are designed to simplify scheduling and improve workforce management.

Shiftboard

Shiftboard is a shift management system designed for shift-based workforces, particularly in mission-critical industries like manufacturing, energy, healthcare, and corrections. It focuses on automation, flexibility, and optimization to improve scheduling efficiency, employee satisfaction, and overall operational effectiveness. Here’s a summary of its key shift scheduling capabilities:

Core scheduling features:

• Tailor-fit automation: Shiftboard emphasizes its highly configurable automation, allowing businesses to customize the software to mirror their specific operational processes, union agreements, and industry-specific scenarios (e.g., production line changes, emergency response teams). This includes automating steps like assigning shifts based on skills, seniority, or other criteria, and automatically flagging violations of labor laws, union contracts, or internal policies.
• Demand-dased scheduling: The software converts production targets and service level requirements into staffing needs, ensuring adequate coverage. It can dynamically adjust schedules based on fluctuating demands, adding, extending, splitting, or removing shifts as needed. It also supports on-call scheduling and volunteer signup for backup contingency.
• Coverage optimization: Shiftboard uses an optimization engine to maximize coverage with available resources. It can suggest shift shuffles, split shifts to accommodate flexible worker availability, reassign underutilized staff, and prioritize assignments based on factors like overtime cost.
• Worker engagement and flexibility: The platform prioritizes worker satisfaction by offering features like shift swapping, volunteering for open shifts, and mobile access to schedules and time-off requests. It aims to create transparent and fair schedules that accommodate employee preferences.
• Change management: Shiftboard provides tools to manage schedule changes effectively. It helps identify coverage gaps, quickly backfill openings with qualified workers, and notify employees about changes through various channels (calls, emails, SMS, mobile notifications). It also facilitates the use of contingent labor to supplement staffing.

Additional features:

• Leave and absence management: Integrated tools streamline leave requests, approvals, and tracking. The system automatically updates schedules and facilitates backfilling upon leave approval.
• Timesheet management: Shiftboard supports online timesheet submission, automated validation, and integration with payroll systems to ensure accurate time tracking and payment.
• Integrations: The platform integrates with other HR and business systems via APIs and pre-built integrations, enabling data sharing and streamlined workflows.
• Mobile access: Employees can access their schedules, request time off, pick up shifts, and communicate with managers through web and mobile apps.
• Reporting and analytics: Shiftboard provides data-driven insights into key metrics like labor costs, turnover, shift coverage, and scheduling efficiency, enabling informed decision-making.

Shiftboard positions itself as a comprehensive workforce management solution that goes beyond basic scheduling. Its focus on automation, optimization, and worker engagement makes it suitable for organizations with complex scheduling needs and a focus on operational efficiency.

Fourth: HotSchedules

HotSchedules, by Fourth, is an employee shift scheduling software specifically designed for the restaurant and hospitality industry. It aims to streamline scheduling, reduce labor costs, and improve employee engagement. Here’s a breakdown of its key shift scheduling capabilities:

Core scheduling features:

• Demand forecasting: HotSchedules uses advanced forecasting that analyzes various data points, including POS sales, historical trends, weather, and local events, to predict staffing needs accurately. This helps optimize schedules and avoid overstaffing or understaffing.
• Automated scheduling: While the specifics of automation aren’t detailed, the app’s website mentions a 75% reduction in manager admin time, suggesting automated features assist in shift creation and distribution. The drag-and-drop interface further implies ease of schedule adjustments.
• Shift swapping and management: Employees can easily swap, drop, and pick up shifts using the mobile app, offering flexibility and empowering them to manage their schedules. Managers have an easy approval process for these shift transactions.
• Compliance features: HotSchedules incorporates built-in tools to ensure compliance with labor and wage regulations. It provides notifications and alerts during scheduling to help managers avoid compliance violations.
• Integration with POS: Seamless integration with POS systems provides real-time sales data, allowing managers to adjust schedules based on actual business demands and optimize staffing levels for peak and slow periods.

