Best Workplace Scheduling Software for 2025

Taking the Headache Out of Scheduling

Juggling schedules across time zones or managing a hybrid team? Stop wasting time on manual scheduling and reclaim your productivity. 

This listicle presents the top 10 workplace scheduling software solutions for 2025, perfect for remote teams, coworking spaces, and freelancers. 

Discover which tool will best help you eliminate scheduling conflicts, simplify shift management, and free up your time to focus on what matters most. From simple solutions to robust platforms, we’ve got you covered. 

Here are our top picks:

1. When I Work

“When I Work” is a cloud-based employee scheduling and time tracking software specifically designed for businesses reliant on shift work, making it a highly practical solution for managing hourly employees across various industries like hospitality, retail, and healthcare. It streamlines the often complex process of creating, distributing, and managing staff schedules, thereby freeing up managers to focus on other essential tasks. 

Its focus on mobile accessibility makes it particularly appealing to remote workers, coworking spaces, and even digital nomads managing distributed teams. Imagine coordinating the schedules of freelancers working across different time zones – When I Work facilitates this with its intuitive interface and real-time communication features.

This software simplifies several key aspects of workforce management. Managers can quickly build schedules using drag-and-drop functionality and pre-built templates, easily accommodating changing staffing needs. Employees benefit from the convenience of accessing their schedules, requesting time off, swapping shifts with colleagues, and even clocking in/out, all from their mobile devices. 

This level of flexibility and control significantly improves team communication and reduces scheduling conflicts.

When I Work deserves a spot on this list because of  its user-friendly approach to a traditionally complicated  task. Its intuitive interface requires minimal training, allowing even non-tech-savvy users to quickly grasp its functionality. And we love that!

While it fits businesses of all sizes, its affordable pricing plans make it especially attractive to small businesses and startups with limited budgets. For freelancers managing their own time or coordinating with a small team, When I Work offers a practical solution for tracking work hours and ensuring projects stay on schedule.

Key Features and Benefits:

• Drag-and-drop scheduling with templates: Quickly create and modify schedules, saving valuable time and effort.
• Mobile app with GPS time clock and geofencing: Provides accurate time tracking and location verification for remote teams and field workers. This feature is particularly beneficial for digital nomads and freelancers working from various locations.
• Shift trading and employee availability management: Empowers employees to manage their schedules independently, promoting flexibility and work-life balance. Ideal for coworking spaces where individuals have varying schedules.
• Real-time team messaging and notifications: Facilitates seamless communication and keeps everyone informed about schedule changes or important updates.
• Labor cost tracking and forecasting: Provides valuable insights into labor expenses, enabling better budget control.

Pros: ✅

• User-friendly interface requires minimal training.
• Excellent mobile functionality for on-the-go management, perfect for remote workers and digital nomads.
• Strong communication tools enhance team coordination.
• Affordable pricing plans, especially for small businesses and freelancers.

Cons: ❌

• Limited reporting capabilities compared to more comprehensive enterprise solutions.
• Some advanced features, like labor forecasting, require higher-tier subscription plans.
• Integration options with other business software could be more extensive.

Website: https://wheniwork.com/

Implementation Tips:

• Utilize the employee availability feature: Encourage your team to input their availability to optimize scheduling and avoid conflicts.
• Explore the template library: Start with pre-built templates and customize them to fit your specific business needs.
• Take advantage of the mobile app: Train your team on the mobile app’s features to maximize efficiency and communication.

While pricing details aren’t readily available on their website, When I Work offers a free trial and tiered subscription plans based on the number of employees. Technical requirements are minimal, as the software is cloud-based and accessible through a web browser or mobile app. 

Compared to more complex enterprise solutions like Kronos or ADP, When I Work prioritizes ease of use and affordability, making it a great option for smaller businesses, freelancers, and teams operating within coworking environments.

2. Deputy

Deputy is a robust workforce management solution designed for businesses that need to effectively manage employee scheduling, time tracking, and communication. 

It’s particularly well-suited for industries with hourly workers, such as retail, hospitality, and healthcare, but its comprehensive features make it a viable option for businesses of all sizes and structures, including those managing remote or distributed teams. 

Deputy stands out with  its ability to automate complex scheduling tasks while ensuring labor compliance, a critical aspect for businesses navigating varying regulations. This makes it a valuable tool for coworking spaces and even for individual freelancers collaborating on projects requiring precise time management.

