The 7 Best Work Scheduling Software Solutions for 2024
Looking for work scheduling software for your construction business? We’ve reviewed 7 of the best apps on the market to help you!
Work scheduling software removes more workplace chaos than any spreadsheet ever will.
By using this modern scheduling technology, your business can make last-minute changes quickly or bounce back after each setback.
It can be a business lifesaver, especially in construction, where 98% of U.S. mega projects experience delays and budget overruns due to inefficient coordination and poor communication–issues a work scheduling app can effectively address.
In this article, I’ll help you find the best work scheduling app to prevent gaps, overlaps, and other scheduling headaches.
Top Picks
Below, you’ll find a summary of each app we’ve reviewed, with our scores, each app’s ideal use cases, its pricing, the availability of any free trials or free tiers, and the platforms on which the app is available. Each app has been thoroughly investigated and analyzed for users like you, with pros and cons, key features, integrations, and real user reviews.
Let’s take a look…
9.0 
14 days (no credit card required)
8.4
31 days (no credit card needed)
8.0 
No free trial available
7.9
14 days (no credit card needed)
7.8
No free trial available
7.5
14 days (no credit card required)
6.0
30 days (no credit card needed)
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.
Workyard
Scoring
Key Features
-
Calendar-style scheduling tool with daily, weekly, or monthly views
-
High-accuracy GPS tracking of worker’s time, location, and mileage
-
Precise job progress tracking and labor cost analysis
-
Built-in compliance rules (scheduling, overtime, and labor laws)
-
Customizable dashboards and scheduling reports
Drag-and-drop interface for quick rescheduling
Streamlined time off requests and approvals
Dedicated space for unassigned tasks
Real-time worker locations for accurate dispatching
No optional SMS alerts for scheduled tasks
No forever-free plan
No native CRM integrations
Highlights
Workyard tops our list for its simple and flexible work scheduling software, which is designed to accommodate the unpredictable scheduling demands of construction and field-based businesses.
With Workyard’s scheduling calendar, managers can quickly see short-term projects in a daily or weekly view or check the timeline of long-term projects in zoomed-out monthly viewing mode.
Workyard coordinates field worker schedules and incorporates project tracking right into each scheduled task. This creates a cohesive system where every essential moving part of the project can be viewed and tracked in the same place.
Using Workyard’s work scheduling app, managers can easily add new schedules in a few clicks, designate a task watcher to oversee job progress, set up recurring tasks for routine maintenance, approve time off requests, and many more.
Workyard offers a suite of features that can check off as many boxes for your business’ scheduling needs. Let’s explore some of them in greater detail.
Simplified Task Scheduler with Drag-and-Drop Interface
Workyard’s uncluttered and intuitive construction scheduling software makes it easy to keep track of everything.
With Workyard’s visual calendar, managers can spot scheduling errors, overlaps, or gaps immediately. Switch between monthly, weekly, or daily modes to get an overview or a detailed breakdown of tasks.
Creating a new task is straightforward: just click on any date, assign it to a worker or team, set the time frame, and define the project location. Workyard’s notification system will ensure everyone involved gets alerts via email or the app.
Workyard’s work scheduling app makes manual scheduling a thing of the past by offering features like:
- Drag-and-drop rescheduling
- One-click task duplication
- Quick approval of time-off requests
- Color-coded custom labels for tasks
- Automatic repetition of recurring tasks
- Task watchers to oversee job completion
- Checklists for clear task instructions
- Job progress updates through notes and photos
- Calendar or task list mode views
- Bulk editing of scheduled tasks
- Staging site for unassigned, available tasks
See why 50,000+ workers and over 10,000 contractors use Workyard (and why construction managers like you gave it a stellar score of 4.9 / 5 on Capterra). Explore Workyard and start a 14-day free trial today to see how we can speed up your construction and workforce management.
Precise GPS Time and Location Tracking
Avoid project delays by ensuring workers complete their tasks on schedule. With Workyard’s GPS time clock, field workers can clock in and out using the mobile app, making it easy for managers to track productivity even from a distance.
Workyard’s geofencing rules ensure workers can only clock in within or near the project location, eliminating early clock-ins and unnecessary labor costs.
Unlike other time-tracking apps, Workyard offers precise location tracking.
Aided by a map-based team view, managers can verify which workers are currently on the clock, where they’re located, and how close they are to the project location.