Additional features contributing to scheduling:

• Mobile app: The highly-rated mobile app provides employees with access to their schedules, shift management tools, time-off requests, and in-app messaging.
• Messaging and communication: Managers can communicate with individual team members or send broadcast messages to all employees through the platform, facilitating efficient communication about schedule changes or other important updates.
• Reporting and analytics: HotSchedules offers various reports, including forecast projections, optimal labor metrics, and benchmarks, to help managers analyze scheduling effectiveness and identify areas for improvement. It also provides visibility into the performance of different restaurants and regions.
• Above-store visibility: The platform allows for oversight of multiple locations, providing a centralized view of scheduling and labor data across the organization.

HotSchedules emphasizes its user-friendly interface and mobile-first approach, making it a convenient and accessible tool for both managers and employees. Its focus on the restaurant and hospitality industry suggests specialized features tailored to the unique needs of this sector.

👉 What is the best shift planner app? The “best” shift planner app depends on your specific needs and priorities. Consider factors like the size of your team, industry, budget, and desired features. Popular options include Virto Calendar, When I Work, Connecteam, and Homebase. Some apps cater to specific industries, while others offer more general scheduling functionalities. Research different options, compare features, and consider taking advantage of free trials to determine which app best suits your organization’s requirements.

Comparison of employee shift scheduling software tools

Here’s a comprehensive comparison table of the shift planning software solutions discussed:

Features/Software	Connecteam	When I Work	Homebase	7shifts	Shiftbase	Deputy	Sling	Shiftboard	HotSchedules
Primary target market	Deskless teams	Shift-based workplaces	Small businesses	Restaurants	General workforce	All businesses	General workforce	Mission-critical industries	Restaurants & hospitality
Key strengths	All-in-one solution, mobile-first	Flexible scheduling, labor forecasting	Integrated payroll, small business focus	Restaurant-specific features	Cost management	AI-powered scheduling	Communication tools	Complex automation	Restaurant-specific forecasting
Auto-scheduling	Yes	Yes	Yes	Yes	Basic	Yes (AI-powered)	Yes	Yes	Yes
Mobile app	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes
POS integration	Yes	Limited	Yes	Yes	Limited	Yes	Yes	Yes	Yes
Shift swapping	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Time & attendance	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Labor cost management	Advanced	Advanced	Advanced	Advanced	Advanced	Advanced	Basic	Advanced	Advanced
Multi-location support	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Unique features	Task management within shifts, extensive integrations	Robust labor forecasting	Integrated payroll processing	Restaurant-specific tools	Budget-based scheduling	AI optimization, fatigue management	Template library	Complex automation rules	Restaurant forecasting, above-store analytics
Communication tools	Advanced	Basic	Advanced	Advanced	Basic	Advanced	Advanced	Basic	Advanced
Compliance tools	Yes	Yes	Yes	Yes	Yes	Yes	Basic	Advanced	Advanced
Best for	Companies with mobile workforce	Mid-sized businesses	Small businesses	Restaurants	Cost-conscious businesses	Enterprise operations	Small-medium teams	Large operations	Restaurant chains
Notable limitations	Can be complex for small teams	Cost at scale	Limited customization	Restaurant-focused	Complex setup	Higher cost	Basic reporting	Complexity	Industry-specific

Key differentiators:

• Connecteam: Comprehensive mobile solution for deskless teams
• When I Work: Strong labor forecasting and flexibility
• Homebase: Integrated payroll and small business focus
• 7shifts: Restaurant-specific features and integrations
• Shiftbase: Strong cost management and budgeting tools
• Deputy: AI-powered scheduling and fatigue management
• Sling: User-friendly interface and communication tools
• Shiftboard: Complex automation for large operations
• HotSchedules: Restaurant-specific forecasting and analytics

What is the best schedule for shift work?

The ideal scheduling software choice depends on your organization’s specific needs:

• For small businesses: Consider solutions like Connecteam or When I Work that offer essential features at reasonable costs.
• For restaurants: 7shifts or HotSchedules provide industry-specific functionality that addresses unique hospitality needs.
• For enterprise organizations: Shiftboard or Deputy offer the robust features and scalability required for complex operations.
• For retail operations: HotSchedules or Deputy provide the flexibility and mobile access retail environments demand.

