The best employee scheduling software in 2026 is All Gravy for multi-site hospitality groups, Deputy for shift-based teams that want scheduling and time tracking together, When I Work for simple rotas, Homebase for small US businesses that want scheduling plus team tools, and 7shifts for restaurants. Sling, Connecteam, Planday and RotaCloud round out the list.
If you run a shop, a cafe, a clinic or any team that works in shifts, you know the Sunday night rota panic. Someone can't make Tuesday, someone else wants more hours, and the spreadsheet is out of date the moment you send it.
Employee scheduling software moves the rota into an app. Staff see their shifts on their phones, swap them with approval and clock in from the same place. Here are nine well-established options. I've stuck to what each is known for, so treat this as a shortlist to trial.
What does employee scheduling software do?
- Builds rotas from templates, staff availability and the hours you need covered.
- Sends shifts to phones so everyone knows when they're working.
- Handles swaps and time off with manager approval.
- Tracks time through clock-in and clock-out, often with location checks.
- Controls labour costs by showing hours against budget or sales.
- Exports timesheets to payroll so you're not retyping hours.
Employee scheduling software compared
| Tool | Best for | Known for |
|---|---|---|
| All Gravy | Multi-site hospitality groups | AI-powered scheduling inside a branded employee app |
| Deputy | Shift-based teams of all sizes | Scheduling, time tracking and compliance tools |
| When I Work | Simple rotas | Easy scheduling and shift swaps |
| Homebase | Small US businesses | Scheduling, time clock and team tools |
| 7shifts | Restaurants | Built for restaurant teams |
| Sling | Restaurants and retail | Scheduling and communication, owned by Toast |
| Connecteam | Deskless teams | All-in-one employee app |
| Planday | European hospitality and retail | Scheduling, owned by Xero |
| RotaCloud | UK small businesses | UK-built rota software |
Plans change often, so confirm the current terms on each site before you commit.
The best employee scheduling software
1. All Gravy
All Gravy is an employee app built only for hospitality, now with AI-powered scheduling. Rotas sit in the same branded app staff already use for chat, onboarding and training, and Dishoom and Pizza Pilgrims are among the 350+ hospitality brands using it.
Who it suits: multi-site restaurant, hotel and bar groups.
What stands out: rules-checked rotas and photo-to-rota, inside the app the team actually opens.
Watch out for: it's built only for hospitality, and scheduling is a paid add-on.
2. Deputy
Deputy is a workforce management app for shift-based businesses. It combines scheduling, time and attendance, and tools that help with labour rules, and it connects to many payroll systems.
Who it suits: hospitality, retail and healthcare teams, from a single site to several locations.
What stands out: the combination of scheduling and time tracking. Timesheets built from real clock-ins make payroll much quicker.
Watch out for: there's a lot in it. Spend time on setup so the rota templates match how you work.
Anyone who has dealt with small business first-hand could share it with my readers through my small business guest blogging guidelines.
3. When I Work
When I Work is a scheduling and time clock app known for being easy to pick up. Staff can see shifts, swap them and request time off from their phones.
Who it suits: small businesses that want a simple rota app staff will use.
What stands out: ease of use. Managers can build a schedule quickly, and staff don't need training.
Watch out for: if you need detailed labour costing or complex rules, check it covers what you need.
4. Homebase
Homebase is a scheduling and time clock app for small businesses, mainly in the USA. It adds team messaging, hiring and onboarding tools, and payroll in some areas.
Who it suits: small US businesses such as shops, cafes and local services.
What stands out: how much it covers for a small team, from rota to messaging to hiring.
Watch out for: it's built mainly for the US market, so check support for your country.
5. 7shifts
7shifts is scheduling software built for restaurants. It covers rotas, time clocks, tip management and labour forecasting, and connects with many restaurant point of sale systems.
Who it suits: restaurants, cafes and bars.
What stands out: the restaurant focus. It understands tips, sales-based forecasting and the way restaurant shifts work.
Watch out for: outside hospitality, a general tool may fit better.
6. Sling
Sling is a scheduling and team communication app, owned by the restaurant platform Toast. It offers rota building, shift swaps, time tracking and messaging.
Who it suits: restaurants and retail teams, especially those already using Toast.
What stands out: scheduling and messaging in one place, so shift changes and updates don't get lost in group chats.
Watch out for: check which features you need against the plan you choose.
