The 5 Best Rostering Software For 2023

Employee scheduling can be a massive headache, especially when you’re handling it manually. There’s lots of room for error, and you’ll find yourself devoting a significant portion of your time each week to creating a schedule. 

Fortunately, there are many employee rostering software options available with features that can support your business and reduce the time you spend on scheduling.

With these solutions, you can avoid the kind of common issues associated with over- and understaffing and deploy a streamlined process that enhances scheduling visibility across your entire organization.

Key features to consider when selecting an employee rostering software

Rostering software can come with lots of bells and whistles. Still, you’ll want to consider a few key features when purchasing your solution. 

Easy navigation

The software you choose should be easy to use and free from complicated elements.


To get the most out of your staff rostering software, it should contain time-saving features.

Embedded communication

Your software should include a platform for communication between you and your employees.

Functional across devices

The software should be available for desktop computer usage as well as devices like tablets and smartphones.

Integration with other software tools

If you have additional software you use to manage your employees, you’ll want your rostering software to integrate with these tools.

Top 5 rostering software solutions for 2023

Without further ado, here are our top five rostering software solutions that can assist you with your employee scheduling needs.

1. When I Work

When I Work offers a sleek, easy-to-navigate platform that enables quick and easy scheduling for all teams.

This solution is right for all types of industries, including hospitality and food service, healthcare, retail, and professional services. Currently, more than 200,000 businesses use When I Work for their scheduling needs.

Key features

  • Employee scheduling: When I Work allows employee scheduling across multiple teams, locations, and job sites.
  • Time clock: Employees can clock in quickly using an online time clock app that includes geofencing to avoid early clock ins.
  • Team messaging: Employees can send individual and group messages using the built-in team chat app.
  • Timesheets: Managers can easily control labor costs and export worked hours into their payroll software systems.
  • Manage time off: Employees can place time-off requests directly within the app and keep tabs on their available vacation and sick time.


When I Work offers a 14-day FREE trial to explore all the features. There’s the Standard plan for $2.50 per user and an Advanced plan with more customization features for $6.00 per user. Additional add-ons are available.

Which company is this best for?

Any company that uses shift workers for its operations can benefit from When I Work. Its functionality allows for shift planning, and managers can easily match available workers with critical skills to fit their needs. The system easily integrates with payroll systems, including ADP, Gusto, Paychex, and QuickBooks.

2. Connecteam

Connecteam is a scheduling app that managers and employees can use from their mobile devices. Completed schedules are shareable, and employees can chat with one another using an integrated messaging tool. Connecteam also provides storage for essential employee documents, including hiring and tax forms.

Key features

  • Time clock: Employees can clock in for their shifts in the app’s time clock, which includes GPS capabilities.
  • Task management: Managers can delegate tasks to their employees and manage their completion.
  • Chat: Connecteam includes a secure messaging tool that allows for individual and group communications.
  • Document storage: You can store all of your employee files within the app, allowing you to view them when necessary and track the document’s status.
  • HR management: Managers can retain important employee documents through the app.


Connecteam offers four pricing plans: small business, basic, advanced, and expert. The small business plan is free, while the basic plan is $29 per month for the first 30 users.

Which company is this best for?

It’s a retail employee rostering software, and many companies that use Connecteam are in the retail industry. However, integrations with other systems are limited to QuickBooks, Gusto, and Google Calendar.

3. Homebase

Homebase is an employee scheduling tool that helps managers allocate worker shifts according to availability and business needs.

The software solution is appropriate for food and beverage, retail, beauty and wellness, hospitality, and medical businesses. It integrates with multiple payroll applications and also assists with HR compliance.

Key features

  • Scheduling: Managers can create and share work schedules for upcoming weeks with their workers.
  • Time clock: Employees can clock in and out from any device, including smartphones, PCs, tablets, and POS devices.
  • Built-in payroll: You can convert timesheets into hours worked, earned wages, and manage tax forms, including 1099s and W-2s.
  • Onboard new hires: Homebase includes an onboarding feature that allows new employees to fill out appropriate tax and direct deposit forms.
  • Team communication: Managers can communicate directly with team members through the Homebase app.


Homebase bases its pricing on the number of locations a business has. The basic plan is free for one location, while advanced plans with additional features start at $20 per month per location on annual billing plans.

Which company is this best for?

Homebase is best for organizations that have many employees in multiple locations. Homebase also offers features for hiring new employees, such as integrations with job sites like Indeed or ZipRecruiter.

4. mHelpDesk

mHelpDesk is a comprehensive application designed exclusively for companies in the field services industry, such as plumbing, landscaping, and electrical organizations. Aside from its scheduling capabilities, mHelpDesk allows organizations to manage their workflow, recurring jobs, and track inventory.

Key features

  • Workflow management: Maintain visibility and track each job from beginning to end.
  • Job management: Track time spent on a job and see the status of every open job.
  • Scheduling and dispatch: Allows managers to schedule technicians for newly requested jobs and prevent overbooking.
  • GPS tracking: Provides location data for all workers and job locations, allowing you to map out driving instructions through Google Maps.
  • Inventory tracking: Managers can track their available inventory and place reorders when necessary.


Pricing isn’t immediately available through the mHelpDesk website. Interested business owners must call the company for a customized quote.

Which company is this best for?

mHelpDesk is best for larger organizations operating in the field services industry and looking for extensive support.

