The 6 Best Employee Scheduling Apps for 2024

Chaotic. That’s what best describes the old-school way of scheduling. 

You know, the traditional way of writing things down and calling or texting workers about their schedules for the following day. 

Fortunately, employee scheduling apps have made project managers’ lives easier. In this article, we’ll meticulously examine 6 of the best scheduling apps to help you decide which one perfectly matches your company’s needs.

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Top Picks

EDITOR’S NOTE: We created Workyard – the first app reviewed here – to address issues we encountered while struggling to track and manage construction payrolls for over 700 workers in over 50 construction businesses. We built the Workyard app from the ground up to support construction companies like yours, with industry-essential features like the industry’s most accurate time clock app with GPS and geofencing, intuitive contractor scheduling, construction cost tracking tools, and more.

Learn more about how Workyard works on our main website, or sign up for a 14-day free trial today to see what Workyard can do for your business.

Scoring

Key Features

• Up-to-the-minute task scheduler

• Precise GPS time and location tracking

• Automated workforce compliance

• Real-time job progress and cost tracking

• Integration with critical construction business apps

Highlights

Workyard is workforce management software designed to eliminate the chaos of managing multiple workers spread across multiple locations. 

Workyard’s drag-and-drop scheduling calendar takes a no-nonsense approach to task scheduling. Users can proceed straight to scheduling tasks without unnecessary distractions. 

This simplicity and robustness extend to the rest of Workyard’s features. Let’s take a look at them now…

Effortless Task Scheduling

Workyard’s scheduling calendar eschews outrageous colors or other unnecessary shiny-object distractions. But what it lacks in bells and whistles, it makes up for with diverse customization options. 

The scheduling calendar can be viewed either in calendar or task list mode. You can also toggle between daily, weekly, monthly, or all-time viewing formats. If you want an overview of all recently scheduled tasks, the weekly mode is the best choice, as it also displays the distinct color labels assigned for each task.

Workyard’s simple, calendar-style, task scheduling software

Scheduling a new task is as easy as clicking on any cell corresponding to the date when you want the task to be scheduled. Simply add the name of the task, choose the workers (individual or group) who will work on it, and set the date and time, time zone, and color label. 

You can also define the project location (geofence), so workers know where to complete their tasks. Furthermore, you can assign a task watcher to your team who will oversee the project until its successful completion. 

Worker-friendly features like notes and checklists provide your employees with the details they need to finish the task on time.

For each new task added to the calendar, an app and email notification will be sent to all involved workers. 

Rescheduling is simple: drag and drop the task to a new date, which updates the calendar accordingly. If the task is recurring, you can set it to repeat by choosing the frequency (daily, weekly, monthly, or yearly) and letting Workyard automatically populate the calendar for you. 

Precise Time and Location Tracking

Workyard’s mobile app is equipped with a precise time clock. 

Employee time clocks sync with the timesheet in real time, so managers can easily track who clocked in and who didn’t through the Time Card section of Workyard’s web app.

Workyard’s time clock and timesheet

Workyard is powered by GPS technology, so each clock-in or clock-out is automatically tagged to a specific location.

Managers can also set up time clock rules so workers are not allowed to clock in until they’re inside a defined project location. This eliminates early clock-ins and helps the company save on labor costs. 

Another time clock rule enables the app to automatically clock employees in as soon as they enter a geofenced job site and trim their clock-out times to the last site exited. This ensures employees will still get paid fairly, even if they forget to clock in or out. 

Real-Time Job Progress Tracking

Construction businesses need to monitor every dollar, so tools that automatically track each project at any given time can offer a real-time window into its profitability (or lack thereof). 

Workyard’s detailed job tracking feature allows workers to give supervisors real-time updates about their tasks. They can choose the task, project, and cost code before activating their time clock so each time recorded is automatically tagged to where it should be. 

Workers can also attach photos, screenshots, or receipts to every task so they can be backed up by traceable proof. 

Workyard’s job progress tracking

Workyard’s GPS-enabled location tracker goes beyond the limits of geofenced locations – it records all locations a worker visits during his shift, enabling him to log hours while completing any urgent task, even if it’s outside a defined project location. Driving mileage and routes are also accurately recorded, allowing for easier mileage reimbursement later on. 