Deputy goes beyond basic scheduling by offering demand forecasting, allowing businesses to anticipate staffing needs and optimize schedules accordingly. This feature is particularly beneficial for businesses with fluctuating workloads, helping them avoid overstaffing or understaffing. For remote teams, Deputy offers a centralized platform for communication, schedule transparency, and task assignment, mitigating the challenges of coordinating across different time zones and locations. Learn more about Deputy to understand its impact on remote workforce management.

Key features include AI-powered auto-scheduling, a mobile time clock with facial recognition and location verification (ideal for remote workers), labor compliance management with break enforcement, and real-time reporting and analytics. These features streamline tasks like shift swaps, leave requests, and payroll integration, freeing up managers to focus on other essential duties. 

The mobile app allows employees to access their schedules, clock in/out, and communicate with colleagues from anywhere, fostering flexibility and autonomy. It also integrates with ease with major payroll, POS, and HR systems, centralizing workforce data and further streamlining operations.

While Deputy offers a solid solution, it’s worth considering its potential drawbacks. The platform’s comprehensive features come at a higher price point compared to more basic scheduling tools, which might be a barrier for smaller businesses or freelancers with limited budgets. The initial setup and configuration can be complex for larger organizations, requiring dedicated time and resources. While Deputy generally offers excellent syncing capabilities, some users have reported occasional syncing issues, which can disrupt workflows if not addressed promptly.

Pros: ✅

• Robust compliance features for managing complex labor regulations
• Excellent mobile experience for both managers and employees
• Strong integration ecosystem with major business platforms
• Detailed cost tracking and labor optimization tools

Cons: ❌

• Higher price point compared to simpler scheduling tools
• Setup and configuration can be complex for larger organizations
• Some users report occasional syncing issues

Website: https://www.deputy.com/

(Pricing and technical requirements were not readily available at the time of writing. It’s recommended to visit the Deputy website for the most up-to-date information.)

Deputy earns its place on this list because of its features specifically designed to handle the complexities of modern workforce management. Its focus on automation, compliance, and mobile accessibility makes it an ideal choice for businesses with distributed teams, ever changing schedules, and a need for robust reporting and analytics. While the higher price point might not be suitable for everyone, the value it provides in streamlining operations and ensuring labor compliance makes it a worthwhile investment for many organizations.

3. Humanity

Humanity (formerly ShiftPlanning) stands out as a robust, enterprise-grade scheduling solution built to handle complex work environments. This makes it a powerful option for larger businesses, especially those managing a distributed workforce across different time zones or with highly specialized roles. 

Think of businesses with a high volume of shift workers, such as hospitals, hotels, or security companies, as well as those with project-based teams requiring specific skill sets. While perhaps an overkill for a small team of freelancers or a solo digital nomad, it’s inclusion on this list is warranted due to its powerful features and scalability which cater to growing businesses and complex operational needs.

Humanity shines in its ability to automate complex scheduling tasks. Its AI-powered engine can optimize schedules based on pre-defined rules, staff availability, required skills, and even projected demand. This eliminates much of the manual effort and potential for human error involved in traditional scheduling processes. Further, the platform enables skills-based scheduling, allowing managers to easily match employees with the right qualifications to specific tasks, ultimately increasing efficiency and productivity.

For remote workers, coworking spaces, and even digital nomads working within larger teams, Humanity offers several benefits. The platform provides a centralized hub for scheduling, communication, and time tracking, ensuring everyone is on the same page regardless of location. 

The advanced leave management system streamlines requests and approvals, providing transparency for both employees and managers. Features such as custom rule creation are particularly helpful for enforcing compliance policies or specific business rules, which can be crucial for organizations operating across different jurisdictions.

Humanity does come with certain considerations. The platform has a steeper learning curve than simpler scheduling tools, requiring some initial investment in training and onboarding. The pricing, while not publicly available, is geared towards enterprise clients and may be prohibitive for small businesses or individual freelancers. 

Finally, while mobile accessibility is offered, the mobile app’s functionality isn’t as comprehensive as the desktop version, potentially limiting on-the-go management for some users.

Key Features & Benefits:

• Auto-scheduling with AI: Drastically reduces manual scheduling effort and optimizes staff allocation.
• Skills-based Scheduling: Matches employees’ skills to task requirements for increased efficiency.
• Compliance Management: Custom rules ensure adherence to regulations and internal policies.
• Advanced Leave Management: Simplifies leave requests, approvals, and tracking.
• Extensive Reporting & Analytics: Provides valuable insights into workforce performance and operational efficiency.

