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When I Work

When I Work is a cloud-based employee scheduling solution that helps organizations track time and attendance, create and edit employee schedules, add new jobs to the calendar, review timesheets and fill shifts. When I Work le...Read more about When I Work

Forecast

Forecast is a fully integrated scheduling platform that gives you the ability to organize your team's schedule into visual plans that let you map out your upcoming projects and make smarter resourcing decisions. With Forecast, yo...Read more about Forecast

FMS:Employee

FMS:Employee offers intuitive software and hardware solutions for your employees with powerful, integrated scheduling solutions that deliver new levels of efficiency and productivity for mobile, virtual, and traditional employees....Read more about FMS:Employee

5.0 (2 reviews)

Acuity Scheduling

Squarespace Scheduling is a cloud-based appointment scheduling software solution that enables business owners to manage their appointments online. The product caters to the needs of small and midsize businesses as well as individu...Read more about Acuity Scheduling

UpKeep

UpKeep is an Asset Operations Management solution that helps businesses scale by giving every Maintenance and Reliability team the tools and information they need to run Operations efficiently and effectively. From your desktop to...Read more about UpKeep

Bitrix24

Bitrix24 is an online workspace for small, medium, and large businesses. It features over 35 cross-integrated tools, including CRM, tasks, Kanban board, Gantt chart, messenger, video calls, file storage, workflow automation, and m...Read more about Bitrix24

Practice

Streamline your entire coaching business using Practice: Get paid your way • Create products and packages • Send invoices easily • Manage subscriptions Connect multiple calendars • Integrate multiple google calendars. • Availab...Read more about Practice

Class Registrar

Class Registrar is a multi-user, network-ready, hosted or server-based Microsoft access program for the management of all facets of scheduling, tracking, billing and reporting of training classes and related students. The base pro...Read more about Class Registrar

Smart Fleet

Smart Fleet is an all-in-one solution that works with small and enterprise fleet businesses. Our Cloud Based Dash Cameras, GPS Tracking, and Field Service Software solutions provide valuable insights to help improve fleet operatio...Read more about Smart Fleet

Booker

Booker by MINDBODY is a cloud-based booking solution that provides businesses in cosmetics and wellness industry such as spas and salons, tools, which help them to manage their booking routines, payments, customer interactions and...Read more about Booker

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Planday

Planday is a cloud-based employee scheduling platform suitable for businesses of almost any size or vertical. In addition to scheduling, Planday also allows managers to oversee employee hours, vacation requests, shift-swaps, payro...Read more about Planday

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Pike13

Pike13 is a cloud-based client management and scheduling software solution that targets health and wellness clubs, fitness studios and music and dance studios. This solution features scheduling, billing, client management, reporti...Read more about Pike13

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Deputy

Deputy is a cloud-based human resource management (HRM) solution that provides employee management and scheduling functionalities. Deputy's rostering application can calculate overtime and provide capabilities to schedule staff. I...Read more about Deputy

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Resource Guru

FrontRunners 2024

Resource Guru is a resource scheduling tool that helps busy teams keep projects on track. It offers a fast, flexible way to schedule people and assign work for any type of project, at companies big and small. Project managers and...Read more about Resource Guru

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IFS Field Service Management

IFS Field Service Management (FSM) offers tools that cover the entire service lifecycle. The solution is available on-premise or in the cloud, and it can be configured to meet the needs of organizations in a number of field servic...Read more about IFS Field Service Management

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Astea Alliance

Astea Alliance Enterprise is an end-to-end field service management (FSM) and mobility platform that provides large and enterprise service companies with functionality to support the full service lifecycle, from the initial custom...Read more about Astea Alliance

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Synchroteam

Synchroteam is a cloud-based field service management and scheduling solution that caters to businesses of all sizes in field service industry that includes cleaning services, construction, electrical and HVAC. Synchroteam fe...Read more about Synchroteam

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ScheduleAnywhere

ScheduleAnywhere is a hybrid employee scheduling platform that helps human resources (HR) departments in businesses to manage employee scheduling routines and activities. The solution can either be deployed on-premise or hosted in...Read more about ScheduleAnywhere

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Vyte

Vyte is an all-in-one scheduling tool that helps companies of any size and industry create more business opportunities while saving time all at once. Packed with many powerful scheduling features, Vyte enables users to offer an op...Read more about Vyte

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mHelpDesk

mHelpDesk is a field service solution that helps customers automate everything from first customer contact to getting paid. This includes customer management, quoting, dispatching, invoicing, billing and reporting. mHelpDesk ...Read more about mHelpDesk

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Buyers Guide

Last Updated: March 16, 2023

Henry Kissinger once famously remarked, “There cannot be a crisis today, my schedule is already full.” Things might have been different, however, if he'd had access to scheduling software.

Organizations have traditionally used paper or spreadsheets to manage their schedules. But as companies grow, it becomes essential for them to use more effective means to manage and utilize time and resources.