On the admin side, managers can let Workyard process all the recorded time entries. Since every task has a corresponding cost code, labor costs will be computed and displayed in real time in the Job Costing section. This provides your team with reliable reports supported by audit trails. 

Seamless Integrations with Popular Business Apps

Workyard doesn’t have built-in payroll or accounting systems, but its native integrations are robust enough to compensate. 

Workyard seamlessly syncs with popular business finance tools like QuickBooks (Online and Desktop), ADP, and Gusto in a snap.

Workyard integrations

These integrations offer meaningful benefits beyond a simple spreadsheet export – for example, QuickBooks can automatically detect double entries in Workyard’s exported data. 

A REST API is also available for businesses looking to connect with other apps Workyard doesn’t currently natively integrate with. This allows you to use integrations between Workyard and any system you choose. 

Reviews

Workyard gives field workers the convenience of having their time cards at their fingertips. With its integrated time clock, workers like the iOS user below can easily clock in and out without having to fall in line in front of a dedicated timekeeping counter.

How great Workyard mobile app is ⭐⭐⭐⭐⭐ 
This new technology helps workers sign in and sign out more efficiently, as far as having to go to a machine, wait in line, and then sign up. With so much new technology at hand, the Workyard app is just brilliant.

Workyard promotes transparency within the workplace. This benefits not only the dispatcher, who can see every field worker’s location in real-time but also employees like the Android user below, who have the peace of mind that they will always get paid right, even if they forget to clock in/out.

⭐⭐⭐⭐⭐ 
App is amazing, it allows me as a technician if I accidentally forget to sign in to a customer that I’ll have proof I was there with the GPS location. It’s overall makes it easier on management because they can see where all the techs are and when new customers call in they’re able to call the nearest tech to pick up more business. Overall a very needed app for any business that has several techs or employees that are mobile. And it makes tracking hours easy.

The Workyard user below left positive feedback on Capterra but also left a few suggestions. However, the features she’s talking about can easily be implemented through Workyard’s time clock rules, which shows how important it is to educate users about the app’s functionality.

Great product for our needs in construction time tracking  ⭐⭐⭐⭐⭐ 

Pros: It’s been very simple to use for our employees, and is easy to customize for our needs.

Cons: I would like to have more options on being able to require certain projects have lunch breaks each day, or disallow them from having a certain amount of overtime without prior approval.

Pricing

Speed up scheduling with Workyard’s digital team calendar

Click here to know how

Scoring

Key Features

• Time clock on any device

• Drag-and-drop scheduling calendar

• GPS location tracking with geofence

• Integration with top recruitment platforms

• Manager-approved shift swapping and claiming

Highlights

Homebase, like When I Work, appeals to restaurant and retail businesses looking for a reliable shift scheduling system. 

Homebase’s scheduling system is as user-friendly as its direct competitor. However, unlike When I Work, it’s way easier to generate shift duplicates in Homebase. All you have to do is copy any shift and paste it to any vacant date as many times as you want. 

Once you’re done, simply press Esc, and the duplication process will end. 

Scheduling in Homebase

Homebase’s auto-scheduler is more refined. If activated, it will automatically assign shifts to employees based on their availability, current number of shifts taken, seniority in the workplace, and roles. 

Homebase also has a time clock with a built-in GPS tracking system to ensure workers clock in only within designated project locations.  

In addition to the above features, Homebase’s main differentiator is its ability to seamlessly integrate with job boards like Indeed, Google Jobs, ZipRecruiter, and Craigslist.

This enables busy business owners to fulfill their ever-changing staffing needs by creating their own careers page, posting jobs, interviewing applicants, and keeping employee paperwork all in one place. 

Reviews

Homebase allows managers to activate notifications so employees are alerted about each new schedule or any schedule changes. Unfortunately, the iOS user below couldn’t seem to receive notifications, making it difficult to respond to schedule-related actions in a timely manner.

Not receiving notifications ⭐⭐⭐⭐ 

The app works just fine for the most part, but for some reason, I can never receive notifications. All alerts are enabled on the app for push notifications and they’re also enabled through my actual phone settings, yet I never receive anything.