Pros: ✅

• Highly customizable and adaptable to various business needs
• Powerful scheduling algorithms for complex scenarios
• Robust security features for enterprise-level data protection
• Strong forecasting and demand-based scheduling capabilities

Cons: ❌

• Steeper learning curve compared to simpler alternatives
• Premium pricing may be unsuitable for small businesses or freelancers
• Mobile app functionality is less extensive than the desktop version

Website: https://www.humanity.com/

While no specific technical requirements are publicly listed, a stable internet connection is essential. Implementation typically involves a consultation with Humanity’s sales team to tailor the platform to specific business needs. They offer dedicated onboarding and support to facilitate the transition. If your business requires a powerful, scalable scheduling solution capable of managing a large and complex workforce, Humanity is definitely worth exploring. 

However, if you’re a small team or individual, simpler and more affordable alternatives might be a better fit.

4. 7shifts

7shifts is a dedicated scheduling and workforce management platform built specifically for the restaurant industry. Its focus on the unique needs of restaurants, like managing fluctuating demand, variable shift patterns, and tip distribution, makes it a powerful tool for restaurant owners and managers. 

Whether you’re running a small cafe, a bustling bar, or a multi-location franchise, 7shifts aims to streamline operations and optimize your labor costs.

This software goes beyond simple scheduling by offering features that directly impact the bottom line. Imagine accurately forecasting labor needs based on sales data from your POS system, automating tip pooling calculations to save time and ensure fairness, and receiving alerts about potential overtime issues before they impact your payroll. 

These functionalities allow managers to focus on providing excellent customer service and developing their teams, rather than getting bogged down in administrative tasks.

While other scheduling software may offer generic solutions, 7shifts stands out due to its restaurant-centric design. Features like integrated tip pooling and declaration, restaurant-specific scheduling templates (e.g., for servers, kitchen staff, and bartenders), and labor compliance tools with overtime alerts address pain points that general-purpose software often overlooks. This specialized approach makes 7shifts a valuable addition to any restaurant’s tech stack.

Key Features and Benefits:

• Restaurant-specific templates and tools: Quickly create schedules using templates designed for various restaurant roles.
• Integrated tip pooling and declaration: Automate tip distribution and simplify reporting for both employees and management.
• Labor compliance tools: Receive alerts for potential overtime violations and ensure compliance with labor laws.
• POS integration for sales and labor forecasting: Connect with popular POS systems (like Toast, Square, and TouchBistro) to forecast labor needs based on projected sales data, allowing for optimized staffing levels and cost control.
• Team communication and engagement tools: Streamline communication within the team with built-in messaging and announcement features.

Pros:

• Purpose-built for restaurant workflows: Addresses the specific challenges of the restaurant industry.
• Strong POS integrations: Seamlessly integrates with leading restaurant POS systems.
• Intuitive interface: Easy to learn and use, even for non-technical users.
• Affordable pricing tiers: Scalable plans for different restaurant sizes.

Cons:

• Limited functionality outside the restaurant industry: Not suitable for businesses outside of food service.
• Some advanced features require add-on purchases: Be aware of potential additional costs for specific features.
• More robust reporting requires higher tier plans: Access to advanced analytics may require upgrading to a more expensive plan.

Website: https://www.7shifts.com/

Implementation Tips:

• Utilize the onboarding resources: 7shifts provides helpful tutorials and support documentation to get you started.
• Integrate with your POS system: Connecting your POS system is crucial for maximizing the benefits of 7shifts’ forecasting and labor optimization features.
• Train your staff: Ensure your team understands how to use the platform for accessing schedules, requesting time off, and communicating with colleagues.

While pricing details are not publicly available on their website, 7shifts offers tiered pricing plans to cater to various restaurant sizes and budgets. 

Technical requirements are minimal as 7shifts is a cloud-based platform accessible through a web browser or mobile app. For restaurants looking for a purpose-built scheduling solution, 7shifts offers a strong feature set to streamline operations and control labor costs.

5. Shiftboard

Shiftboard is a workforce scheduling platform built to handle the complexities of 24/7 operations, particularly within industries facing stringent compliance regulations. This makes it highly suitable for organizations in manufacturing, healthcare, public safety, and similar fields. 

