20 Best Shift Scheduling Tools
Find Your Best Shift Scheduling Tool 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 scheduling tool can make all the difference. In this article, we present the best tools for 2025 and provide helpful tips for selecting the right shift scheduling tool.
Table of Contents
Criteria for Choosing a Shift Scheduling Tool
Before deciding on a specific tool or Excel solution, you should carefully analyze your company's needs in workforce management. Not every software for shift scheduling fits every organizational structure. Here are the key criteria to consider when making your selection:
1. User-Friendliness
The usability of a shift scheduling tool 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 scheduling tool 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 scheduling tools 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 scheduling tool 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 scheduling tool to additional employees or areas without altering existing structures.
The Best Shift Scheduling Tools for 2025
1. Excel / Google Sheets
Excel and Google Sheets are among the most widely used spreadsheet programs, often applied in simple shift scheduling and time tracking. These tools are especially favored by smaller businesses for their workforce management.
With Excel and Google Sheets, shift schedules can be created flexibly online. Using formulas and macros, tasks can be automated, and data management as well as analysis can be improved. Additionally, charts and graphs provide a clear visualization of shift distribution, making it easier to evaluate schedules. Another advantage is the seamless integration with other Microsoft Office or Google Workspace applications such as Outlook, Teams, and Gmail.
Strengths:
- Quick to learn, as many users are already familiar with Excel
- No additional costs
Suitable for:
Excel or Google Sheets are ideal for small businesses with simple shift models that need a cost-effective solution for workforce management.
2. Workday
Workday is a cloud-based solution that combines HR and financial management functions. The platform offers tools for shift scheduling, time tracking, and payroll, aimed at increasing efficiency in HR and financial processes. With seamless integration into systems like ERP and financial management, Workday enables comprehensive real-time analytics, helping companies make strategic decisions.
Strengths:
- Real-time data analytics
- Customizable and scalable for companies of all sizes
- Intuitive user interface
Suitable for:
Workday is particularly well-suited for large and multinational companies that need to centrally manage complex HR and financial processes.
3. shyftplan
shyftplan offers an automated solution for shift scheduling, workforce management, and time recording.
The tool is particularly aimed at industrial companies with over 100 employees working in shifts. Using AI, shyftplan determines the best possible staffing for each shift, even in complex shift models. Factors such as primary workstations, fairness, and contractual availabilities can be individually weighted and integrated into the automated planning process.
In addition, shyftplan enables integration with ERP and personnel management systems, allowing real-time synchronization of absences and time accounts. In cases of short-term absences or increased staffing needs, shyftplan suggests suitable alternatives, taking into account 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 record absences and sick leave through the user-friendly shyftplan app, as well as communicate with their supervisors in compliance with GDPR. Additionally, there are features for self-managed shift swaps, which can be activated as needed.
Strengths:
- Automated creation of shift schedules considering qualifications and availabilities
- Real-time synchronization of employee data
- Integration with all common HCM systems
- AI-powered suggestions for shift replacements
- Employee app
- User-friendly interface
Suitable for:
shyftplan is particularly well-suited for mid-sized and large industrial companies with complex manufacturing processes.
4. Planday
Planday is a user-friendly shift scheduling tool that allows companies to meet both employee needs and operational requirements. Employees can indicate their availability and request shift swaps, making scheduling more flexible. Planday also offers features for time tracking, absence management, and internal communication, which support the management of working hours and ensure compliance with legal requirements.
Strengths:
- User-friendly interface
- Real-time management of absences and working hours
- Ability to integrate with existing systems
Suitable for:
Planday is particularly well-suited for small to mid-sized companies in industries such as hospitality, retail, and healthcare, where a flexible and easy-to-use shift scheduling tool is needed.
5. Papershift
Papershift is a web-based shift scheduling tool that allows for simple and intuitive creation of shift plans. The application offers comprehensive features for shift scheduling, time tracking, and absence management. Papershift provides real-time data processing and can be accessed from various devices.
Strengths:
- Mobile app
- User-friendly and intuitive interface
- Real-time data processing
Suitable for:
Papershift is particularly well-suited for companies that do not use overly complex shift models and are looking for a simple and effective solution for workforce management.
6. Quinyx
Quinyx is a shift scheduling tool for workforce management that optimizes employee planning, management, and engagement. The application supports companies in creating shift schedules, tracking time, and managing absences while also considering legal requirements and internal policies.
Strengths:
- User-friendly and intuitive interface
- Adaptable to various industries and company sizes
- Analysis and reporting tools
Suitable for:
Quinyx is particularly well-suited for mid-sized to large companies in sectors such as retail, hospitality, healthcare, and other service industries.
