(650) 332-8623The 6 Best Employee Scheduling Apps for 2026
Looking for an employee scheduling app for your construction business? We’ve reviewed 7 of the best apps on the market to help you!
Quick Answer
The best employee scheduling apps are Workyard ($6-13/user/month + $50 base fee) for construction crews needing GPS-verified scheduling and real-time job costing, Homebase (free-$120/location/month) for retail and hospitality businesses with simple shift management and hiring needs, and When I Work ($2.50-5/user/month) for general shift work with easy swap capabilities. Pricing ranges from free to $120+ per month depending on team size and features. Choose based on your industry (construction vs. retail vs. general shift work), whether you need GPS verification and job costing, and your budget for per-user vs. per-location pricing.
For construction companies, employee scheduling is a critical component of construction workforce management—it directly impacts labor costs, project timelines, and crew productivity. After testing multiple tools, here are the best apps for for field teams:
- Workyard: Best overall, thanks to its specialized tools for construction job costing and GPS-verified scheduling.
- Homebase: Best for simple hiring and basic time clocks.
- When I Work: Good for simple shift swapping.
If you’re searching for the best employee scheduling software in the US, this guide covers six top-rated options built for different industries and team sizes. If you’re specifically looking for construction scheduling software with project management features, see our dedicated guide.
Best employee scheduling apps for 2026 at a glance
Here is a quick snapshot of how the leading tools compare on features and price.
App Name | Shift Scheduling | GPS Time Tracking | Job Costing | Use Case | Price |
Workyard | Construction & Field Services | Starts at $6/month per user + $50 company base fee | |||
Homebase | Retail & Hospitality | Starts at $30/month per location | |||
When I Work | General Shift Work | Starts at $2.50/month per user | |||
Sling | Healthcare & Retail | Starts at $2/month per user | |||
Calendly | Office Meetings | Starts at $12/month per user | |||
Acuity | Service Bookings | Starts at $20/month |
How we evaluated our top picks for employee scheduling apps
When evaluating the best employee scheduling software for US companies, we prioritized:
- Field adoption: User-friendliness and consistent high field adoption, ensuring crews can quickly clock in and check the schedule without reverting to texting their hours.
- GPS verification: Software that proves the crew is actually at the job site when their shift starts.
- Real-time costing: Tracking labor hours against specific cost codes in real-time to see how much labor budget has been used on a project.
- Flexibility: Tools that allow instant drag-and-drop changes and notifications to crews when construction plans and site locations change.
For tools focused specifically on field crews, check out our crew scheduling software roundup.
1. Workyard: Best for construction job costing and GPS tracking
Workyard’s contractor scheduling software is built specifically for construction and field service teams that need a practical, reliable way to manage complex schedules across multiple job sites. I tested Workyard against other schedulers, and it’s clearly built by people who know the reality of field work. It doesn’t try to be a generic calendar for office staff. Instead, it links your schedule directly to GPS time tracking and job costing.
What impressed me most was the simplicity. I could drag a shift to a new time, and the app instantly updated the crew member’s phone without me having to call them. It turns your schedule into a live dispatch board rather than a static piece of paper.
What are Workyard’s key features?
- GPS-verified scheduling: Users can see exactly where their crew members are on the map and assign the closest technician to the next ticket to cut drive time.
- Real-time job costing: As soon as a worker clocks in, their hours are tagged to the specific project code, providing live labor costs.
- Drag-and-drop calendar: Moving shifts is instant, and the crew gets notified of the change immediately with push notifications.
- Field-ready communication: Users can attach site photos, checklists, and notes directly to the work order so the crew arrives knowing exactly what to do.
- Compliance guardrails: The app automatically flags missed breaks and calculates overtime based on state rules, helping the user stay out of legal trouble.
How much does Workyard cost?
Workyard’s pricing is transparent and scales based on the features you need for your crew.
- Trial: 14-day free trial, no credit card required.
- Starter: $6/month per user + $50 company base fee.