If your organization grapples with rotational shifts, on-call scheduling, managing employee fatigue, and adhering to union rules or labor laws, Shiftboard offers a powerful solution. Unlike simpler scheduling tools designed for more straightforward shift patterns, Shiftboard excels in navigating complex scenarios and ensuring compliance.

This platform distinguishes itself through its powerful rules-based scheduling engine. This allows businesses to automate scheduling based on specific criteria, such as employee certifications, availability, and required skill sets. This automation saves significant administrative time and reduces the risk of scheduling conflicts. 

Furthermore, its advanced features like fatigue management, ensuring minimum rest periods, and overtime equalization go beyond basic scheduling, promoting employee well-being and minimizing legal risks.

Features:

• Rules-based scheduling engine: Automates scheduling based on predefined criteria, greatly simplifying complex shift patterns.
• Fatigue management and minimum rest period enforcement: Helps organizations comply with regulations and prioritize employee well-being.
• Certification and credential tracking: Ensures only qualified personnel are assigned to specific tasks.
• Advanced overtime distribution and equalization: Distributes overtime fairly and efficiently, reducing costs and promoting employee satisfaction.
• Custom reporting and compliance documentation: Simplifies audits and ensures adherence to regulatory requirements.

Pros: ✅

• Extremely flexible for complex scheduling environments: Handles intricate shift rotations, on-call scheduling, and diverse workforce needs.
• Superior compliance management for highly regulated industries: Built-in features address union rules, labor regulations, and industry-specific requirements.
• Robust overtime and fatigue management capabilities: Reduces costs and promotes a safer work environment.
• Scalable for large organizations with complex needs: Adapts to growing workforce demands and evolving operational requirements.

Cons: ❌

• Interface isn’t as modern as some competitors: May require some adjustment for users accustomed to more contemporary UI/UX.
• Higher learning curve due to advanced functionality: Requires dedicated training to fully utilize its powerful features.
• More expensive than basic scheduling solutions: Its advanced capabilities come at a premium, making it less suitable for smaller businesses with simpler scheduling needs. Pricing is quote-based and depends on the size and complexity of the organization.
• Mobile experience could be improved: While mobile access is available, some users find the mobile interface less intuitive than the desktop version.

Implementation Tips:

• Dedicated training: Invest in thorough training for administrators and employees to maximize the platform’s benefits.
• Data migration planning: Ensure a smooth transition by carefully planning the migration of existing scheduling data.
• Customization: Leverage Shiftboard’s customization options to tailor the platform to your organization’s specific requirements.
• Ongoing support: Utilize Shiftboard’s support resources to address any questions or challenges that arise.

Comparison with Similar Tools: 

While tools like When I Work and Deputy offer user-friendly interfaces and are suitable for smaller businesses, they lack the advanced compliance and fatigue management features of Shiftboard. When comparing with similar enterprise-level solutions like Kronos, Shiftboard differentiates itself through its focus on highly regulated industries and its robust rules engine.

Shiftboard earns its place on this list due to its unparalleled ability to manage complex scheduling needs, particularly for industries with demanding compliance requirements. If your organization prioritizes regulatory compliance, employee well-being, and efficient management of complex shift patterns, Shiftboard offers a powerful solution. 

You can explore further details and request a demo on their website: https://www.shiftboard.com/

6. Sling

Sling is a free scheduling and labor management platform explicitly designed for businesses with hourly employees, particularly in restaurants, retail, and service industries. It stands out for its generous free tier, which offers robust core scheduling functionality, making it a compelling option for small businesses or teams with tight budgets. While primarily aimed at shift-based work, its features like communication tools and availability management can also benefit remote teams, coworking spaces, and even freelancers collaborating on projects.

Sling combines scheduling with essential team management features, allowing you to handle everything within a single platform. This eliminates the need to juggle multiple apps for communication, time tracking, and shift management, simplifying workflows and improving overall team coordination. For example, a coworking space could use Sling to schedule shared resource usage, like meeting rooms or equipment, and simultaneously communicate booking confirmations or changes to members. Freelancers collaborating on a project can utilize Sling to coordinate their availability for joint tasks or client meetings.

Sling’s strength lies in its user-friendly interface and combined feature set. The built-in time clock, with overtime alerts, simplifies payroll processes and helps ensure labor law compliance. Shift swapping and availability management empower team members to manage their schedules autonomously, reducing the administrative burden on managers. 