Remember that the best solution is one that not only meets your current needs but can also scale with your organization’s growth. Consider starting with a free trial when available to ensure the software meets your practical requirements before making a long-term commitment.

Selection criteria for shift management software: How to choose the best shift scheduling solution?

Choosing the right shift scheduler app can significantly impact your business’s efficiency and employee satisfaction. In this section, we’ll explore the essential criteria to consider during your evaluation process. We’ll cover core scheduling features, integration capabilities, user experience considerations, data security requirements, the importance of analytics and reporting, and finally, the cost factors involved. 

Core functionality: This covers the essential features needed for effective schedule management.

• Schedule creation flexibility: The software should accommodate various scheduling patterns, including fixed shifts, rotating shifts, split shifts, and on-call scheduling. Look for drag-and-drop functionality, bulk scheduling options, and the ability to easily modify existing schedules.
• Shift template customization: Pre-built templates can streamline schedule creation, but the software should allow customization to match your specific needs and industry requirements.
• Time-off management: Integrated time-off management simplifies requests, approvals, and tracking, automatically updating schedules upon approval and helping to identify potential coverage gaps.
• Availability tracking: The system should allow employees to input their availability, helping managers create schedules that respect employee preferences and avoid conflicts.
• Schedule distribution methods: Flexible distribution options are crucial. Look for mobile notifications, email alerts, SMS messages, and in-app access to schedules.

Integration capabilities: Seamless integration with existing systems is essential for data flow and efficiency.

• Payroll system compatibility: Integration with payroll systems automates data transfer, reducing manual entry and ensuring accurate payment.
• HR software integration: Synchronization with HR software centralizes employee data and streamlines workforce management processes.
• Time clock systems: Integration with time clocks automates time tracking and eliminates manual timesheet entry, improving accuracy and reducing administrative burden.
• Point of Sale (POS) systems: For businesses with POS systems, integration enables data-driven scheduling based on sales trends and customer traffic, optimizing staffing levels.
• Communication platforms: Integration with communication tools facilitates efficient messaging and notifications related to schedules and shift changes.

User experience: A user-friendly interface is crucial for adoption and effective use.

• Mobile app functionality: Mobile access empowers employees to manage their schedules, request time off, and communicate with managers on the go.
• Interface intuitiveness: An easy-to-navigate interface reduces training time and increases user satisfaction.
• Employee self-service features: Empowering employees to manage their schedules and time-off requests frees up manager time and increases employee engagement.
• Training requirements: Consider the level of training required for both administrators and employees. Intuitive software minimizes training needs.
• Support availability: Reliable and accessible customer support is essential for troubleshooting issues and maximizing the software’s value.

Data security: Protecting sensitive employee data is paramount.

• Data encryption standards: Ensure the software uses robust encryption methods to protect data in transit and at rest.
• Access control mechanisms: Role-based access control restricts access to sensitive information based on user roles and responsibilities.
• Compliance certifications: Look for certifications like SOC 2 or ISO 27001, which demonstrate adherence to industry-standard security practices.
• Backup procedures: Regular and secure data backups are crucial for disaster recovery and business continuity.
• Privacy protection measures: The software should comply with relevant data privacy regulations, such as GDPR or CCPA.

Analytics and reporting: Data-driven insights are essential for optimizing scheduling and workforce management.

• Custom report creation: The ability to generate custom reports allows you to analyze specific metrics and trends relevant to your business.
• Real-time analytics: Real-time data provides immediate insights into labor costs, attendance, and performance, enabling proactive adjustments.
• Labor cost tracking: Monitor labor costs by department, role, or location to identify areas for cost optimization.
• Attendance patterns: Analyze attendance data to identify trends, absenteeism issues, and potential scheduling conflicts.
• Performance metrics: Track key performance indicators (KPIs) related to scheduling efficiency, employee productivity, and labor utilization.