(Click here for more Homebase iOS reviews)

Homebase may be versatile enough to adapt to the needs of non-retail businesses, but the user below proves there are disadvantages to forcing tools to work for purposes they’re not intended for.

⭐⭐⭐

This is a decent app with many useful features. It would be ideal for Food/Service and Retail establishments. However, working in Events and Production, some features never get used.

(Click here for more Homebase Android reviews)

Overall, Homebase is a solid scheduling tool with time tracking and payroll features. It may have flaws, but as the user below suggests, Homebase’s great features make up for its deficiencies.

Nimble and robust scheduling and payroll app ⭐⭐⭐⭐

Pros: Its very intuitive and easy to navigate. Online connectivity makes it easy for multiple managers to use it for specific roles.

Cons: Homebase “updated” their online scheduling and now its more cumbersome to use – multiple refreshes are necessary to keep up with changes (its frustrating)

(Click here for more Homebase Capterra reviews)

Pricing

Scoring

Key Features

• Drag-and-drop shift scheduler

• Digital time clock for any device

• In-app team messaging tool

• Built-in payroll system

Highlights

When I Work removes the chaos from shift-based workplaces like restaurants and retail businesses, where irregular schedules are the norm. 

Its drag-and-drop shift scheduler works as quickly as the fast-paced workplaces it serves. It allows managers to edit shifts in bulk, duplicate shifts in one click, and even create multiple shifts in one go through its auto-assign feature.

Scheduling in When I Work

While managers can choose which shifts go to whom, employees retain some control over their schedules. They can set their availability, grab open scheduled shifts for extra income, swap shifts with available co-workers, and request time off. 

While When I Work excels at shift scheduling, its overall mobile app experience leaves much to be desired.

Its time clock doesn’t sync with the timesheet in real time. The app also automatically logs out when not in use or if you mistakenly click the back button too many times. 

In summary, When I Work seems to have put all its eggs in its scheduling basket but forgotten to pay attention to the smaller but equally impactful details. 

Reviews

Having a built-in messaging tool can be an attractive feature for any scheduling software. However, it comes at the risk of experiencing glitches like the user below. 

It’s okay? ⭐⭐⭐

First off, I sometimes don’t get a notification that a text has been sent in the group chat. This has happened on many occasions, and it hinders my ability to pick up extra shifts or cover shifts. Secondly, I am having major issues with once I send a message, it disappears on my end. I don’t know why this happens, and it’s simply frustrating.

I, too, experienced almost the same issue when I tested Workchat, proving that the team messaging feature has room for improvement. 

(Click here for more When I Work iOS reviews)

When I Work’s mobile app has great functionality overall, but requiring users to log back in every single time can be a huge time sucker. I experienced it myself when I tested the app, but the user below proves this has been a long-standing issue. 

It works nice. However…⭐⭐⭐⭐

I wish it would stop logging me out every time I close it, and sometimes, when my time off request is approved, it disappears from my account entirely. But still, it’s a good app that does what it’s made for.

(Click here for more When I Work Android reviews)

When I Work’s shift scheduler may have a few flaws, but it remains the app’s crowning glory. The review below proves a great scheduler is revealed by how versatile it is and how quickly it generates schedules for extremely busy managers. 

When I Work is brilliant! ⭐⭐⭐⭐⭐

Everything is easy to use and schedule. Everything is on one app and on the go, which is what we need in today’s fast-paced world!

(Click here for more When I Work Capterra reviews)

Pricing

Scoring

Key Features

• Drag-and-drop scheduling calendar

• Mobile and web time clock

• Manager-approved shift swapping

• GPS location tracking with geofencing

• Labor cost tracking

• In-app team messaging

Highlights

With Sling, you can easily sync the scheduling tool with your calendar app, ensuring new shifts won’t conflict with existing appointments. 

Sling also has a drag-and-drop scheduler, which makes it easy to reschedule shifts without manual data entry. However, first-time users will find the scheduling calendar intimidating, as all options are displayed in one row after another by default. 

You can use filters to hide selected rows, but the initial flood of options, worsened by poor color choices, has made it less user-friendly than it should have been. 

Scheduling in Sling

Sling keeps up with the competition by offering a wide range of scheduling features. 

