The Best Employee Scheduling Software in 2025

Businesses across various industries rely on effective employee scheduling systems. A well-designed scheduling tool can help reduce administrative tasks, minimize shift conflicts, and boost productivity. It ensures that employees stay updated with their work schedules, thereby reducing absenteeism and last- minute changes. As technology advances, companies now have access to workforce scheduling systems with AI-driven scheduling , real-time updates, and automation.

These features ensure compliance with labor laws and help optimize labor costs. Whether you own a small retail store or a large corporation, choosing the right scheduling tool simplifies daily operations. In this article, we’ll explore the top five employee scheduling programs of 2025. We’ll compare their key features, costs, and benefits to help you find the best fit for your business.

Deputy – Best for Small and Large Teams

Deputy is a popular choice for companies seeking a scalable scheduling solution. It offers a user-friendly platform that allows managers to quickly create schedules. Employees can monitor their shifts, swap shifts, and request time off through the mobile app. Deputy’s AI-driven scheduling is one of its standout features, analyzing workforce demands to help businesses optimize labor costs. This ensures the right number of employees are scheduled at the right times, preventing overstaffing or understaffing.

Deputy integrates seamlessly with HR and payroll systems like Gusto, ADP, and QuickBooks, streamlining payroll processing and ensuring accuracy. The platform also ensures compliance with labor laws by tracking overtime and break policies. Comprehensive reports on labor costs, employee hours, and shift trends are available, enabling businesses to enhance employee productivity. Deputy offers a free trial, with pricing based on business size and requirements.

Homebase – Best for Small Businesses

Homebase is designed specifically for small businesses seeking a simple yet effective scheduling solution. With an intuitive drag-and-drop interface, the software allows managers to create schedules efficiently. Employees can access their schedules through the mobile app, reducing misunderstandings and miscommunications. One of Homebase’s key features is its automated shift reminders, alerting employees before their shifts to minimize no-shows. The software also allows shift swapping, providing flexibility for managers and staff.

Homebase includes time tracking, enabling businesses to monitor employee attendance and calculate labor hours and overtime, thereby streamlining payroll processing. The platform generates labor cost reports to help small businesses stay within budget. Homebase allows businesses with multiple locations to centralize schedule management, enabling managers to oversee changes across different sites from a single dashboard. A free plan is available for small teams, while premium plans offer additional features, including recruitment tools and advanced reporting.

Shiftboard – Best for Workforce Management

Shiftboard is an advanced scheduling tool designed for companies with complex scheduling needs, particularly in industries like public safety, manufacturing, logistics, and healthcare. Its AI-driven scheduling engine predicts workforce demands based on business operations, automatically distributing shifts based on employee availability, skills, and certifications. Scheduling rules help managers align with industry standards and corporate policies.

Employees can view schedules, request time off, and update availability through Shiftboard’s mobile app. The platform provides real-time notifications for schedule changes. By tracking work hours, breaks, and overtime, Shiftboard ensures compliance with labor laws. Compliance reports generated by the software help reduce legal risks. Shiftboard integrates with workforce management, HR, and payroll systems, offering advanced analytics for monitoring workforce expenses and improving scheduling efficiency. Pricing is customizable based on business size and needs.

When I Work – Best for Ease of Use

When I Work is one of the most user-friendly employee scheduling systems available, ideal for retail, hospitality, healthcare, and other shift-based industries. The platform offers a simple scheduling tool where managers can create and modify shifts in minutes. Instant alerts keep employees informed of their work schedules, reducing misunderstandings. The mobile app supports time-off requests, shift changes, and real-time updates.

A standout feature of When I Work is the GPS time clock, allowing employees to clock in and out using their mobile devices while enabling managers to track attendance by location. This feature helps prevent buddy punching and time theft. Additionally, the platform includes labor forecasting tools to help businesses predict staffing needs, ensuring optimal labor efficiency by avoiding overstaffing or understaffing. Payroll integration facilitates accurate pay calculations, reducing payroll errors. When I Work offers a free plan for small teams, while paid plans include features like overtime management, advanced reporting, and shift bidding.

Planday – Best for Large Enterprises

Planday is an advanced employee scheduling tool designed for large companies and organizations, widely used in retail, healthcare, hospitality, and manufacturing. The platform’s AI-powered scheduling tool helps businesses allocate their workforce effectively, ensuring that the right employees are scheduled based on availability, skills, and preferred shifts. Compliance guidelines set by managers ensure fair work distribution and prevent overtime abuses.

Planday’s mobile app provides employees with real-time access to their schedules, allowing them to request time off, swap shifts, and communicate with management. Automated shift reminders enhance productivity and reduce absenteeism. The platform integrates with HR and payroll systems for seamless payroll calculations. Businesses can generate comprehensive reports on labor costs and employee performance. Planday offers flexible pricing, with enterprise-level plans providing tailored solutions, making it an excellent choice for large companies seeking a comprehensive scheduling tool.

Conclusion:

The best employee scheduling software for your business depends on your specific needs and size. Deputy is a versatile choice for both large and small teams. Small businesses looking for a basic scheduling tool will find Homebase ideal. Shiftboard excels in workforce management for companies with complex scheduling requirements. When I Work’s simplicity makes it perfect for businesses seeking an easy-to-use scheduling solution. Planday is ideal for large enterprises seeking AI-driven employee scheduling solutions. Investing in a scheduling program reduces shift conflicts, enhances efficiency, and helps save on workforce costs.