The integrated newsfeed and messaging system facilitates team communication and keeps everyone informed about important updates or schedule changes. This can be particularly valuable for remote teams or digital nomads working across different time zones.

Features:

• Free tier with core scheduling functionality
• Built-in time clock with overtime alerts
• Employee messaging and newsfeed
• Shift swapping and availability management
• Labor cost forecasting and tracking

Pros:

• Generous free tier that works well for small businesses
• Simple, intuitive interface requiring minimal training
• Good communication tools built directly into the platform
• Affordable premium tiers compared to competitors

Cons:

• More limited reporting capabilities than enterprise solutions
• Fewer integrations than larger competitors
• Customer support is more limited on the free tier
• Some advanced features (like labor cost forecasting and geofencing) are only available on premium plans

Pricing: Sling offers a free tier, ideal for small businesses getting started. Paid plans, which unlock additional features like time clock management, geofencing, and advanced reporting, start at $2/user/month.

Technical Requirements: Sling is web-based and accessible from any modern browser. Mobile apps are available for iOS and Android devices, ensuring accessibility for team members on the go.

Implementation Tips:

• Start with the free tier to familiarize yourself with the platform.
• Encourage team members to download the mobile app for convenient schedule access and communication.
• Utilize the availability management feature to streamline the scheduling process.
• Explore the newsfeed and messaging tools to foster team communication and engagement.

Sling deserves its place on this list because of its compelling free tier and its integrated approach to scheduling and team communication. While it caters primarily to shift-based businesses, its versatility and ease of use make it a valuable tool for various teams, including remote workers, coworking spaces, and freelancers seeking a streamlined solution for scheduling and communication. 

Visit the Sling website to learn more.

7. Homebase

Homebase is a workforce management solution tailored for small to medium-sized businesses, especially those in retail, food service, and other service industries. It stands out for its all-in-one approach, bundling scheduling, time tracking, hiring tools, and even team communication into a single, affordable platform. This makes it a particularly attractive option for businesses looking to streamline operations and consolidate their software stack. 

Think of it as a centralized hub for managing your team, from hiring and onboarding new employees to scheduling shifts and tracking their hours.

For remote workers, coworking spaces, digital nomads, and freelancers collaborating on projects or within small teams, Homebase offers a simplified way to coordinate schedules and track work hours. While it might not replace a full-fledged project management tool, features like team communication and shift scheduling can facilitate better organization and communication within the group. Imagine easily coordinating availability for a collaborative project, tracking hours spent on specific tasks, or even managing shared workspace resources.

One of Homebase’s biggest strengths is its user-friendly interface. The drag-and-drop scheduling feature, combined with pre-built templates, makes creating and managing schedules incredibly easy, requiring minimal training. The GPS-enabled time clock with photo verification ensures accurate time tracking, reducing the likelihood of disputes and simplifying payroll. 

Moreover, integrating hiring and onboarding tools directly into the platform streamlines the entire employee lifecycle, from recruitment to training. 

You can Learn more about Homebase and explore its features in detail.

Features:

• Easy drag-and-drop scheduling with templates
• GPS-enabled time clock with photo verification
• Integrated hiring and onboarding tools
• Employee happiness tracking and feedback
• Labor cost controls and compliance alerts

Pros: ✅

• Robust free plan for single-location businesses
• Very user-friendly interface requiring minimal training
• Includes hiring and HR tools not commonly found in scheduling software
• Excellent small business focus with appropriate feature set

Cons: ❌

• Less suitable for complex enterprise scheduling needs
• More limited customization options than enterprise solutions
• Some advanced reporting requires premium tiers
• Limited functionality for multi-department scheduling

While Homebase’s pricing varies depending on the features and number of employees, a generous free tier caters to the needs of single-location businesses. This free plan provides core scheduling and time-tracking functionalities, making it an excellent entry point for small teams or startups. Specific pricing details for premium tiers can be found on their website. Technical requirements are minimal, with 

Homebase accessible through any modern web browser and dedicated mobile apps for iOS and Android devices, making it convenient for on-the-go access and management.

Compared to enterprise-focused scheduling solutions like When I Work or Deputy, Homebase prioritizes simplicity and ease of use over highly granular control and customization. This makes it ideal for smaller businesses that need a straightforward solution without the complexity of larger systems.