It has a built-in auto-scheduler you can use to instantly assign shifts to employees based on their location and position. The app also allows shift swapping, but with the manager’s approval, so there’s still control over who accepts the swapping invitation and from whom. 

Sling also has a time clock feature with built-in GPS location tracking. Managers can adjust the time clock settings so employees are notified when they forget to clock in or whenever they clock in late. 

Labor cost tracking is also incorporated into the scheduling calendar so managers can easily set a labor budget, calculate labor costs as they schedule, and make data comparisons to make sure they’re always on target. 

Reviews

Sling delivers the goods for its price point. The user below underscores how it can be a great app for helping teams track whatever project they’re working on.

Easier scheduling ⭐ ⭐⭐⭐⭐

This app is a great way for the team to know what they are doing and when. Excellent app!

(Click here for more Sling iOS reviews)

Sling allows users to set their availability. However, the feature is no good if it doesn’t work perfectly, as the user below describes.

⭐⭐⭐

Every time I set my unavailability (for a few hours, for a day, whatever), it changes to a week. It makes scheduling with other responsibilities a pain

(Click here for more Sling Android reviews)

Customer support is definitely Sling’s weakest point. It doesn’t help that Sling’s limited customer support seems to provide lackluster service at best, thanks to generic responses like the one the user below received.

A streamlined time clock system for billable contractor hours ⭐⭐⭐

Pros: The timeclock system is very easy to use, and you can effortlessly apply filters to execute payroll and AR procedures.

Cons: The customer service leaves a lot to be desired. Not all agents are bad [Thank you [sensitive content hidden] for saving us!], but most of the time the responses are generic, and provide no real solution.

(Click here for more Sling Capterra reviews)

Pricing

Scoring

Key Features

• Shareable scheduling link

• Team-based scheduling

• Integrations with popular business tools

• Automated workflows

Highlights

Calendly takes the guesswork out of scheduling group meetings or one-on-one consultations. It connects with your calendar app so invitees can see when you’re fully booked while keeping your calendar content private. 

With Calendly, you can create scheduling links in a snap. This allows busy business owners to instantly allow their clients to choose their preferred appointment times with one click. You can share the link wherever you’re able to paste it into a text box. 

Appointment scheduling in Calendly

Calendly’s versatility allows you to schedule meetings with any number of participants anywhere in the world. It can easily handle one-on-one interviews, webinars, online classes, panel interviews, round-robin meetings, and just about any other group call format.

Calendly’s automatic time zone detection simplifies scheduling with people who may be in another state, country, or continent. Calendly intelligently displays available slots in the invitee’s own time zone. 

Unfortunately, Calendly is not designed for more complicated task scheduling. Without built-in job and employee time tracking systems, it can only help with occasional client and team meetings.

Reviews

Calendly can meet your expectations if used for its intended purpose. The user below used Calendly to help her patients book appointments with her, with great results

My new favorite app ⭐⭐⭐⭐⭐

I am a mental health therapist who just started working independently. Since I can’t afford to pay for an extra scheduling/booking feature right now, I started using this app. So far, I love it, and I do not have a single complaint.

(Click here for more Calendly iOS reviews)

Android users such as the one below often leave valuable feedback that would have helped improve the app tremendously. Unfortunately, it seems Calendly’s developers are struggling to keep up with these demands, which explains why most reviews don’t get a response.

⭐⭐⭐

It’s super slow to launch and laggy during use. The Android app is almost unusable. I have to quit and restart several times. It’s much easier to sign in on the web.

(Click here for more Calendly Android reviews)

Calendly is great for professionals who want clients to book them easily. Since individual styles vary, the person below wishes Calendly would give them more customization options.

Calendly is the personal assistant that I need ⭐⭐⭐⭐⭐

I would love to be able to add my brand colors and fonts to my scheduling interfaces. I am able to customize most messaging and add my logo to the pages, but being able to carry the color scheme across would be *chef’s kiss.

(Click here for more Calendly Capterra reviews)

Pricing

Scoring

Key Features

• Easy appointment scheduling

• Automated appointment reminders

• Automatic follow-up  emails

• Built-in invoicing system

• Simple appointment and revenue reports

• Integrations with popular business tools

Highlights

Acuity Scheduling is a Squarespace-owned app, which explains why using the platform sometimes feels like being trapped in a Squarespace upsell bubble. 