- Pro: $13/month per user + $50 company base fee
What are the pros and cons of Workyard?
Pros | Cons |
-Integrated scheduling and time tracking in one app -Precise GPS tracking to monitor employee locations in real-time -Offline time clock support to track hours without interruptions -GPS-based clock-in reminders | -Focused strictly on construction and field services -Location tracking is needed for GPS-based accuracy -No forever-free plan due to advanced features |
What are the use cases of Workyard?
Workyard is the specific choice for general contractors, remodeling crews, and specialty trades like HVAC or plumbing. If you need to track exactly how much labor budget you burned on a specific project code today, this is the tool for you.
2. Homebase: Good for simple hiring and basic time clocks
Homebase is a work scheduling software known for its clean, user-friendly interface. Users often note how easy it is to navigate, allowing them to begin building schedules almost immediately without the need for extensive manuals. A key surprising element is the built-in hiring tools, which allow users to post job openings directly to sites like Indeed from the dashboard. While the app is not designed for complex construction job costing, it performs very well for simple dispatching and time clocks.
For a detailed comparison, see our Workyard vs Homebase breakdown.
What are Homebase’s key features?
- Drag-and-drop scheduler: Copying and pasting recurring shifts takes seconds, making weekly planning fast.
- Hiring integration: Post jobs and track applicants without leaving the app.
- GPS time clock: Ensures employees are at the right location before they can clock in.
- Auto-scheduling: Automatically fills open shifts based on availability, though I found I still needed to make small tweaks.
How much does Homebase cost?
Homebase charges per location rather than per user, which can be a deal for larger teams at a single site.
- Basic: Free for up to 20 employees.
- Essentials: $30/month per location.
- Plus: $70/month per location.
- All-in-one: $120/month per location.
What are the pros and cons of Homebase?
Pros | Cons |
-Free basic plan available for up to 20 users -Automatic scheduling fills shifts fast -Time clocks sync well with timesheets -Automatic clock-out reminders prevent errors | -Payroll is only available as an add-on product -Auto-scheduling rules can’t be assigned in bulk -No bulk editing of shifts -Not ideal for complex project-based job costing |
What are the use cases of Homebase?
Homebase is perfect for businesses with fixed locations like retail stores or restaurants. It handles straightforward scheduling and hiring brilliantly. However, if you need to track labor costs across multiple changing construction sites, you might find it too basic.
Read our full Homebase review for more details.
3. When I Work: Good for simple shift swapping
When I Work is a scheduling platform that excels for managing a constantly changing roster. The scheduling tool is quick to use, allowing users to build out a whole week’s schedule in minutes using the auto-assign feature. It provides employees with control, enabling them to swap shifts or pick up open ones, which reduces the constant back-and-forth communication with managers. However, users have noted that the mobile app can be glitchy, and the time clock does not always sync instantly, which can be frustrating in the field.
See our full Workyard vs When I Work comparison for construction-specific insights.
What are When I Work’s key features?
- Drag-and-drop scheduler: Move shifts effortlessly or duplicate them with a click to save admin time.
- Team messaging: Built-in chat helps keep crew communications in one place rather than scattered across personal texts.
- Shift swapping: Employees can trade shifts with manager approval, reducing your scheduling workload.
- Digital time clock: Allows clock-in from devices, though sync speeds can vary.
How much does When I Work cost?
- Standard: $2.50/month per user (Single location).
- Advanced: $5.00/month per user (Multiple locations).
- Trial: 14-day free trial, no credit card required.
What are the pros and cons of When I Work?
Pros | Cons |
-Modern, intuitive user interface -Versatile scheduling platform -Built-in location tracking -Transparent pricing model | -Lacks detailed job tracking for construction -No phone support for troubleshooting -Mobile app glitches can frustrate crews -Limited native integrations |
What are the use cases of When I Work?
When I Work is a solid choice for retail, hospitality, or general shift work where swapping shifts is common. However, for construction teams needing detailed project tracking or offline reliability, the mobile app limitations might be a dealbreaker.