Workyard’s real-time location tracking can help field-based service businesses make accurate dispatching decisions, ensuring the right technician gets to the right location within the shortest amount of time.
Workyard’s GPS tracking system helps by:
- Automatically clocking in workers at geofenced sites and clocking them out when they leave
- Tracking driving time, routes, and mileage for reimbursements
- Syncing time clock entries with timesheets for easier payroll processing
- Providing bulk editing of time cards
- Setting up time clock alerts for each time a worker clocks in/out inaccurately
- Showing workers’ whereabouts in real time with a map-based tracker
- Specifying clock-in/out times to ensure accurate tracking
- Respecting employee privacy by tracking only when workers are clocked in
Automated Compliance Management
Workyard’s labor compliance software promotes transparency and helps prevent labor disputes. It meets FLSA recordkeeping requirements and safeguards your business against potential wage and hour lawsuits.
Workyard incorporates compliance through:
- Easy access to time card entries for employees
- Correct classification and exemption status for new employees
- Instant notifications when time cards are adjusted
- Automatic overtime calculations based on federal, state, or custom rules
- GPS time logs showing workers’ exact locations during shifts
- Clear break reminders or auto-inserted breaks before clock out
Real-Time Labor Cost Tracking and Reporting
Workyard’s job costing tool allows business owners and managers to see firsthand the impact of scheduling on their labor costs and production goals, helping them make data-driven adjustments accordingly.
Each time workers clock in, they choose the project and cost code to tag their hours to. Workyard then automatically allocates each hour worked to these buckets and then updates the Job Costing report in real time, giving managers a live view of how much time and labor costs are spent on each task.
By letting Workyard assign a monetary value for each hour worked, managers can accurately track labor costs, compare them against total sales, and make scheduling adjustments on the fly to maximize profits.
Reviews
Workyard has performed well across all three review platforms we follow.
Mobile app users praise Workyard’s time clock for being accurate and reliable, while office admins find its job costing feature remarkably effective in tracking their labor expenses.
So far, Workyard has attracted the following reviews:
Losing crucial work-related data through a mobile app they once trusted taught the iOS user below hard lessons. Thankfully, Workyard has been more reliable for their team, as the app is designed to continue working even in offline mode.
iOS Review:
Better than most – ⭐⭐⭐⭐⭐
“We were using another app to clock employee hours until out of the blue it started deleting hours. Ended up losing all my information and the company told me there was nothing to do about getting them back. I almost went back to paper but decided to give Workyard a try. We’ve been using it for a few months and it’s been rock solid. It’s been so reliable we’re thinking about upgrading to the plan that gives us reporting on all our labor costs across projects. That’s another problem I’ve never solved.”
The Android user below loves Workyard’s time-tracking functionality and how it automatically generates labor cost reports based on the hours recorded by the app.
Google Play Review:
⭐⭐⭐⭐⭐
“Great for keeping track of employee hours. Even better than that I can get reports on the labor costs for each of my projects without any extra effort!”
Through a combination of Workyard’s scheduling and job costing features, the Capterra user review below claimed their business “improved dramatically.
Capterra Review:
Business origination – ⭐⭐⭐⭐⭐
“Our business has improved dramatically due to schedule improvements and cost code help us see where we are successful and where we need improve to have better services for our customers.”
Pricing
Free Trial?
14-day trial with no credit card required
Time Tracking
Annual: $6 / mo. per user + $50 base fee
Monthly: $8 / mo. per user + $50 base fee
Workforce Management
Annual: $13 / mo. per user + $50 base fee
Monthly: $16 / mo. per user + $50 base fee
Workyard makes scheduling easy!
See how it works
Deputy
Scoring
Key Features
-
AI-enabled auto-scheduling based on employee availability, cost, etc.
-
Time tracking with live updates on who’s working, on break, or absent
-
GPS tracking with geofencing functionality
-
Wage cost-to-sales comparison for easier budget tracking
-
Integrations with Gusto, ADP, QuickBooks, Square, etc.
Free plan with 100 shifts per month
Forecasts staffing ratio based on demand trends
Easy time off request and approval
Bulk timesheet editing and approvals
Confusing, unintuitive mobile app interface
Issues with timesheet syncing
Lagging issues when accepting multiple available shifts
Slow and glitchy mobile app
Highlights
Deputy’s robust auto-scheduling feature creates schedule templates based on forecasted sales, delivery orders, foot traffic, and other demand trends. It then fills shifts with the most suitable team members, considering their availability, training, costs, and other essential criteria.