The subtle promotion can be off-putting at first, but it gets better once you get past this and realize Acuity is like Calendly’s long-lost sister with more customization options. 

Acuity is also a perfect scheduling tool for one-on-one or group appointments. You can easily create shareable scheduling links, which you can also embed directly into your website. You can choose either a monthly or daily template for your scheduling calendar, based on how far into the future you want to allow people to book appointments.

Appointment scheduling in Acuity

Acuity Scheduling enables users to customize their business name, logo, time format, language, font, button color, and scheduling instructions. Custom CSS styling is also available if you have the creativity – and basic technical expertise – to execute more complex design customizations. 

Users can set up their availability in Acuity, giving them control over when customers can book appointments. They can also automatically send follow-ups, send text reminders, and require advanced payments (either deposits or full) to ensure invitees will show up on schedule.

Reviews

Although the user below appreciates Acuity’s flexibility and ease of use, they also left a suggestion for the developers. Currently, Acuity Scheduling integrates with only three payment providers, so it won’t hurt the app to offer more in the future.

Stellar software for scheduling ⭐⭐⭐⭐⭐

I would like to see Acuity add a point-of-sale system so that I can check customers out in a retail setting (instead of using a Square system). This would tie everything together and be a great one-stop solution.

(Click here for more Acuity Scheduling iOS reviews)

Acuity outperforms Calendly in terms of its customization options. Users like the one below love how Acuity allows them the freedom to add a personal touch to every step of the scheduling process.

⭐⭐⭐⭐⭐

At first, I was not going to use them, but then I found out you can customize the booking site like you want to it was over I started using them. I have been working on my site for a month in a half I just published my site on March 1st, 2024. Now wait for the clients.

(Click here for more Acuity Scheduling Android reviews)

Recurring appointments definitely have a place in Acuity Scheduling, but the user below either doesn’t know how to set them up or does but has realized they don’t meet her expectations.

Acuity is helpful for one-time bookings and virtual events ⭐⭐⭐

The booking widget and checkout aren’t as visually customizable as I’d like. It also doesn’t customers to book recurring lessons and choose the dates, so it’s not good for weekly music lessons/tutoring, etc.

(Click here for more Acuity Scheduling Capterra reviews)

Pricing

Final Thoughts

While construction companies can still manage a cowboy-ish, schedule-as-you-go method of assigning shifts with a whiteboard or other manual processes, nothing beats the convenience of having all your scheduling needs met by one useful app. 

The time you save automating the cumbersome task of scheduling can be a game changer, and it will continue to pay dividends for years to come. 

Construction and field service companies manage multiple crews across multiple locations. And as unique as their scheduling needs are, there are equally unique scheduling software specifically designed for them. 

Workyard offers an easy way to schedule tasks and assign them to field workers wherever they are. Its job tracking features ensure scheduled tasks are completed on time while updating managers every step of the way for transparency purposes. 

Learn more about how Workyard can help improve task scheduling in your organization. You can also sign up for a 14-day free trial and start testing its features right away. 

Our Scoring System Explained

Our 8-part scoring system was created to help you understand the potential value of any software we review simply and fairly.

We created it after reviewing dozens of software products, which we covered in depth, but without providing a direct and simple way for readers to compare products on their merits – without spending a lot of time looking through our articles for the information they needed to make an informed decision.
Every app we review will include Customer Support and Company scores, which we’ll explain in more detail below. Many of the factors reviewed in this article will also be consistent across most (or all) of our software reviews, with some differences:

The 8 factors assessed and their contribution to a product’s overall score may differ slightly from product to product based on various factors, such as the use case we’re reviewing for, the type of business these products are tailored to, and other considerations. However, all reviews will feature an 8-part score, weighted and combined to calculate each product’s overall score.

How We Score Software

All factors in our reviews are scored on a 10-point scale – technically 11 points – from 0-10. However, we only give products a score of 0 if it does not include an essential feature at all, and we try to avoid giving out 0 scores if a product can demonstrate any functionality in line with the specific factor being reviewed.