Cost considerations: Evaluate the total cost of ownership, including upfront and ongoing expenses.

• Pricing structure: Understand the pricing model, whether it’s per employee, per location, or based on features.
• Additional feature costs: Be aware of any additional costs for premium features or integrations.
• Implementation fees: Factor in implementation costs, including setup, configuration, and data migration.
• Training expenses: Consider the cost of training for administrators and employees.
• Support costs: Understand the ongoing support costs, including subscription fees, maintenance, and customer service.

By carefully considering these criteria, you can select the shift management software that best meets your organization’s needs and helps optimize workforce management.

👉 Learn more about team scheduling and dedicated tools here: Master Your Team’s Schedule: Best Employee Scheduling Apps Reviewed

Shift Scheduling Software in the Microsoft Ecosystem: Microsoft Shifts & Virto Calendar for Microsoft 365, SharePoint, and Teams

This section explores shift scheduling tools within the Microsoft ecosystem, focusing on Microsoft’s own offering and a prominent third-party solution. We’ll examine Microsoft Shifts and its capabilities, then discuss VirtoSoftware’s calendar as an alternative scheduling option leveraging the Microsoft environment.

Does Microsoft Have a Staff Scheduling Tool?

Yes, Microsoft offers a staff scheduling tool called Microsoft Shifts, a cloud-based scheduling tool integrated within Microsoft Teams. Shifts is designed to simplify schedule creation, management, and communication for teams. Here’s how it addresses key shift scheduling tasks:

• Schedule creation: Shifts allows managers to create schedules visually, assigning shifts to employees using a drag-and-drop interface. It supports various shift patterns and allows for recurring schedules.
• Time-off management: Employees can request time off directly within Shifts, and managers can approve or deny requests, automatically updating the schedule.
• Shift swapping and open shifts: Shifts facilitates shift swapping between employees and allows managers to post open shifts that team members can claim.
• Communication and collaboration: Being integrated with Teams, Shifts enables seamless communication between managers and employees. Teams can use the chat functionality for schedule-related discussions and receive notifications about shift changes.
• Mobile access: The Shifts mobile app provides employees with access to their schedules, time-off requests, and communication tools on the go.

👉 Learn more about Microsoft Shifts here: Get started in Shifts

Solutions from VirtoSoftware

VirtoSoftware offers two primary calendar applications within the Microsoft ecosystem: Virto Calendar App for Microsoft Teams and Virto Calendar App for SharePoint Online & Microsoft 365. While not exclusively designed for shift management like dedicated tools, their flexible features can be adapted for this purpose, offering an alternative solution for organizations heavily reliant on the Microsoft environment.

Key features of Virto Calendar Apps:

• Deep Microsoft integration: Both apps integrate deeply with Microsoft Teams and SharePoint, allowing users to access and manage shift schedules directly within their familiar workspaces. This eliminates the need to switch between different applications.
• Versatile data sources: Virto Calendar can overlay various calendars and data sources, including Exchange Online calendars, SharePoint lists, Microsoft Planner tasks, resource calendars (for equipment or room booking), and external calendars via iCal feeds. This allows for a comprehensive view of schedules, tasks, and resource availability.
• Task scheduling and team coordination: While not a dedicated shift management tool, Virto Calendar’s ability to display tasks and events from multiple sources facilitates team coordination and task assignment related to shifts. SharePoint lists can be used to track shift-related tasks, deadlines, and responsibilities.
• Easy sharing and modification: Schedules created within Virto Calendar can be easily shared with team members, and changes are reflected in real-time. This ensures everyone stays informed about the latest schedule updates.
• Flexible views and customization: Users can choose from various calendar views (day, week, month, year, task view) and customize the appearance with color-coding for different event types or categories. This allows for clear visualization of shift patterns and assignments.

Benefits of using Virto Calendar for shift management:

• Centralized scheduling: Consolidates various schedules and tasks into a single view within Microsoft Teams or SharePoint.
• Improved team coordination: Facilitates better communication and visibility of schedules across teams.
• Simplified resource management: Allows for booking and tracking of resources alongside shift schedules.
• Enhanced flexibility: Adaptable to different scheduling needs and workflows.
• Leverages existing Microsoft investments: Maximizes the value of existing Microsoft 365 subscriptions.

