You can empower your workers to adjust their shifts and find coverage as needed with employee scheduling software. (Source: When I Work)
The specific functions your employee scheduling software can perform will vary by vendor and further depend on what service tier or package you purchase. For example, some software plans are very basic and simply enable the creation of schedules, whereas other options incorporate advanced features like time and attendance tracking, automated scheduling, and security and compliance functions.
We suggest looking for the following features when evaluating employee scheduling solutions.
Shift Scheduling Tools
While most employee scheduling software allows you to build schedules manually with drag-and-drop tools, the best platforms give you the option of using auto-scheduling to build repeating or varied schedules automatically. Top-of-the-line software like this also simplifies workforce management with schedule templates, labor forecasts and calendar features (e.g., daily, weekly or monthly calendar view). Some programs include demand-based scheduling and shift auto-fill, which can be valuable for ensuring your business is adequately staffed.
Your team members can benefit from scheduling software with employee-centric tools that allow them to set their availability and preferences, request to drop or swap shifts with their co-workers, and modify their schedules from anywhere. Managers can set rules for automatic shift approval and denial, or they can manually respond to change requests.
Time and Attendance Tracking
Tracking employee hours is a key element of employee scheduling. Some employee scheduling software vendors automatically include time clocks and time-off request capabilities in their base plans, whereas others offer time and attendance functions only as add-on features with an additional cost. Employee scheduling software with a clock-in function streamlines timekeeping and can help prevent errors when paying staffers for their hours worked. If the solution you’re eyeing doesn’t have native payroll, make sure it can integrate with your preferred payroll service.
The best software can also help employers track employee overtime, monitor worker behavior, prevent early clock-ins, enforce employee breaks, automatically deduct unpaid breaks, budget for labor costs and more. Employee scheduling software with time-tracking features often includes reporting capabilities as well, allowing you to study attendance data and identify trends.
Notifications and Reminders
Most employee scheduling software has alert and notification capabilities, but the type of notifications you can send (and the channels through which workers can receive them) will vary. The best solutions offer text, email and in-app notifications for schedule and message confirmations, tardiness and overtime alerts, automated clock-in and clock-out reminders, and more.
Security and Compliance
Labor law compliance is incredibly important when you have employees on your payroll. If you fail to comply, you could find yourself in hot water with government agencies. The best employee scheduling platforms have built-in checks to make sure you don’t fall out of compliance with local and federal labor laws, including overtime regulations and advance-notice requirements for schedule changes.
Dashboard, Usability & Integrations
While usability may not be one of the first things to come to mind when you think of features, how easy or challenging a program is to use will affect your user experience. Look for platforms with user-friendly dashboards that are intuitive to navigate. If a service has a comprehensive iOS or Android app that employees and managers can use in addition to the computer software, that’s even better since both sides can benefit from mobile convenience.
Additionally, the ideal employee scheduling solution integrates with many other pieces of business software, such as the entire Microsoft 365 suite, QuickBooks Online accounting software or a payroll service like Paychex. These connections streamline multiple processes without much effort. Some companies may want to look for POS system integrations, such as those offered by When I Work, or other integrations unique to their sector.