Outside of basic scheduling capabilities, managers can access project management tools, provide estimates, and collect payments from customers. However, smaller organizations may find other rostering software a better fit, especially if they don’t require the additional features that mHelpDesk offers. 

5. 7Shifts

7Shifts is an employee rostering software built specifically for restaurants. It allows restaurant managers to schedule available employees for shifts easily and provides real-time reporting for labor tracking. Currently, more than 30,000 restaurants use 7Shifts to manage their scheduling.

Key features

  • Assists with hiring: With 7Shifts, managers can write and post job openings online and track available applicants.
  • Training resources: 7Shifts facilitates team member training through task management and videos.
  • Employee scheduling: Using the system’s scheduling resources, managers can assign employees to specific shifts, share calendars, and manage clock ins/clock outs.
  • Integrate payroll: 7Shifts integrates with multiple payroll systems, including QuickBooks and Gusto.
  • Track employee engagement: Managers can track late employees, no-shows, and dropped shifts amongst team members to uncover where additional training is necessary.


The Comp plan is free and offers basic features for small restaurants with 15 employees or fewer. To access the more advanced features that 7Shifts offers or include more locations and employees, restaurant owners can choose between four other plans, ranging from $21.99 per month to $135 per month when billed annually.

Which company is this best for?

Since 7Shifts was designed exclusively for restaurants, businesses in that sector will benefit the most. Organizations in other sectors, including retail, field services, and medical industries, will find that competitors such as When I Work offer features more applicable to their needs.

Employee rostering FAQs

You probably have questions if you’re exploring staff rostering software solutions. Here are a few of the ones we get most often.

Q. What is employee rostering software?

Employee rostering software allows business owners and managers to avoid the frustration of manual schedule planning.

Many software solutions incorporate other helpful features, like employee document management, onboarding tools, and chat resources. The solutions employee rostering companies offer can help managers save time and money, as well as eliminate problems with over- and understaffing.

Q. Benefits of using a rostering app?

Rostering apps offer numerous benefits. One of the biggest is the reduced time spent on scheduling, which can take hours each week when handled manually.

Many applications also come with features that help organizations manage HR activities like employee onboarding and hiring. Most rostering software also integrates with payroll systems, which makes calculating paychecks simple and automatic.

Q. How do you do staff rostering?

The traditional method of staff rostering occurs through manual solutions like spreadsheets or even pen and paper. Technology has evolved to support more advanced solutions that enable managers to quickly assign available workers to open shifts.

Most staff rostering systems support “drag and drop” functionality, which is user-friendly and easy to navigate.

Q. What is the purpose of rostering?

Rostering allows managers to establish a schedule for their workers that aligns with the company’s needs and employee availability. The rosters are shareable, allowing workers to view them and know when they’ll need to come to work. Rosters help employers avoid under- or overscheduling, which can be costly to the organization and frustrating to workers.

Q. What is the importance of employee rosters?

An employee roster helps manage labor costs and ensures that employees receive enough hours to cover their employee status, whether it’s part-time or full-time. 

Managers can increase employee scheduling during busy times and reduce it when they expect fewer customers. It’s also helpful for improving employee morale since workers are informed of upcoming shifts clearly and immediately.

Q. How much does a rostering app cost?

The cost of rostering software can vary depending on its features and the number of users. A few rostering apps offering basic features are free, but organizations can benefit from paid solutions offering greater functionality. On average, paid solutions vary from $30 to $100 per month. 

Q. What should be included in an employee roster?

You’ll want to include the days and times your business is open in your employee roster. For each available shift, you’ll list the employees assigned to work during that time. You should include basic information about each employee, such as their name and job title.

Q. What is manual rostering?

Manual rostering involves setting your working schedule using manual methods, like paper and pencil or a spreadsheet. If you have numerous employees, manual rostering can take hours to complete. It’s also not automatically shareable; instead, you’ll have to post your roster where employees can see it or notify them of the schedule via email. 

Q. Is using an employee rostering app worth it?

Employee rostering software can save managers and business owners time, energy, and money. An employee rostering app allows you to ditch the pen and paper and instead take advantage of sophisticated technology to allocate your employees among available shifts quickly.

There are many employee rostering apps available, but When I Work offers some of the best features that organizations from all industries can benefit from.

Q. What are roster shifts?

Roster shifts indicate an employee’s work hours during a particular day. 

Depending on your organization type and your employee’s status, you might offer full-day shifts or several part-time shifts. 

Q. What is HR rostering?

HR rostering is another term for employee shift management. Instead of the owner or department manager handling the allocation of work shifts, your HR manager sets them up. HR rostering involves identifying the number of people you need to work a shift and assigning the appropriate employees. 

Q. How do you roster staff effectively?

To roster staff effectively, you’ll need to understand the needs of your business, which will vary depending on its industry. You’ll want to ensure that you have proper staff coverage during busy periods and that the workers you assign for shifts can meet your clients’ demands.

Q. What is the best rostering app?

When I Work offers significant features to organizations in a wide range of industries. It’s highly flexible and combines rostering with other functionalities, including a built-in time clock, managing labor costs and integrating with your payroll provider. Well over one million people in more than 50 countries rely on When I Work for employee scheduling needs. Sign up for a 14-day free trial to see how it can help your team.

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