Employee Scheduling Software | 5 mins read

What is Employee Scheduling Software and Why Does it Matter?

what is employee scheduling software and why does it matter 1621292820 8325
Hanh Truong

By Hanh Truong

Introduction to Employee Scheduling Software

Small businesses and enterprises are going through a digital transformation with new technological tools. Per 2019 statistics, 85% of small business owners say that technology supports success. With the right software and digital solution, organizations can improve performance and boost their growth exponentially. One such tool is employee scheduling software.

Operators and owners are leaving behind their spreadsheets and implementing software to schedule employees. Automated scheduling puts businesses ahead in the competitive market, as it helps save time, cuts costs, and enhances employee engagement. It is no wonder that the scheduling software market size is expected to reach $770.2 million by 2026.

What is Employee Scheduling Software?

Employee scheduling software is a workforce management system that automates the shift planning process. The cloud based solution schedules employees optimally, effectively preventing overstaffing and understaffing. A small business or large-scale company can also use online shift scheduling tools to manage their hourly employees and gauge productivity levels. Some of the key scheduling features that the best software systems have include the following.

  • Auto Scheduling - The software automatically manages employee availability, labor compliance, and labor costs to ensure optimum work schedules.
  • Mobile App - Scheduling software providers may offer mobile apps, allowing users to access or create schedules through their phones. Some platforms will provide free mobile apps as a part of their package.
  • Time Clocks - Employees can clock in and out and track time by loading time clocks on their smartphones or desktop.
  • Automated Alerts and Notifications - Users can set up alerts on their phones, such as shift reminders.
  • Schedule Template - Managers can quickly create schedules using the software's schedule templates or customize one to their business.
  • Third-Party Integrations - The best employee scheduling tools can be integrated into other business systems, such as payroll and HR software.
Scheduling solutions with these modules are able to streamline and optimize business functions. For example, with integrations, managers can save time and simplify the payroll and employee compensation process. Instead of manually entering data into a disparate system, they can send data with a click of a button. Other important benefits to using employee schedule makers include the following factors.

Online employee scheduling software that makes shift planning effortless.
Try it free for 14 days.

1. Adjust Schedules with Ease

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Scheduling time software makes changing schedules easy. Staff members can send real time time-off requests, swap shifts, or pick up open shifts via their mobile app. Once managers approve of the inquiries, the system will automatically adjust the schedule accordingly. It also collects data regarding availabilities; therefore, management does not have to worry about scheduling conflicts.

2. Save Management Time

Traditional handwritten and spreadsheet schedules can take up a lot of time. In fact, studies show manual scheduling results in managers losing 20% of their time. But with a software system, wasting time is a thing of the past. The solution is intuitive and will suggest the best teams and shift assignments. This enables managers to save their time and brainpower towards other key tasks.

3. Open Communication

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Staff scheduling systems commonly have built-in communication tools, such as team messaging, announcements, and dashboards. This allows employees to stay connected with one another and ensures everyone is in the loop. Managers can also broadcast alerts for work schedule changes, new work hours, and company news. These notifications can be sent via email, SMS, or mobile app. This ensures information is effectively relayed and helps enhance employee engagement.

Online employee scheduling software that makes shift planning effortless.
Try it free for 14 days.

4. Reduce Employee Absenteeism and Tardiness

Employee scheduling shift tools have automated notifications to remind staff of their upcoming shifts. The notification feature will effectively cut down on absenteeism and tardiness. It also allows team members to find coverage, in case of unanticipated emergency events. This guarantees that when staff cannot come into work, business operations will not be delayed.

5. Follow Labor Law Regulations

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Manual shift planning can be difficult because management must make sure they are complying with federal and state regulations. Any errors with compliance can lead to fines, penalties, and lawsuits. A scheduling tool will prevent this with its labor law management and reminders. These features are usually equipped with the latest standards, but owners can input regulations as well. For example, they can set up a reminder to prevent overtime.

6. Centralize Data Insights

A scheduling software solution will compile data regarding labor costs, employee performance, time tracking, and attendance. When synced to other business systems, such as POS, payroll, and human resources tools, managers can centralize all valuable metrics in one place. This enriches data insights and enhances reporting. For instance, they can discover top-performing employees and efficient teams. With this information, they can improve scheduling decisions and project management.

7. Cut and Control Labor Costs

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Scheduling systems have labor spending and budget tracking. They are also equipped with labor forecasting tools. These modules will help managers control labor spending, stay within their means, and make cost-efficient schedules. Additionally, it will provide them visibility into how they can effectively cut spending, such as which shifts to remove.

8. Save Money

Traditional scheduling techniques oftentimes require working on Excel, printing out employee schedules, and posting them in breakrooms. This not only takes up a lot of time, but it is also unsustainable. This is especially so if management must reprint schedules every week or anytime they have to make changes. However, with software and mobile apps, owners can send schedules straight to employees' phones in minutes. Software providers also offer these systems for no upfront cost or long-term contracts, saving businesses money in the long run.

Key Takeaways to Employee Scheduling Software

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  • Employee scheduling software is an online tool that brands can use to automate the scheduling process.
  • More and more businesses are adopting the best employee scheduling software to stay competitive and to optimize their processes.
  • A scheduling app commonly comes with advanced features, such as auto scheduling and communication tools.
  • The key benefits of employee scheduling apps include simplified staffing, team communication, and ensure compliance.

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