The best shift schedulers in 2025
Our selection of the best shift schedulers for efficient workforce management.
In modern industrial companies, efficient shift scheduling and workforce management are essential. Companies must be able to respond flexibly to changing working hours and personnel needs. Choosing the right shift scheduler can make all the difference. In this article, we present the best shift schedulers for 2025 and provide helpful tips for selecting the right tool.
Table of Contents
Criteria for Choosing a Shift Scheduler
Before deciding on a specific tool or Excel solution, you should carefully analyze your company's needs in workforce management. Not every shift scheduler fits every organizational structure. Here are the key criteria to consider when making your selection:
1. User-Friendliness
The usability of a shift scheduler is a crucial factor. To ensure high acceptance among users and improve efficiency, the application should be easy to use. Both planners and employees should be able to navigate the system with ease. An intuitive and user-friendly interface plays a vital role in effective workforce management.
2. Data Security and Compliance with Legal Regulations
A shift scheduler must meet strict security standards while complying with all relevant legal regulations in workforce management. This includes, in particular, the GDPR and labor protection laws. Additionally, it should ensure that collective agreements and internal company policies are properly adhered to.
3. Features
Shift schedulers should include all essential functions to ensure efficient workforce management. This includes automated shift assignments, availability management, and tracking of overtime. These features are crucial for simplifying the planning process and minimizing errors.
4. Flexibility
The software for shift scheduling should be customizable to respond to fluctuating demands, such as changing working hours or last-minute adjustments. This applies to both specialized software solutions and simpler options like Excel.
5. Cost-Effectiveness
The pricing structure of the shift scheduler should be transparent and economically viable for the company. In addition to licensing costs, it is also important to factor in expenses for implementation, maintenance, and training into the overall workforce management budget.
6. Customer Support and Systematic Onboarding
Comprehensive customer support is essential to facilitate the introduction and use of the tool. It is also advisable to clearly define responsibilities with the provider before implementation to ensure a smooth process.
7. Scalability
Even if you are initially looking for a solution for a specific location or area of use, the chosen application should be scalable. This way, you can later extend the shift planner to additional employees or areas without altering existing structures.
The Best Shift Scheduler Tools for 2025
SchichtplanerOnline is a web-based application specifically designed to meet the needs of small businesses. Key features include shift scheduling, an integrated communication system for direct interaction with employees, and absence management. The online solution reduces administrative workload and supports efficient workforce management.
A standout feature of SchichtplanerOnline is its user-friendly interface, which allows companies to manage their shift schedules efficiently and with minimal effort.
Strengths:
- Easy to use thanks to an intuitive interface
- Low licensing costs for small businesses
- Accessible online
- Integrated communication function
Suitable for:
SchichtplanerOnline is particularly well-suited for smaller businesses that need a simple yet effective solution for their workforce management.
2. Excel / Google Sheets
Excel and Google Sheets are among the most commonly used spreadsheet programs. They are also utilized for simple shift scheduling and time tracking, especially by smaller companies for workforce management.
With Excel and Google Sheets, shift schedules can be flexibly designed online. Formulas and macros allow for automation as well as more efficient data management and analysis. Additionally, charts and graphs provide a clear visual representation of shift distribution, simplifying the evaluation of work schedules. Integration with other Microsoft Office or Google Workspace tools, such as Outlook, Teams, or Gmail, is another advantage.
For small teams or individual businesses looking for a simple and cost-effective solution, these programs can be a suitable option. However, they quickly reach their limits in industrial environments. The potential for errors is high, and they lack integration with human resource management or manufacturing execution systems (MES).
Strengths:
- Short learning curve, as most users are already familiar with Excel
- No additional costs
Suitable for:
Excel or Google Sheets are ideal for smaller companies with simple shift models that seek a cost-effective solution for their workforce management.
3. shyftplan
shyftplan offers an automated solution for shift scheduling and workforce management. The tool is ideal for industrial companies with over 100 employees. Utilizing AI technology, shyftplan finds the optimal staffing for each shift, even in complex shift systems. Factors such as permanent positions, fairness, and contractual availability can be weighted individually and incorporated into the automated planning process.
Additionally, shyftplan integrates with ERP and human resource management systems, enabling real-time synchronization of absences and hour accounts. In cases of last-minute absences or increased personnel needs, shyftplan suggests suitable alternatives while considering employee qualifications and availability. As a certified SAP partner, shyftplan offers standard interfaces to solutions like SAP SuccessFactors, SAP HANA, SAP HANA Cloud, SAP HCM, and SAP APO.