Examples of Virto Calendar for shift scheduling:

• Healthcare: A hospital can use Virto Calendar to schedule nurses’ shifts, track on-call availability, and manage operating room bookings. SharePoint lists can track patient assignments and other shift-related tasks.
• Retail: A retail store can schedule employee shifts, track availability, and manage promotional events. Integration with external calendars can incorporate store events and holidays into the schedule.
• Hospitality: A hotel can use Virto Calendar to schedule front desk staff, housekeeping, and maintenance personnel. Resource calendars can manage room availability and bookings.

Key differences and considerations between Microsoft Shifts and Virto Calendar

While both Microsoft Shifts and Virto Calendar offer robust scheduling capabilities, they cater to different needs and offer distinct functionalities. Understanding these key differences is crucial for selecting the tool that best aligns with your organization’s specific requirements. The following table provides a detailed comparison to help you make an informed decision.

Feature	Microsoft Shifts	Virto Calendar
Primary focus	Dedicated shift management and team communication	Calendar management and schedule visualization
Integration	Tightly integrated with Microsoft Teams	Integrates with Teams, SharePoint, and other sources
Scheduling	Purpose-built for shift creation and management	Adaptable for shift scheduling using various features
Complexity	Simpler, easier to use for basic scheduling	More versatile, offers greater customization

Choosing the right tool

Microsoft Shifts is a dedicated shift management tool best suited for teams needing a straightforward solution within Microsoft Teams. Virto Calendar, while not solely a shift management tool, provides a more versatile and customizable approach, integrating with a broader range of Microsoft services and external data sources. The best choice depends on your specific needs and how you leverage the Microsoft ecosystem. If you require a dedicated, easy-to-use shift scheduling solution within Teams, Shifts is a good option. If you need a more flexible and integrated calendar solution that can be adapted for shift management within SharePoint or Teams, Virto Calendar might be a better fit.

Conclusion on the best shift scheduling software 

In conclusion, implementing shift scheduling software offers a multitude of benefits for businesses seeking to optimize their operations and enhance employee satisfaction. From streamlined scheduling and reduced administrative burden to improved communication and increased employee engagement, these tools empower businesses to effectively manage their workforce. The key advantages include:

• Enhanced efficiency: Automate scheduling tasks, minimize errors, and optimize shift coverage.
• Improved communication: Facilitate seamless communication between management and employees regarding schedules, changes, and requests.
• Increased employee satisfaction: Empower employees with greater control over their schedules, leading to better work-life balance and reduced burnout.
• Reduced costs: Optimize labor costs by ensuring appropriate staffing levels and minimizing overtime expenses.
• Better compliance: Ensure adherence to labor regulations and avoid potential penalties.

We encourage you to explore the capabilities of tools like the Virto Calendar App, paying close attention to the features that best align with your company’s specific needs. Consider factors such as integration with existing systems, customization options, and user-friendliness when making your decision:

• Schedule a demo call to explore Virto Calendar’s capabilities
• Install a 14-day free trial of Virto Calendar for Microsoft Teams or SharePoint:
  • Virto Calendar for Microsoft Teams
  • Virto Calendar for Microsoft 365 & SharePoint Online
  • Virto Calendar for SharePoint On-Premises

By leveraging shift management software effectively, you can significantly improve your company’s operational efficiency and foster a more positive and productive work environment for your employees.

To further enhance your understanding of shift scheduling, effective calendar management, and other valuable employee management tools and best practices, we invite you to explore the following resources:

Official Microsoft resources:

• Shift management and staff scheduling 

VirtoSoftware blog & resources:

• Best Employee Scheduling Apps Reviewed
• The Ultimate Guide to Business Calendars & Top Apps of 2024 
• Employee Vacation Tracker Use Case
• Using Vacation and Time Off Calendar in Microsoft Teams and Outlook