Additionally, Deputy allows users to compare demand forecasts to real-time data, making it easy to adjust schedules on the fly and communicate updates to staff via web or mobile.
While Deputy’s auto-scheduling feature is impressive in theory, it has some practical shortcomings. The system often overrides user preferences with pre-programmed options, which can be frustrating for those who need specific scheduling parameters.
For example, if a project manager sets particular hours that don’t align with the software’s built-in options, they’ll find it difficult to enforce their preferred schedule. This issue can make copying and pasting schedules cumbersome, wasting admin time rather than saving it.
Moreover, there is a noticeable lag when employees try to grab back-to-back shifts, which can be a significant inconvenience in fast-paced workplaces where time and availability are critical.
Reviews
Deputy boasts robust scheduling features that meet the needs of specific industries. Overall, its mobile app user ratings make it a tough contender.
However, Deputy’s performance can be hit or miss, with time tracking and GPS location mapping as its possible weak points.
To find out how it fares, let’s check out some verified user reviews below.
The iOS user below found Deputy’s mobile app cumbersome to use, especially when clocking in.
iOS Review:
A literal waste of time – ⭐
“It takes up to 5 minutes for the app to load. I can’t clock in early, for my shift, or from break, and I START working before 8 am hits, and students and staff aren’t allowed to have their phones out on campus. Not to worry, what Deputy DOES do quickly is notify your employer, within 3 minutes of your tardiness, which was caused by their app performance and rigidly narrow amount of time to clock in. Now, I have spent my 10 minute break and 30 minute unpaid lunch, trying to clear this up.”
Hospitality industry workers like the Android user below literally work with multiple members every day. Deputy doesn’t help differentiate these staff members according to their roles, making it difficult to identify them when viewed on the scheduling software.
Google Play Review:
⭐⭐
“The app is indeed useful for daily tasks, but in hospitality, there’s a consistent challenge in distinguishing between managers and full-time workers. It’s crucial to differentiate, between these roles in the digital identification process to avoid confusion among staff. The company had taken no interest in consumer feedback.”
The Capterra user review below was happy with Deputy’s overall performance but didn’t like how inaccurate its GPS tracking was, causing the app to display inaccurate employee locations.
Capterra Review:
Bringing law and order to your employee attendance – ⭐⭐⭐⭐
“Pros: Really simple interface, which allowed majority of colleagues to learn the system without too much onboarding. The mobile app allowed easy clocking in/out.
Cons: Whilst the mobile app was good, it did occasionally have a delay in reading GPS information which caused issues with reporting, as it showed employees clocking in, in incorrect locations.”
Pricing
Free Trial?
31 days (no credit card needed)
Starter
Free to use, but with no scheduling feature
Premium
$6/mo. per user
Enterprise
Custom pricing available on inquiry
Shiftboard
Scoring
Key Features
-
One-click auto-scheduling based on shift patterns
-
Mobile time clock for clocking in and out of shifts
-
Self-service tools for contingent or on-call workers
-
Employee shuffling to minimize overtime callouts
-
Labor forecasting to avoid under or overscheduling
-
Integration with CRMs, payroll, and other business apps
Employees can trade, bid, or turn down shifts
Optional overtime volunteer sign-up
More than 40 scheduling reports available
Easy time off requests and approvals
Cramped calendar view
Difficulty scheduling multiple shifts per day
No native integration with QuickBooks
Limited out-of-the-box integrations
Highlights
As a full-service work scheduling software, Shiftboard excels in contingent labor management. Its robust self-service tools enable on-call and casual workers to seamlessly integrate into your workforce.
Shiftboard’s features, such as on-call scheduling, volunteer signup, bidding, and immediate shift pickup, empower workers to manage their schedules, allowing you to expand your workforce capacity with confidence.
Shiftboard’s ability to engage contingent workers and accommodate their shift preferences means you can handle unexpected staffing needs with ease, ensuring that your projects stay on track even during peak times.
However, Shiftboard’s scheduling calendar could use some improvement. The app’s current design looks cramped, making it difficult to manage multiple shifts efficiently in a single day.
Reviews
Shiftboard’s mobile and web apps have garnered mostly positive reviews. Notably, its mobile app has a different name (ScheduleFlex), making it difficult for users to find it in mobile app marketplaces.
Let’s check out some select verified user reviews for Shiftboard.