Employees can easily report absences and sick leaves through the user-friendly shyftplan app and communicate with their supervisors in compliance with GDPR. There are also features for self-managed shift changes that can be activated as needed.
Strengths:
- Automated creation of shift schedules considering qualifications and availability
- Real-time synchronization of employee data
- Integration with all common HCM systems
- AI-supported suggestions for replacements
- Employee app
- User-friendly interface
Suitable for:
shyftplan is particularly well-suited for medium-sized and large industrial companies with extensive manufacturing processes.
4. Aplano
Aplano is an online-based solution for workforce management. The shift scheduler offers features for time tracking, vacation management, and multiple viewing options for work schedules. The shift planner operates in real-time and can be used on various devices.
Strengths:
- Easy to use thanks to an intuitive interface
- Real-time updates
- Free trial version
Suitable for:
Aplano is ideal for companies of all sizes, particularly in the hospitality, retail, and healthcare sectors.
5. Staffomatic
Staffomatic is an online shift planner for companies in the service sector, allowing for the quick and efficient creation of work schedules. Employees can input their availability, request shift changes, and report absences.
The shift scheduler includes features for time tracking and absence management, helping companies comply with legal working time regulations and internal policies. With its simple user interface, Staffomatic is intuitive to use, enabling quick onboarding.
Strengths:
- Fast and easy creation of shift schedules
- Intuitive user interface
- Support for compliance with legal regulations
- Employee app
Suitable for:
Staffomatic is suitable for companies of various sizes in the service sector.
MeinSchichtplan is a web-based tool that allows for the creation of shift schedules in just a few steps and enables the sharing of these schedules with employees once completed. Employees receive automatic notifications when a new plan is published.
The use of MeinSchichtplan is free. For companies that require advanced features, the paid version, ShiftJuggler, is available. This version offers additional features such as automatic backups and integrated time tracking.
Strengths:
- Easy creation of shift schedules
- Full free usage
- Automatic notifications for employees
Suitable for:
MeinSchichtplan is suitable for companies with simple shift models that are looking for a pragmatic solution for workforce management.
Schichtplaner5 is a tool for workforce management suitable for companies across various industries. The application allows for the easy creation and adjustment of shift schedules that meet both employee needs and company requirements. Employees can specify their availability and request shift changes, making planning more flexible.
The application also includes features for absence management, time tracking, and team communication. By taking into account legal requirements and collective agreements, Schichtplaner5 helps ensure compliance with relevant working time laws.
Strengths:
- Short onboarding time for new users
- Intuitive operation for easy handling
- Applicable across various sectors
- Free trial version to test the features
- Affordable licensing prices
Suitable for:
Schichtplaner5 is ideal for companies with straightforward shift models that need a simple solution for workforce management.
8. Planerio
Planerio is a tool specifically developed for workforce management in the healthcare sector. It provides an optimal solution for the frequently changing shift requirements and the necessary flexibility in hospitals, nursing facilities, and medical practices.
With the application, shift schedules can be intelligently created by considering employees' availability, qualifications, and preferences. Additionally, the tool ensures compliance with legal working time regulations, collective agreements, and internal policies—an essential factor in healthcare. Besides shift scheduling, Planerio also offers features for time tracking and absence management.
The shift scheduler seamlessly integrates with existing hospital and care systems, making the management of personnel and patient data more efficient.
Strengths:
- Specifically tailored to the needs of the healthcare sector
- User-friendly despite complex requirements in healthcare
- Suitable for small practices as well as large hospitals
- Considers legal and collective agreements
- Employee app
Suitable for:
Planerio is particularly well-suited for hospitals, nursing homes, and medical practices.
The Right Shift Scheduler for Your Company
You now have a comprehensive overview of the most popular shift scheduler tools for workforce management. As you can see, there is no universal answer for effective shift scheduling. Which provider is best for your company largely depends on your specific needs and requirements.
Regarding data protection, the law is clear on work schedules: not every employee is entitled to view the entire shift schedule. Similarly, every employee has the right to prevent the publication of the schedule—even within the company.
shyftplan is designed for companies with a three- to five-digit number of shift employees. If needed, shyftplan can also be used for companies with fewer employees. However, please note the minimum price of €700 per month.
Yes, with shyftconnect, you can connect not only nearly all SAP systems but also other common HR and planning tools with shyftplan.