See our complete When I Work review for additional insights.
4. Sling: Good for syncing with personal calendars
Sling is a robust scheduling platform that offers extensive capabilities. Its most appreciated feature is its seamless integration with personal calendars, allowing users to immediately see if a newly assigned shift conflicts with personal appointments. This small detail helps prevent last-minute scheduling issues. While the interface may require some initial learning—as the calendar view can become visually cluttered with long rows and similar colors—once the filters are understood, it proves to be a powerful tool that effectively handles strict shift coverage requirements.
What are Sling’s key features?
- Calendar sync: Connects with Google Calendar so you don’t double-book your personal time.
- Auto-scheduler: Instantly assigns shifts based on location and position to fill the week fast.
- Shift swapping: Employees can trade shifts, but managers still get the final say to approve or deny.
- Labor cost tracking: Keeps an eye on estimated wages as you build the schedule.
How much does Sling cost?
- Premium: $2/month per user.
- Business: $4/month per user.
- Trial: 15-day free trial, no credit card required.
What are the pros and cons of Sling?
Pros | Cons |
-Basic scheduling is available on the free plan -Easy way to duplicate shifts for repeat work -Bulk schedule editing saves planning time -Auto-scheduling helps fill gaps quickly | -Floating onboarding checklist is distracting -Scheduling calendar is visually cluttered/not intuitive -Limited native integrations compared to others -No phone support |
What are the use cases of Sling?
Sling is a strong fit for healthcare, retail, or businesses where “coverage” is the main goal. It requires a bit of upfront learning time, but for teams that need to balance work shifts against personal availability, it works well.
5. Calendly: Good for setting client meetings
Calendly is a scheduling application that simplifies booking meetings by connecting to a user’s calendar and generating a shareable scheduling link. Users can quickly set up their availability and share the link with clients, allowing the client to pick a suitable time and eliminating back-and-forth emails. A major benefit is its automatic time zone detection, which simplifies coordination with remote partners. However, it is important to note that Calendly is strictly for booking meetings and does not function as a workforce scheduler with job dispatching or time tracking capabilities.
What are Calendly’s key features?
- Shareable scheduling links: Send a link to a client, and they book a time that works for both of you.
- Time zone detection: Automatically adjusts meeting times so you and your client are always on the same page.
- Calendar privacy: Shows others when you are busy without revealing the details of your appointments.
- Meeting types: distinct setups for 1-on-1 calls, group panels, or site visits.
How much does Calendly cost?
- Standard: $12/month per user.
- Teams: $20/month per user.
- Enterprise: Starts at $15k/year.
- Trial: 14-day free trial, no credit card required.
What are the pros and cons of Calendly?
Pros | Cons |
-Multiple meeting types to choose from -Automatically detects time zones for remote clients -Syncs seamlessly with Google Calendar -API allows for custom integrations | -No built-in time tracker for labor hours -No job tracking or dispatching features -No phone support -Not built for field operations |
What are the use cases of Calendly?
Calendly is excellent for the sales or office side of your construction business. Use it to book consultations with homeowners or meetings with architects. Just don’t try to use it to schedule your field crew—it’s not built for that.
6. Acuity Scheduling: Good for custom brand booking pages
Acuity Scheduling is a specialized booking platform that offers a high level of control and customization for its scheduling pages. It allows users to tailor nearly every element—from the logo to button styles—to make the booking page look exactly like their brand. It handles deposits and payments upfront, which is a great feature for filtering out “tire kickers” before they get on the calendar. However, because it is owned by Squarespace, the interface constantly nudges users toward their other tools, which can feel a bit intrusive if they don’t use the website builder.
What are Acuity Scheduling’s key features?
- Custom branding: Complete control over the look and feel of your booking page, including custom CSS for advanced users .
- Payment collection: Accept deposits or full payment at the time of booking to secure the appointment.
- Automated reminders: Sends emails or texts to clients to reduce no-shows.