The iOS user below appreciates Shiftboard’s shift-swapping capability but wishes there was a better way to trade a shift with one specific worker.
iOS Review:
Love it but… – ⭐⭐⭐⭐
“I love the functionality of the application. The only thing I would add is being able to trade/give a shift to a specific person. Sometimes people want to give it to a specific person but it’s up for grabs to anyone and gets “stolen” before the other person gets it.”
Shiftboard’s notifications work fine, but the Android user below wants a way to configure them so that users know what the notification is all about.
Google Play Review:
⭐⭐⭐
“It works fine for me, but I don’t understand why the notifications don’t have any details. Sometimes, I have a long list of notifications, and it is impossible to figure out which is the open shift as they only show the icon and the test “Shiftboard.” I wish the notification showed the Subject!”
The Capterra user review below loves how Shiftboard allows staff members to have easy access to their schedules. However, the user interface could use some improvements to make it more modern-looking and user-friendly.
Capterra Review:
Shifts and rotas without the drama! – ⭐⭐⭐⭐⭐
“Pros: Shiftboard allows our casual staff members access to shifts via an online portal, which is especially useful as these staff are very rarely in building (unless on-shift). Users report that it is helpful to be able to access shift scheduling through a web browser.Cons: From a user’s perspective based on feedback we’ve had, the web-based UI isn’t the most intuitive or clean-looking – I’m not sure how it fares compared to competitor systems but it could do with updating to a more modern look which would improve usability.”
Pricing
Free Trial?
No free trial available
Enterprise
Must contact sales for pricing
Enterprise Plus
Must contact sales for pricing
DeskTime
Scoring
Key Features
-
Drag-and-drop shift scheduler with absence tracking
-
Automatic time tracker starts as soon as the computer is opened
-
Offline time feature to record non-computer-related activities
-
Regular break reminders for labor compliance
-
Private Time feature for doing non-work-related stuff
-
Integration with calendar and project management apps
Provides automatic and manual time tracking
Can be used on browsers or mobile devices
Website/app tracking and optional screenshots
Tracks time on different tasks and projects
Chat, email, and phone support
No free version
Limited out-of-the-box integrations
Incorrect idle time detection
Lacks features and customization options
No keystroke tracking
No video screen recording
Highlights
DeskTime’s automatic time tracker starts as soon as you power up your computer and stops when you shut it down. This hands-off approach ensures every minute of work is logged accurately without requiring manual input.
Meanwhile, DeskTime’s break reminders help maintain productivity while preventing burnout.
The app’s Private Time feature is another thoughtful addition, allowing workers to handle personal tasks without being monitored, thus respecting their privacy while maintaining transparency during work hours.
However, DeskTime’s idle time detection can be quite inaccurate based on multiple user reviews.
A project manager might be reviewing digital blueprints or typing up reports, only to find DeskTime marking them as idle. This inconsistency can lead to frustration and misinterpretation of an employee’s work habits.
Furthermore, compared to other work scheduling apps, DeskTime falls short in offering advanced features and customization options. Users often find it lacking in the ability to tailor the software to fit specific needs, such as integrating with specialized construction project management tools.
Reviews
Mobile users seem not pleased with DeskTime’s unstable mobile app performance. Capterra user reviews, on the other hand, are more lenient, with most reviews pointing out DeskTime’s excellent user interface and customer service.
Here’s a sample of the reviews DeskTime has generated so far:
DeskTime’s iOS app seems to have performance issues, as its low user rating can prove. For instance, the user below tried to log in multiple times but failed every single time.
iOS Review:
DeskTime app won’t let us login! – ⭐
“I’ve tried logging into the app at three different times and it just keeps loading. Please fix!! We would love to use this product for our business”
While opinion on DeskTime’s reporting varies per user, the Android user below found it informative, with data on the team’s productivity available at a glance.
Google Play Review:
⭐⭐⭐⭐⭐
“Totally recommend. What I like the best is beautiful and informative dashboard that shows all the right stats for my team – productivity %, who’s late, who’s absent, who’s slacking and who’s the most productive. This is how a mobile time tracking app should work. Beautiful and gets the job done.”
DeskTime’s inaccurate idle time detection prompted the user below to manually adjust the time recorded on the app, defeating the purpose of automated time tracking.