7. Shiftbase
Shiftbase is another shift scheduling tool characterized by its intuitive operation and extensive integration options. It helps companies efficiently manage shift schedules. The application offers a user-friendly interface that allows for quick onboarding and easy usage. Key features include the creation and adjustment of shift schedules, time tracking, absence management, and communication options between team members.
Strengths:
- Intuitive operation
- Seamless integration with existing systems
- Mobile app
Suitable for:
Shiftbase is suitable for small to mid-sized companies across various industries, including hospitality, retail, transportation, and healthcare.
8. Staffomatic
Staffomatic is an online tool for shift scheduling specifically designed for companies in the service sector. It enables quick and efficient creation of duty rosters. Employees can input their availability, request shift swaps, and report absences.
The scheduler also offers features for time tracking and absence management to ensure compliance with legal working time regulations and internal policies. With its simple user interface, Staffomatic is intuitive to use, allowing for quick onboarding.
Strengths:
- Fast and easy creation of shift schedules
- Intuitive user interface
- Support for compliance with legal requirements
- Employee app
Suitable for:
Staffomatic is suitable for companies of various sizes in the service sector.
9. Planerio
Planerio is a shift scheduling tool specifically designed for workforce management in the healthcare sector. It provides a flexible solution to meet the often-changing shift requirements in hospitals, nursing homes, and medical practices.
The application enables intelligent creation of shift schedules by considering the availability, qualifications, and preferences of employees. Additionally, Planerio ensures compliance with all legal working time regulations, collective agreements, and internal guidelines—a crucial aspect in the healthcare industry. Besides shift scheduling, the tool also offers features for time tracking and absence management.
Planerio seamlessly integrates with existing hospital and care systems, facilitating efficient management of personnel and patient data.
Strengths:
- Specifically tailored to the needs of the healthcare sector
- Easy to use despite complex requirements
- Suitable for small practices as well as large hospitals
- Compliance with legal and collective agreements
- Employee app
Suitable for:
Planerio is particularly well-suited for clinics, nursing homes, and medical practices.
10. WorkforcePlus
WorkforcePlus is a software solution for workforce management and shift scheduling aimed at enhancing both operational efficiency and employee well-being. The application enables automated creation of shift schedules and time tracking, significantly simplifying the management of working hours.
Additionally, WorkforcePlus offers interfaces to common HR and payroll systems, optimizing data exchange and payroll processes. A distinctive feature of the scheduler is its ability to actively involve employees in the planning process.
Strengths:
- User-friendly and intuitive operation
- Flexible and customizable for various industries
- Focus on employee engagement, contributing to a positive work environment
- Employee app
Suitable for:
WorkforcePlus is suitable for mid-sized companies seeking a straightforward solution while placing a high value on employee satisfaction.
11. Planovo
Planovo is a web-based tool for workforce management that allows for the easy organization of shifts while considering employee availability and enabling flexible changes to the schedule. Planovo offers numerous features, such as integrated absence management, time tracking, and the ability to actively involve employees in the planning process. The application can be accessed from any location and on various devices, making shift scheduling available at any time.
Strengths:
- User-friendly and intuitive operation
- Free trial version
- Adapts to the specific requirements of each industry
- Employees can directly contribute their preferences and availability to the planning
Suitable for:
Planovo is suitable for companies across various industries, including healthcare, hospitality, and retail.
12. UKG (Ultimate Kronos Group)
UKG (Ultimate Kronos Group) is a comprehensive HR tool that offers various functions for workforce management, including shift scheduling, time and attendance management, and payroll.
The application enables seamless data exchange with HR, finance, and ERP systems thanks to its extensive integration capabilities. UKG also incorporates payroll functions that can accommodate complex compensation systems, ensuring that payments are accurate and timely. Additionally, UKG provides tools to promote employee engagement, including surveys, feedback mechanisms, and modules for recognizing and rewarding employees, which enhances retention.
Strengths:
- Scalable for mid-sized and large companies with specific requirements
- Analysis and reporting tools
- Employee app
Suitable for:
The tool is particularly well-suited for large and multinational companies looking to manage shift scheduling and advanced HR processes within an integrated solution.
13. Aplano
Aplano is an online-based tool for workforce management. The scheduler offers features for time tracking, vacation management, and multiple views for shift plans. Aplano operates in real-time and is accessible on various devices, allowing for flexible use.
Strengths:
- Intuitive user interface
- Real-time updates
- Free trial version
Suitable for:
Aplano is suitable for companies of various sizes, particularly in industries such as hospitality, retail, and healthcare.