Implementation Tips:

• Start with the free plan to explore the core features and assess suitability.
• Utilize the pre-built scheduling templates to quickly create your first schedule.
• Encourage employees to download the mobile app for easy time tracking and communication.
• Explore the employee happiness tracking features to gain valuable insights into team morale.

Homebase earns its place on this list because of its comprehensive yet accessible approach to workforce management. It effectively balances functionality and ease of use, providing a valuable tool for small to medium-sized businesses, especially those looking to simplify their operations and improve team communication. 

You can visit the Homebase website at https://joinhomebase.com/.

8. Planday

Planday is a solid, cloud-based workforce management and employee scheduling solution particularly well-suited for shift-based businesses. While its roots and strongest presence are in Europe, it’s increasingly making waves globally. If your business operates within hospitality, retail, or healthcare, Planday’s features designed to streamline scheduling, improve employee engagement, and offer in-depth analytics might make it the right fit. 

Think of it as a central hub for managing all aspects of your team’s work schedule, from initial planning and shift swaps to time tracking and payroll integration.

This platform emphasizes employee empowerment through self-service options. Your team members can easily request time off, set availability preferences, and swap shifts with colleagues – all within the app. It  reduces the administrative burden on managers and fosters a sense of ownership among employees. 

For managers, Planday offers a comprehensive overview of staffing needs, labor costs, and performance metrics, allowing for data-driven decisions that optimize workforce efficiency.

Planday’s standout features include its intuitive scheduling interface with drag-and-drop functionality, employee mobile app, integrated time clock, advanced reporting, and open API. The drag-and-drop interface simplifies the process of creating and adjusting schedules, while the mobile app puts schedule information directly in the hands of employees. The integrated time clock helps track worked hours accurately, including break management, and the advanced reporting features provide valuable insights into labor costs and overall workforce performance. 

An open API and extensive integration capabilities allow Planday to connect seamlessly with other business systems, like payroll and HR platforms, further streamlining administrative processes.

Pros:

• Strong Compliance Features: Especially relevant for businesses operating in Europe, Planday is designed to comply with various European labor regulations.
• Excellent Employee Self-Service: Empowers employees to manage their own schedules and availability, boosting morale and reducing managerial workload.
• Sophisticated Analytics: Provides in-depth data on labor costs and other key metrics, enabling data-driven optimization of workforce management.
• Flexible API: Allows for custom integrations to tailor the platform to specific business needs.

Cons:

• Higher Price Point: Compared to some simpler scheduling tools, Planday sits at a higher price point, reflecting its advanced features and capabilities. While pricing isn’t publicly available, it’s generally quote-based and scales with the size of your team.
• Complexity: Fully utilizing some of the more advanced features may require some technical expertise, which can pose a challenge for smaller businesses without dedicated IT resources.
• North American Support: While growing globally, their support and presence in North America isn’t as robust as in Europe.
• Initial Setup: Setting up Planday can be initially complex due to its extensive features and customization options.

Implementation Tips:

• Take advantage of the onboarding resources: Planday offers support and training materials to help you get started. Utilize these resources to understand the platform’s functionalities and best practices.
• Start with the basics: Don’t try to implement every feature at once. Focus on the core scheduling and time-tracking functionalities first, then gradually explore more advanced features as needed.
• Involve your team: Train your employees on how to use the mobile app and self-service features to maximize engagement and efficiency.

Why Planday Deserves its Place: Planday earns its spot on this list because it offers a powerful combination of robust features, employee empowerment, and advanced analytics. While the higher price point and initial complexity may be a barrier for some, businesses with complex scheduling needs, particularly those operating in Europe, will likely find Planday’s comprehensive features and compliance capabilities invaluable. For digital nomads, freelancers, or remote teams managing complex client projects involving shift work, Planday provides a central platform to coordinate schedules and track time, even across different time zones. Its integration capabilities and sophisticated reporting can also provide valuable insights into project profitability and team productivity. Visit Planday

9. Calendly

Calendly excels as a scheduling automation tool, particularly valuable for professionals who frequently interact with clients or external parties. While not designed for complex shift management like some other tools on this list, its strength lies in simplifying appointment scheduling, making it ideal for remote workers, freelancers, and those operating within coworking spaces. Think client consultations, sales calls, or even coordinating interviews – Calendly streamlines the process, freeing you from the endless email exchanges often involved in finding a mutually agreeable time.