- Calendar sync: Two-way sync with Google Calendar ensures you never get double-booked.
How much does Acuity Scheduling cost?
- Starter: $20/month.
- Standard: $34/month.
- Premium: $61/month.
- Trial: 7-day free trial, no credit card required.
What are the pros and cons of Acuity Scheduling?
Pros | Cons |
-Set availability preferences to control your schedule -Automatically repeats recurring appointments -Syncs seamlessly with Google Calendar -Highly customizable branding matches your website | -No phone support for troubleshooting -Limited customization options in cheaper plans -Limited payment options for clients -Interface pushes Squarespace integration heavily |
What are the use cases of Acuity Scheduling?
Acuity is a strong choice for the administrative side of a construction business—like scheduling showroom visits or high-end design consultations. It offers a polished, professional experience for clients but isn’t designed for managing field crews.
Why employee scheduling apps matter for construction
If you’re still running your business on a whiteboard or group texts, you’re likely missing hours and adding extra admin work. The field moves too fast for static tools. Here is why upgrading to a dedicated app directly impacts job costs:
- Stop unbilled change orders: When scope changes, the app tracks the extra hours immediately so you actually get paid for them.
- Slash fuel costs: Don’t send a guy from across town. See who is closest on the map and dispatch them to save gas.
- Protect your business: Digital time cards prove exactly when crews were on site, protecting you from labor disputes or false claims.
- Keep crews happy: No more “I didn’t know I was working today” excuses. Everyone has the plan right in their pocket.
The Bottom Line
For construction and field teams, relying on manual texts or whiteboards just doesn’t cut it anymore. The best tools below combine visibility, automation, and real-time updates to keep every crew on track.
- Workyard is a strong choice for contractors who need precise GPS tracking and real-time job costing.
- Homebase and When I Work are solid options for retail or restaurant environments where simple shift swapping is the priority.
- Sling works well for healthcare or teams needing strict coverage management.
- Calendly and Acuity are best reserved for administrative booking and client meetings, not field dispatch.
If you need a tool that handles the specific demands of the job site—like travel time, overtime compliance, and unbilled change orders—Workyard is built for you.
See how much smoother your day can run with smarter scheduling.
These apps replace the chaos of whiteboards, text threads, and spreadsheets with a single digital platform. They allow you to plan tasks, track timelines, and share real-time project updates with your team instantly. Instead of calling ten guys to tell them a start time changed, you update the app, and everyone gets notified at once.
Avoid apps that are hard to use; if a worker with thick gloves can’t clock in quickly, they won’t use it. Watch out for tools that lack offline mode—if the app dies when cell service drops, it’s not reliable for the field. Finally, skip apps without GPS verification, as they can’t prove your crew is actually at the job site.
For U.S. contractors, Workyard is the top choice because it combines scheduling with strict GPS time tracking and job costing. Other strong contenders include Connecteam for broader operational tools and Fieldwire for complex project management.
Look for software that handles “dispatching” rather than just “calendar booking.” You need a tool that lets you view crew locations on a map and drag-and-drop assignments to the nearest worker to cut travel time.
Yes. Unlike retail schedulers (like Homebase), contractor-specific software includes features like cost code tracking, geofencing, and liability protection (like break reminders).
It brings visibility to the chaos. Real-time updates help you spot delays instantly rather than waiting for a weekly meeting. It also connects field data to the office, ensuring that labor hours and budget tracking happen automatically as work is done.
Mobile access is non-negotiable because field crews are rarely sitting at a desk. A good mobile app allows workers to check schedules, clock in, and view job notes directly from the job site, ensuring they have the information they need without calling the office.
Prioritize user-friendliness so your team actually adopts it, real-time tracking to see job progress, and offline capabilities for remote sites. Also, look for integration with your payroll system to save hours of admin work.
Scheduling requirements vary dramatically between industries.