Capterra Review:
A Great Tool for Management, Supervisors, and Business Owners – ⭐⭐⭐⭐
“Some features are very rigid. Mainly the task timer. If you are logging a task where you are away from your desk, the timer will stop tracking/logging the time maybe 3 minutes into the computer being idle and when the employee returns to their desk, it logs the tail end of the task, so we have to manually adjust the time for the gap of time that wasn’t logged.”
Pricing
Free Trial?
14 days (no credit card needed)
Pro
$7/mo. per user
Premium
$10/mo. per user
Enterprise
$20/mo. per user
Workforce
Scoring
Key Features
-
Drag-and-drop scheduling with automated push notifications
-
Shift bidding to prevent short staffing during busy shifts
-
AI labor forecasting to prevent overstaffing and understaffing
-
Live time clock feed for accurate attendance tracking
-
Built-in task management with checklists and photo updates
-
Customizable dashboard and scheduling reports
Demand-based scheduling using machine learning
Builds a schedule directly from labor forecasts
Employees can claim vacant shifts and swap shifts
Shift swap requests with real-time wage cost optimization
Undisclosed pricing
No phone support
No native integration with QuickBooks
Limited out-of-the-box integrations
Highlights
By leveraging machine learning, Workforce predicts labor demand based on a variety of data sources, including historical sales, transactions, weather conditions, holidays, and local events. This means that you’ll have the right number of workers scheduled at all times, minimizing the risk of overstaffing or understaffing.
However, Workforce’s admin capabilities are limited, which can be a drawback for mid-sized construction companies requiring more flexible management options.
For instance, if you oversee scheduling for multiple projects or companies, Workforce only allows you to use the app for one entity at a time. This restriction can be frustrating and inefficient.
Additionally, the mobile app has received mixed reviews, with users reporting issues like freezing and a lack of user-friendliness. Specific features, such as the shift swap function, lack useful elements like email alerts, which can hinder smooth communication among staff.
Reviews
Overall, mobile app users love Workforce. However, numerous reviews have pointed out the app’s disappointing customer service, occasional glitches, and inability to consolidate several business accounts in one interface. Let’s take a look at how Workforce is performing so far.
The iOS user below enumerated several inconveniences he’s complaining about, most notably Workforce’s clunky user interface and faulty time tracker.
iOS Review:
Absolutely atrocious app – ⭐⭐
“This isn’t really an app, just a skinned version of the “mobile site” in that the mobile site is the only site that exists. Invasive, as it needs your location and a photo of your face (or blacked out screen) whenever you clock in. If you change the time zones, it will not change the day accordingly, leading to potential missed shifts. Clunky UI that takes forever to load. and if you try to clock into a different project, half the time the clock-in shows for the wrong one and you have to contact a manager anyways.”
Workforce only allows users to access one business account at a time, preventing people like the Android user below, who are juggling multiple jobs connected to Workforce, from accessing their employee records under the same app.
Google Play Review:
⭐⭐⭐
“If you work for two companies that require the use of this app by staff, you can only use it for one of them. Because of this, I could not access any information vital to me for one of my jobs, no payslips, no start or separation date, no rosters, nothing. One app containing so much vital information to one person is just wrong when it is so inherently flawed, especially when a financial climate like this demands the user to have multiple jobs, yet not the ability to use it for more than one job.”
The Capterra user review below gave Workforce five stars and left valuable suggestions on how developers can improve the app further.
Capterra Review:
Most afforadable scheduling, timeclock, and virtural staff management app out there! – ⭐⭐⭐⭐⭐
“I would like to incorperate a space for site progress. Because my crews are working different sites at once it would be helpfull if I could collect data from the site like pictures. Also, maybe a chat feature. If I could text within the app to the feild or get quick reminders out that would be helpfull. Or some sort of reminder chat bot. I have had cases where workers forgot to clock in and out so it would be helpfull for an AI chat bot to pop up and say “you have 20 minuets before your shift is over. do you want to clock out automaticly or request more time on the site.”
Pricing
Free Trial?
No free trial available
Tier/Plans
Must contact sales for pricing
When I Work
Scoring
Key Features
-
Drag-and-drop shift scheduler with auto-scheduling option
-
Multi-platform digital time clock with built-in GPS tracking
-
In-app messaging for one-on-one or group communications
-
Built-in payroll system plus QuickBooks integration
Modern, intuitive user interface
Versatile scheduling platform
Transparent pricing
Easy shift swapping
Quick payroll processing
Lacks detailed job tracking
Limited native integrations
No phone support
Mobile app glitches
Highlights
When I Work boasts an auto-scheduling feature and flexible shift-swapping capabilities.