In general, the 0-10 range translates as:

• 9.0 – 10 – One of the absolute best in its category (amazing).
• 7.5 – 8.9 – Very good, but with some minor issues (very good).
• 6.0 – 7.4 – Mediocre performance with notable shortcomings (average).
• 3.0 – 5.9 – This feature is not ready for prime time (borderline).
• 1.0 – 2.9 – This feature actually makes its product worse (unacceptable).
• 0 – The product doesn’t include this important feature at all.

How We Calculate Overall Scores

The 8 factors reviewed are weighted based on an overall total of 100%:

• Ease of Use: 20%
• Time Tracking Accuracy: 20%
• Scheduling Features: 15%
• Job Tracking: 15%
• Integrations: 10%
• Customer Support: 15%
• Company: 5%

Methodology for Each Factor

Ease of Use

We evaluate a product’s ease of use based on three main considerations:

• How easy is it to set up this app?
• How easy is it for managers to use the backend dashboard?
• How easy is it for frontline workers to use the (mobile) app?

These three considerations cover the main ways you and your team would use the software being reviewed – when you first obtain it, when someone (a manager, executive, team leader, or similar role) needs to use it to manage people, money, data, and other things, and when workers you’re tracking use the app (usually a mobile version of the software designed for frontline and/or field team members) to clock in, clock out, record time worked, or address other day-to-day needs.

Time Tracking Accuracy

Every minute matters when you’re trying to control payroll costs. This factor accounts for various features and common needs in time-tracking apps, such as…

• How accurate or precise is its GPS tracking capability?
• How accurate – and how customizable – is its geofencing feature?
• How accurate is its travel and mileage tracking (if available)?
• Can it automatically clock workers in and out based on the above?
• Can you set and/or restrict rules for clocking in and out?
• Can the app continue tracking workers while offline?
• How easy is its mobile app and/or kiosk for frontline workers?

Scheduling Features

Many construction businesses prefer to manage as many aspects of employee labor activity as possible in a single app, which is why many time-tracking apps also include worker scheduling as a core feature.

When we consider a product’s scheduling features, we look at:

• Its dashboard customizability (daily, weekly, or monthly views).
• Its project-based scheduling and visibility.
• Its real-time updates and notifications for workers.
• Its real-time map views of worker locations for best-fit scheduling.
• Its recurring schedule (copies to subsequent weeks, etc.) functionality.

Job Tracking

This factor helps you understand if the software can also provide insight into specific projects, which is particularly handy when your business deals with many customers or clients who generally need shorter-term work. Effective job tracking typically also includes accurate job costing functionality for construction companies.

We assess several things when calculating a product’s job tracking score:

• Its project-based tracking for multiple projects per day/week/etc.
• Its ability to track multiple / many projects simultaneously.
• Its use of (and your ability to customize) construction cost codes.
• Any built-in job costing views.
• Any integrations for cost coding (QuickBooks etc.)

Integrations

No business can operate on a single app, which is why integrations with other apps and tools are such important aspects of modern business software.

To calculate a product’s integration score, we’ll examine:

• How many native integrations (the simplest connection) does it offer?
• How effective and easy-to-use are its integrations with payroll software?
• Does it have robust data import and export features?

Customer Support

Learning how to use a new app can be frustrating, even if it’s meant to be the most user-friendly app around. That’s why great customer support is so essential when considering which time-tracking app to use.

Customer support scores are calculated based on:

• Live support channels available (phone, email, chat, etc.).
• Live support hours (business hours only, 24/7, etc.).
• The strength of the product’s online help center and/or FAQs.
• What other users say about support in online reviews.

Company

A great company with a highly customer-friendly approach can often make up for shortcomings in their software products – at least up to a point.

When assessing this score, we’ll examine:

• Transparency (easy-to-find pricing, etc.)
• Trial period (duration, feature availability, credit card requirements, etc.).
• Subscription flexibility (contracts, required durations, etc.).
• Ease of cancellation or pausing subscriptions.
• Customer perceptions (online product reviews).
• Website (a minor consideration, but great companies tend to have great websites).

Any questions about our scoring system? Have any suggestions on how we could make it even better? Click here to send us your feedback – we’d love to hear from you!

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