Construction crews need GPS tracking across multiple jobsites, real-time job costing, and offline functionality for remote locations. Retail and hospitality businesses focus on shift coverage, availability management, and last-minute swaps. Healthcare requires strict compliance with certification tracking and minimum staffing ratios. Field service companies need dispatching capabilities that factor in technician location and skill sets.
The key distinction is whether your workforce is mobile (construction, field service) or location-fixed (retail, restaurants). Mobile workforces benefit most from apps like Workyard that track where workers are, not just when they’re scheduled.
Every scheduling app needs three core capabilities: shift planning with drag-and-drop simplicity, employee availability tracking, and instant notifications when schedules change. Beyond these basics, US businesses should prioritize overtime calculations that follow federal FLSA rules and any applicable state laws, break tracking for states like California with strict meal period requirements, and mobile access so employees can view schedules anywhere.
For construction specifically, GPS time verification and job costing integration move from “nice to have” to essential—these features directly impact payroll accuracy and project profitability.
Effective scheduling software handles changes in three ways: push notifications that reach workers instantly, shift swap capabilities that let employees find their own coverage, and manager override controls for urgent situations. The best systems broadcast open shifts to qualified workers and let them claim slots with one tap, reducing the back-and-forth texting that eats up manager time.
For construction, where job locations change daily, the system should also show real-time crew locations so dispatchers can reassign the nearest available worker. Workyard’s map view is particularly useful here—you can see exactly where everyone is and drag assignments accordingly.
US scheduling is governed by federal FLSA requirements plus a patchwork of state and local laws. Predictive scheduling laws in cities like San Francisco, New York, and Chicago require advance notice of schedules and premium pay for last-minute changes in retail and food service. California mandates documented meal and rest breaks.
Many states have stricter overtime rules than the federal 40-hour threshold. Your scheduling software should automatically flag compliance risks, calculate overtime correctly by jurisdiction, and create audit-ready records of all schedule changes. Workyard includes compliance guardrails that automatically flag missed breaks and apply state-specific overtime calculations.
The best scheduling software flows directly into time tracking and payroll without manual data entry. Look for native integrations with your existing payroll provider—whether that’s QuickBooks, ADP, Gusto, or Paychex. The ideal workflow is: schedule created → employee clocks in via mobile app → hours automatically verified against schedule → data exports to payroll with job codes intact. Workyard integrates with QuickBooks Desktop, QuickBooks Online, Sage, and ADP, pushing GPS-verified hours directly to payroll with cost code assignments preserved. This eliminates the CSV exports and manual reconciliation that typically eat 4-8 hours of admin time weekly.
Successful rollout depends on three factors: app simplicity, clear communication about benefits, and addressing privacy concerns upfront. Choose software with a mobile app simple enough that workers can learn it in under 10 minutes.
Frame the change as beneficial to workers—they’ll always know their schedule, can request time off easily, and have proof of hours worked if disputes arise. For GPS-tracked apps, be transparent: explain that tracking only occurs during work hours and that it protects workers by proving they were where they said they were.
The most common failure is choosing software that doesn’t match your industry’s needs—like using a retail-focused scheduler for construction crews. Other mistakes include skipping the training phase, not getting foreman buy-in before field deployment, and failing to integrate with existing systems (forcing double-entry). Companies also fail when they don’t enforce consistent use—if some workers can still text their hours while others use the app, adoption stalls. Start with a pilot group of tech-friendly workers, get their feedback, then expand. Make the old method unavailable once the new system is proven.
Low-cost schedulers (under $5/user/month) handle basic shift planning but typically lack GPS verification, job costing, offline functionality, and robust compliance features. You save money upfront but lose it in manual workarounds—like tracking job costs in separate spreadsheets or manually calculating complex overtime rules.
Industry-specific solutions like Workyard cost more but deliver features that directly impact your bottom line: GPS verification catches time theft that can cost $1,500-2,000 per employee annually, job costing integration prevents the 10-15% labor overruns common on construction projects, and compliance automation reduces audit exposure. The ROI calculation is straightforward: if the software prevents one wage-hour violation or catches one instance of buddy punching, it pays for itself.