Simply create the necessary shifts, and with one click of the Auto Assign button, the system efficiently assigns those shifts based on employee availability and time off.
Furthermore, the app offers flexibility for workers by allowing them to choose their available dates or take on open shifts for extra income. If a worker can’t make their original shift, they can easily swap with a coworker, reducing the risk of no-shows.
However, When I Work’s built-in messaging feature, Workchat, is notably buggy. Users frequently report missed notifications for group chats or messages disappearing after being sent.
In addition, the time clock feature is quite basic, lacking job-tracking capabilities essential in task-reliant industries like construction.
The When I Work time clock’s visibility within the app is also suboptimal. Users need to navigate to the Timesheets tab to find it, which is not very intuitive for busy managers and workers who need to clock in and out quickly.
Reviews
When I Work’s performance and reputation across all devices are solid, with most negative feedback directed towards the app’s lackluster time clock and group messaging feature.
Most mobile app users have backgrounds connected to retail and restaurants, two industries to which When I Work heavily advertises. Let’s see what some users have to say about the app’s performance.
Although When I Work has been reliable scheduling-wise, the iOS user below finds the app’s messaging feature subpar. Messages disappeared, and notifications for group chat didn’t show up, causing the user to miss out on extra shifts.
iOS Review:
It’s okay? – ⭐⭐⭐
“This app has been nice for scheduling purposes, however, I have add major issues with the “workchat” section. 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. ”
Although admitting being new to using When I Work, the Android user below wished there was a more visible time-tracking board showing clock-in and clock-out times for each day worked.
Google Play Review:
⭐⭐⭐
“Just started using this app for work. So maybe I’m just not used to navigating the app yet. But I wish I could easily see my actual clock in and clock out times for each day. Other than that, easy enough to use for start and end of shifts, and easy to use for lunch.”
While the Capterra user review below was pleased with When I Work’s web app, it criticized its built-in reports, which are confusing and lack user-friendly features.
Capterra Review:
LV loves WIW! – ⭐⭐⭐⭐⭐
“Pros: I like the web based system. I love the instant changes are communicated. I love the color coding of roles and the budgeting features on the schedule.Cons: Reports are confusing. There should be more premade reports to choose from. I HATE that we can’t report an absence without removing the employee from the schedule. When reported absent – the employees shift should be removed from the schedule as well as the labor hours.”
Pricing
Free Trial?
14 days (no credit card needed)
Essentials
$4/mo. per user
Pro
$7/mo. per user
Premium
$10/mo. per user
WhenToWork
Scoring
Key Features
-
Drag-and-drop interface for quick rescheduling
-
Automatic scheduler assigns shifts in one click
-
Multiple viewing formats (graphical, calendar, list, or chart)
-
Easy time off request and approval
-
Text and email notifications for every schedule change or update
Manual and automatic shift assignments
Employees can pick up open shifts
Schedules viewable on Google Calendar
Creates repeating employee schedules
Unintuitive interface with outdated design
Pricing gets steeper past 10 employees
No manager approvals for overtime requests
Difficulty importing schedules
No time clock for tracking workers’ hours
Highlights
WhenToWork’s proprietary AutoFill feature enables businesses to generate entire shift schedules with a single click.
AutoFill considers employee availability, approved time off, maximum work hours per day or week, and necessary rest periods between shifts. This comprehensive approach ensures your team is scheduled efficiently and fairly, minimizing conflicts and optimizing productivity.
Unfortunately, users often find WhenToWork’s interface confusing and unintuitive, leading to wasted time and frustration. Navigating the software to locate specific features can be a challenge, hampering overall productivity.
Supervisors may also struggle to approve overtime requests due to the absence of a dedicated manager approval system, making it hard to control extra hours effectively.
Reviews
WhenToWork lags behind its competitors in terms of design. However, this didn’t stop several users from using the app and adopting it for their businesses.
Based on the user ratings below, WhenToWork’s mobile app isn’t up to par with its web version. Several users pointed out reasons ranging from unstable performance to missing features behind their low ratings for the app.
Let’s check out some select user reviews to see what it’s like to use WhenToWork for work scheduling.
According to the iOS user below, WhenToWork’s mobile app is a mere shadow of its web counterpart, with most features on the latter not accessible via the mobile version.
iOS Review:
App is confusing, use website instead – ⭐⭐⭐
“ I like the website but the app is too confusing and does not show nearly as much information as the website.