This focus on individual appointment scheduling makes it a powerful tool for those in client-facing roles. Imagine you’re a digital nomad offering consulting services across multiple time zones. Calendly allows you to define your availability, taking into account different time zones, and lets clients book directly into your calendar without any back-and-forth. This avoids confusion and saves valuable time for both parties.

Calendly’s core features contribute to its streamlined scheduling process. Automated appointment scheduling with direct calendar integration eliminates manual entry and double-booking. Customizable booking pages let you present a professional image, tailoring the experience to your brand. 

Features like buffer times between appointments, meeting preparation time, and automated reminders ensure smooth and efficient workflows. The round-robin scheduling feature can be useful for teams, distributing meeting requests evenly among members. Furthermore, integrations with video conferencing platforms like Zoom and CRM systems enhance its functionality, allowing for a seamless workflow from booking to meeting to client management.

Pricing: Calendly offers a free basic plan, suitable for individual users with fundamental scheduling needs. Paid plans, starting from $8/user/month, unlock advanced features like customizable branding, automated workflows, and team scheduling features.

Technical Requirements: Calendly is a cloud-based platform, accessible through any modern web browser. Mobile apps are also available for iOS and Android devices.

Comparison with Similar Tools: While tools like Acuity Scheduling offer similar functionality, Calendly often stands out for its intuitive interface and seamless integrations, particularly with Google Calendar and Outlook. Doodle is another alternative, primarily focused on finding a common meeting time among multiple participants, but lacks the automation and client management aspects of Calendly.

Implementation/Setup Tips:

• Integrate with your existing calendar: This is the first and most crucial step to avoid double-bookings and ensure accurate availability.
• Customize your booking page: Add your logo, brand colors, and personalize the message to reflect your professional identity.
• Define your availability clearly: Set specific working hours and buffer times to manage your time effectively.
• Explore the integrations: Connecting Calendly to your video conferencing and CRM platforms creates a powerful, automated workflow.

Pros:

• Extremely user-friendly interface with minimal learning curve.
• Seamless integration with major calendar providers.
• Professional appearance to clients and external parties.
• Excellent for scheduling across time zones.

Cons:

• Not designed for shift-based workforce scheduling.
• Limited functionality for internal team scheduling compared to dedicated platforms.
• Advanced features require premium tiers.
• Not suitable for complex staff scheduling requirements.

Website: https://calendly.com/

Calendly earns its place on this list by offering a user-friendly and efficient solution for individuals and small teams who prioritize streamlining client appointments and external meetings. Its ease of use and focus on automation make it a valuable tool for remote workers, freelancers, and digital nomads who need a simple yet powerful scheduling solution.

10. Connecteam

Connecteam stands out as a robust all-in-one workforce management platform specifically designed for deskless and remote teams. While many scheduling tools focus solely on shift management, Connecteam goes beyond, incorporating time tracking, task management, communication, and even training features. 

This makes it a particularly compelling option for businesses with employees constantly on the move, like those in field service, construction, healthcare, or distributed remote teams. Instead of juggling multiple apps, Connecteam provides a centralized hub for managing various aspects of the workday, streamlining operations and boosting efficiency. 

For example, a construction manager can use Connecteam to schedule crews, track their time on-site with GPS, assign tasks for specific projects, and even share important safety updates—all within one app.

Connecteam’s mobile-first approach is a significant advantage for deskless workers who rely heavily on their smartphones or tablets. Features like the GPS-enabled mobile time clock with geofencing ensure accurate time tracking while eliminating manual processes. Digital forms and checklists simplify field operations, replacing paper-based systems. Furthermore, the built-in communication tools, such as in-app chat with read receipts, promote real-time collaboration and keep everyone informed. For remote teams specifically, this centralized communication can help combat feelings of isolation and improve team cohesion. Learn more about Connecteam and other strategies for effectively managing distributed teams.

Connecteam offers flexible pricing based on the number of users and the specific modules required. While the full suite of tools can be more expensive than dedicated scheduling software, the consolidated functionality and improved efficiency can often justify the cost. Small businesses can start with a limited feature set and scale up as needed. Regarding technical requirements, Connecteam is cloud-based and accessible through its mobile app (iOS and Android) and web browser, requiring minimal setup.