7. Connecteam
Connecteam is an all-in-one app for teams that don't sit at a desk. Scheduling sits alongside time tracking, checklists, forms, training and team chat.
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Who it suits: field teams, cleaning companies, construction and other deskless businesses.
What stands out: the breadth. Staff get one app for their schedule, tasks and company updates.
Watch out for: if you only need a rota, it may be more than you want.
8. Planday
Planday is employee scheduling software founded in Denmark and now owned by Xero. It's popular with hospitality and retail businesses in Europe and the UK.
Who it suits: European and UK businesses, particularly those using Xero.
What stands out: the link to Xero for payroll and accounting.
Watch out for: check local payroll integrations for your country.
9. RotaCloud
RotaCloud is rota software built in the UK for small and medium businesses. It covers scheduling, time and attendance, and leave management.
Who it suits: UK businesses that want a local provider.
What stands out: a straightforward rota tool designed around UK working patterns.
Watch out for: if you have staff in several countries, check it meets each country's needs.
If you're choosing, see my roundup of shift scheduling apps like When I Work.
How do you choose employee scheduling software?
- You run several hospitality sites: All Gravy.
- You run a restaurant: 7shifts or Sling.
- You want scheduling and time tracking together: Deputy.
- You want the simplest rota app: When I Work.
- You're a small US business: Homebase.
- Your team is out in the field: Connecteam.
- You're in the UK or Europe: RotaCloud or Planday.
Test with your real rota. Build next week's schedule in two tools during the trial and ask two staff members to use the app. The one they find easiest is usually the right answer. Once shifts are sorted, the next time-saver is often payroll and invoicing: my comparison of invoicing software for small businesses is a good next read, and if you also book client appointments, see how to find the best online scheduling software.
Readers who liked this often go on to read about AI scheduling assistants tested in a small business.
Auto-scheduling tools worth a look
Updated 5 November 2026. The biggest change in rota software right now is auto-scheduling: you set the rules, and the tool drafts the rota for you. Three vendors are worth a look if that's what you're after. None of them is new, but all three now lead with it.
Shiftbase covers scheduling, time tracking and absence for shift-based teams, and its site carries a banner saying auto-scheduling is live. As of Nov 2026 it's free for up to 15 employees with a 14-day trial, and the Basic plan shows € 30 / month. Verdict: the easiest of the three to test if your team is small.
shyftplan builds an automated shift rota "at the touch of a button", with absence management and working-time accounts, and says it scales to thousands of employees (as of Nov 2026). Verdict: worth a look for bigger or multi-site teams.
Agendrix is a Canadian tool for scheduling, shift requests, time tracking and payroll prep, with automatic scheduling and open-shift filling in its feature list. It's priced per user per month, with a discount for yearly billing, so check its pricing page against your headcount. Verdict: a good fit if payroll prep is the part that eats your week.
My take: let the tool draft the rota, then have a manager check it before it goes out. Auto-scheduling saves hours, but it doesn't know who's had a rough week.
Tips for a rota that works
- Publish the rota at the same time every week, as early as you can.
- Let staff set their availability in the app, so you're not guessing.
- Set clear rules for swaps, so managers aren't approving everything by hand.
- Check hours against labour rules for your country, including breaks and rest periods.
Building a tool in this space? Here's how tools get considered for my roundups.
Got expertise in technology? Here are my technology write for us guidelines.
Heating and cooling businesses usually need more than a rota, and I've gathered software built for heating and cooling firms that handles dispatch and jobs too. If your team cleans homes or offices, you might prefer one of these tools made for cleaning companies, which handle recurring visits and checklists as well as shifts.
I run AI training and workshops for teams, and help businesses with AI enablement and workflow automation, so the busywork runs itself and people get time back. Most of that work is with SaaS marketing teams and small businesses. Here's how we can work together.
Frequently asked questions
What is the best employee scheduling software for a small business?
When I Work and Homebase are easy starting points, Deputy suits teams that want time tracking too, and 7shifts is built for restaurants.
Is there free employee scheduling software?
Some providers offer free plans for small teams or free trials. Check current plans on each site.
Can staff swap shifts in the app?
Yes. Most tools here let staff request swaps, with manager approval if you want it.
Does scheduling software connect to payroll?
Most connect to popular payroll systems, so approved timesheets can be exported rather than retyped.
What's the best rota software in the UK?
RotaCloud is UK-built, and Planday and Deputy are widely used by UK businesses.