Also another note: notifications default to being off so make sure to turn them on if so you are aware when a shift trade offer has been made to you.
So overall: website is clear and easy to use, app is stressful and confusing.”
After four months of using WhenToWork’s Android app, the user wasn’t thrilled with its performance, pointing out that the phone had to be restarted several times to make the app work.
Google Play Review:
⭐⭐⭐
“Hello! I’ve been having this app for about 4 months now for work. At first the app works pretty well, and tells me when to come in. Yet, the app would crash. And also, for some reason my times would be inaccurate on the schedule. I keep having incidents the schedule will tell me I’m working from 11-8 or even 10-8. Later to be called why I’m not at work. I restarted my phone several times to see what is happening. I reinstalled the app.. and it finally updated to 9-6…. please fix this.”
Based on the Capterra user review below, WhenToWork is not only lacking in visual aesthetics but also built-in security features necessary to protect users and businesses with sensitive information.
Capterra Review:
As an employee whose boss uses this app, W2W solves so many issues with freelance work – ⭐⭐⭐
“As I said before, it’s just not visually appealing. It looks like something that was made in the early 2000s. Since I’m only on the user side, not an admin, there might be options to make it look better, but I somehow doubt it. While the main functions of the app are super easy to use, the navigation can be a little confusing. Given that my job involves a lot of highly confidential information, this app should log me out regularly. Unfortunately, I’m always immediately logged in. With this sensitive information being right there on my phone, it is imperative that I log out. The only way I have even found a way to do so is by removing my profile from the dashboard. But doing this removes my personalized settings as well, rendering it completely useless. What I would like to see is an option where my username is saved, but my password is not. The password could even be a customizable number that is separate from my account password for easy access.”
Pricing
Free Trial?
30 days (no credit card needed)
Tier
Starts at $40/mo. (maximum of 10 employees)
The Bottom Line
In industries like construction, where schedules are often unpredictable, adaptable work scheduling software can be a business’s greatest asset.
As a robust specialty work scheduling app, Workyard beats generic off-the-shelf tools by allowing for quick schedule adjustments and efficient conflict resolution.
Workyard’s drag-and-drop task scheduler is designed to eliminate scheduling headaches so you can focus on completing projects efficiently and on budget.
To avoid manual scheduling errors and keep your labor budget in check, explore Workyard’s scheduling features. Or, you can start a 14-day free trial today to see how it can streamline your operations at no cost.
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!
A work schedule software is a type of application designed to simplify, automate, and streamline the process of creating and managing workplace schedules, whether for office-based or field-based employees.
To ensure you get the best value for your money, look for the following essential features when shopping for work scheduling software for your business.
- Shift scheduling: A drag-and-drop interface is already a standard feature, so make sure this is incorporated into the software for easier and quicker rescheduling. In addition, the scheduling tool must make it easy to assign shifts, factoring in employee preferences, peak hours, and staffing requirements.
- Employee availability tracking: Great work scheduling apps are designed to prevent understaffing and unmanned shifts. Therefore, find software that allows you to easily review and approve time-off requests or employee availability preferences and adjust the team’s schedule accordingly.
- Time tracking and attendance management: While creating a schedule is the priority, an integrated time clock and timesheet are also important in helping managers accurately track whether workers are completing their tasks according to schedule. The timesheet also enables managers to review the team’s attendance, allowing them to track employee overtime, tardiness, and more.
- Built-in messaging system: Whether through an integrated messenger or push notification, managers must be able to seamlessly update employees about the latest schedules or scheduling updates. A built-in communication tool also allows managers and workers to exchange updates and project-related files to keep everyone in the loop.
- Labor forecasting and optimization: Demand-based scheduling helps users schedule shifts without exhausting company resources. With a labor forecasting tool, the work scheduling software can leverage historical data and trends to predict the staffing ratio needed for the shifts while minimizing labor costs.
- Compliance management: Ensure your business is always protected from possible lawsuits by choosing a work scheduling app built to comply with overtime rules, break requirements, scheduling restrictions, and labor laws.
Deputy offers a free starter pack with 100 shifts per month and 24/7 email support. However, it lacks the features needed to coordinate worker schedules.
For best results, I suggest choosing a work scheduling software with a free trial version. It allows you to use and meticulously test the software’s premium features without spending a dime.
Once you’ve decided which work scheduling app to use, you can start with the lowest pricing tier and go from there.