Pros:

• Comprehensive all-in-one solution: Consolidates multiple workforce management functions.
• Excellent mobile experience: Designed specifically for deskless workers.
• Highly configurable: Adapts to various workflow needs and industry specifics.
• Scalable: Suitable for both small businesses and large enterprises.

Cons:

• Scheduling module not as specialized: May lack advanced features found in dedicated scheduling tools.
• Can be overwhelming: The extensive feature set can be initially daunting for new users.
• Higher cost: Utilizing the full suite of tools can be more expensive than individual solutions.
• Some integrations not as developed: Compared to specialized platforms, some integrations might be limited.

Connecteam earns its place on this list by offering a compelling alternative to using multiple disconnected apps. While dedicated scheduling software might offer more granular control over shift management, Connecteam’s comprehensive approach simplifies workforce management for businesses with mobile and remote employees, significantly improving communication, task management, and overall operational efficiency. You can explore more on their website: https://connecteam.com/

Top 10 Workplace Scheduling Tools Comparison

Platform	Core Features ★	User Experience 🏆	Unique Selling Points ✨	Target Audience 👥	Price/Value 💰
When I Work	Drag-drop scheduling, mobile GPS clock, shift trading	User-friendly, excellent mobile	Efficient communication & cost tracking	Small shift-based teams	Affordable
Deputy	AI auto-scheduling, facial recognition, compliance management	Robust mobile & analytic dashboards	Strong integrations & compliance focus	Retail, hospitality, healthcare	Premium pricing
Humanity	AI optimization, skills-based scheduling, custom rules	Highly customizable, enterprise-grade	Sophisticated scheduling algorithms	Large multi-location enterprises	Premium tier
7shifts	Restaurant templates, POS integration, tip pooling	Intuitive for restaurant managers	Built-for-restaurants focus	Foodservice and restaurants	Affordable tiers
Shiftboard	Rules-based scheduling, fatigue/overtime management, custom reporting	Flexible yet steeper learning curve	Superior compliance & scalability	24/7 operations in highly regulated industries	Higher-end pricing
Sling	Free tier scheduling, time clock, shift swapping	Simple, intuitive interface	Generous free plan with essential tools	Small retail, restaurant & service sectors	Free/Premium accessible
Homebase	Drag-drop scheduling, GPS time clock, integrated hiring tools	Very user-friendly & efficient	Inclusive HR and scheduling features	Small to medium businesses	Free plan & affordable
Planday	Drag-drop scheduling, employee app, API integration	Intuitive interface with strong analytics	EU compliance focus, flexible API	Shift-based businesses (Europe focused)	Higher pricing model
Calendly	Automated appointment booking, calendar integration, customizable pages	Extremely intuitive	Seamless appointment automation	Professional services & client meetings	Premium options
Connecteam	Digital scheduling, GPS time tracking, in-app chat and task management	Comprehensive mobile experience	All-in-one solution for deskless teams	Field service, construction & remote teams	Higher cost bundled suite

Scheduling Success in 2025

Choosing the right workplace scheduling software can significantly impact your team’s productivity and overall operational efficiency. We hope our top 10 picks for 2025 – When I Work, Deputy, Humanity, 7shifts, Shiftboard, Sling, Homebase, Planday, Calendly, and Connecteam – have provided valuable insights to help you find the ideal solution. 

Key takeaways include the importance of considering factors like team size, industry-specific needs (e.g., shift work vs. appointments), budget, and desired integrations with other tools. Remember that the best software for you will depend on your unique circumstances. For smaller teams or freelancers, a simple solution like Calendly might suffice. Larger organizations with complex shift patterns may benefit from robust platforms like Humanity or Shiftboard.

Efficient scheduling is just one piece of the larger project management puzzle. For a more comprehensive approach to managing projects, deadlines, and teams, explore the leading project management software options available. This 2025 Project Management Software Comparison from Pickalternative offers a helpful overview of top tools.

When implementing any new scheduling software, ensure you dedicate adequate time for training your team and integrating the tool into existing workflows. Start with a trial period to test the features and ensure it meets your needs before fully committing. By automating scheduling, optimizing staff allocation, and streamlining communications, you can free up valuable time and resources to focus on what matters most: growing your business.

Looking for a workspace that seamlessly integrates with your chosen scheduling software? deskhop provides flexible workspace solutions designed for remote workers, coworking spaces, digital nomads, and freelancers, helping you create a productive and collaborative environment. Check out deskhop today and discover the perfect workspace to complement your optimized schedule.