14. MeinSchichtplan / ShiftJuggler
MeinSchichtplan is an online tool that enables quick and easy creation of shift schedules. Once completed, the schedules can be directly shared with employees, who receive automatic notifications as soon as a new plan is available.
The basic version of MeinSchichtplan is free. For companies needing advanced features, there is the paid version, ShiftJuggler, which offers additional functionalities such as automatic backups and integrated time tracking.
Strengths:
- Simple shift schedule creation
- Free usage
- Automatic notifications for employees
Suitable for:
MeinSchichtplan is ideal for small businesses with simple shift models that need a practical solution for their workforce management.
SchichtplanerOnline is a web-based solution specifically designed to meet the needs of smaller businesses. Its main features include shift scheduling, an integrated communication system for interaction with employees, and absence management. The application reduces administrative workload and supports efficient workforce management.
One advantage of SchichtplanerOnline is its user-friendly interface, which allows for easy management of shift schedules.
Strengths:
- Intuitive user interface
- Low licensing costs for small businesses
- Online access
- Integrated communication system
Suitable for:
SchichtplanerOnline is particularly well-suited for smaller businesses seeking a simple and effective solution for their workforce management.
16. Smartplan
Smartplan is a web-based software solution for workforce management that enables efficient creation and management of duty rosters. The application is available on various devices, allowing users to access it both on computers and via a mobile app. Smartplan helps companies optimally organize their employees' working hours and respond flexibly to changes.
Strengths:
- Mobile app
- Intuitive user interface
- Real-time communication
- Shift swapping among employees
- Time tracking feature
Suitable for:
Smartplan is particularly well-suited for businesses that value quick communication and ease of use, and it is applicable for both small and mid-sized companies.
17. Schichtplaner5
Schichtplaner5 is a workforce management tool developed for companies across various industries. The application allows for easy creation and adjustment of shift schedules that meet both company requirements and employee availability. Employees can specify their availability and request shift swaps, enhancing flexibility in planning.
Additionally, Schichtplaner5 offers features for absence management, time tracking, and internal team communication. The tool supports compliance with legal and collective agreements by taking relevant working time laws into account.
Strengths:
- Short onboarding time
- Intuitive operation
- Usable across various industries
- Free trial version
- Affordable licensing prices
Suitable for:
Schichtplaner5 is particularly suitable for companies with simple shift models seeking a straightforward solution for their workforce management.
18. Sheepblue
Sheepblue is a web-based application specifically designed for the automated creation of shift schedules. It utilizes artificial intelligence to optimize workforce planning while considering individual employee preferences and legal requirements. A notable feature of Sheepblue is its integrated chatbot function, which facilitates easy communication between employees and supervisors and automates the exchange of shifts.
Strengths:
- Chatbot function
- Shift swapping feature among employees
- Intuitive user interface
Suitable for:
Sheepblue is suitable for companies across various industries, including retail, healthcare, transportation, and services.
19. Kenjo
Kenjo is a comprehensive HR solution that includes functions for workforce management, enabling centralized administration of all employee data. The application features various functions to automate HR processes, such as managing absences, vacation requests, and payroll. Additionally, Kenjo assists with recruitment, onboarding new employees, and conducting performance evaluations.
Strengths:
- Automation of administrative tasks
- Centralized data management
- Intuitive user interface
Suitable for:
Kenjo is aimed at small to medium-sized enterprises in industries such as retail, healthcare, and manufacturing.
20. Crewmeister
Crewmeister is a software solution specializing in digital time tracking and workforce management. The application is specifically designed to meet the needs of small businesses, enabling easy and flexible management of working hours and absences. Users can access the tool via both desktop and mobile devices.
Strengths:
- Intuitive user interface
- Mobile app
- Industry-agnostic, customizable to the needs of various businesses
- Cost-effective solution, particularly beneficial for small companies
Suitable for:
Crewmeister is especially suitable for small to medium-sized businesses in the healthcare, nursing, or hospitality sectors.
Finding the Ideal Shift Scheduling Solution for Your Business
We’ve provided you with an extensive overview of the leading shift scheduling tools for workforce management. It’s clear that there’s no one-size-fits-all solution for efficient shift scheduling. The best choice for your business will depend on your unique needs and requirements.
Yes, with shyftconnect, you can connect not only nearly all SAP systems but also other common HR and planning tools with shyftplan.
No, you don’t need programming skills to set up shyftplan. All settings can be easily configured through the user interface. Programming skills are only needed if you plan to integrate other software systems.
All new shyftplan customers receive training for their planners, which is included in the price. We also offer regular customer webinars where new features are introduced and explained. Additionally, you can access relevant information on setting up and using shyftplan anytime through our knowledge base.