That’s where a scheduling tool can help: Scheduling tools enable business owners to automate the scheduling process in compliance with the company’s rules and standards.

This guide can help potential buyers find the best solution for their needs.

Here’s what we’ll cover:

What Is Scheduling Software?

Common features of scheduling software

What Type of Buyer Are You?

Benefits of Scheduling Software

Market Trends to Understand

What Is Scheduling Software?

Scheduling software helps individuals and businesses across all industries operate more efficiently by enabling them to manage and track their own and employees' time, create and maintain employee schedules, assign workers to shifts or jobs and track everything in real-time.

These applications also help with:

  • Client service delivery

  • Managing and scheduling appointments

  • Scheduling resources or inventory

  • Tracking employee attendance

  • Managing dispatch schedules for field service workers

Members-tab-in-Robin-Powered-Software

Managing members in Robin Powered Software (Source)

Common features of scheduling software

Most scheduling software solutions come with some or all of the following capabilities or applications:

Workforce/shift scheduling

Allows business owners to manage employee schedules and time by tracking their calendars in real-time. It allows managers to perform skills-based job scheduling for employees across multiple locations and enables employees to volunteer for open shifts or swap their shifts with coworkers.

Real-time automated scheduling

The software can instantly confirm or deny an allocation when a new booking request is made, based on availability. It can also manage a waiting list of allocations that can be substituted if an existing booking is canceled or rescheduled.

Calendar management

The tool can be used for meeting and appointment scheduling and sharing them with participants at multiple locations. This feature may also include synchronization with third-party calendar management applications used by the participants (e.g., iCal or Google Calendar).

Automatic appointment reminders

Allows users to send reminders to employees or customers about an upcoming appointment via email notifications or SMS text messaging.

Resource scheduling

Apart from scheduling the right person for the right job, the software enables customers to schedule meeting rooms. It also enables equipment scheduling.

Time-clock management

Allows business owners to effectively manage employee work hours by tracking their check-ins or check-outs. The software helps to manage employee attendance and keep track of their paid time off (PTO) days. Some solutions also allow integration with third-party payroll processing or HR software.

Field service management

Enables managers to track and manage the activities of their field service employees and resources, such as managing dispatch schedules, optimizing vehicle routes, initiating service orders, and mapping service orders to the nearest available worker.

What Type of Buyer Are You?

Choosing the right scheduling software depends on the size of the business. Consider the following buyer types:

  • Small and midsize businesses. These businesses typically operate as establishments with up to 70-80 employees and focus on specific operational areas. Such companies might consider a "best-of-breed" system that specializes in the particular area of their business need.

    For example, a salon or a dental clinic that relies on appointment booking for footfall should look for appointment scheduling software or online booking software that supports online appointment scheduling and recurring appointments. Similarly, a midsize manufacturing organization should buy a solution that offers shift management, resource scheduling, and time-clock management.

  • Large enterprises. Big companies typically operate in multiple operational areas with employees based at different locations. For such businesses, work schedule automation is key. These businesses may want to consider a solution that is a modular suite, allowing them to pick and choose modules according to business requirements.

    For example, a cash management firm would require fleet management or field service management to track and optimize vehicle routing. They would also require a shift management module to automate the process of assigning the right person to the right service schedule, a time-clock module to track staff attendance or location, and automated reminders so employees don’t miss their shifts.

Benefits of Scheduling Software

Businesses can realize multiple benefits as a result of adopting a scheduling solution, including:

  • Improved staff efficiency. Service professionals often find it challenging to manage client work orders during peak hours. Without the right software in place, they can risk double-booking service orders. Scheduling software enables easy scheduling, single-touch rescheduling, and the ability to confirm service orders with customers.

  • Centralized information. Organizations where the workforce is spread across multiple locations often have problems with communicating job schedules to employees. Scheduling software centralizes data at a single location and updates it in real-time so everyone can view accurate information, and can send automated alerts in case of schedule overlap.

  • Increased accountability and visibility. Scheduling software helps promote transparency by automatically generating optimized schedules. The software also promotes accountability by letting employees select their own shifts, when possible.

Market Trends to Understand

Here are some scheduling software market trends that will help you learn more about the evolution of this tool.

  • Customer service automation. Companies today strive to retain customers to maintain their cash flow, making customer service effectiveness a key metric. Integrated customer service management becomes even more difficult for organizations that have a sizable field service workforce. A scheduling app can help by providing alerts to customers about when their service is scheduled and providing them with details about the service professional visiting their home to enhance the customer experience.

  • Web-based solutions. More and more companies are adopting software that is hosted online (as opposed to on the company's own local servers) and is accessed via web browser. Such solutions are referred to as web-based, cloud-based, online, or Software-as-a-Service (SaaS). Online scheduling software is especially popular among businesses whose employees are in disparate locations; online scheduling affords easy access to remote users since all that's required for access is a mobile device with an internet connection.

Note: The applications selected in this article are examples to show a feature in context and are not intended as endorsements or recommendations. They have been obtained from sources believed to be reliable at the time of publication.