HR Scheduling Software

This group of software assists in the task of creating and managing complex employee schedules. That way, HR scheduling software helps save time and money on scheduling, reduce paperwork and manual errors, increase productivity and handle last-minute absenteeism. These products work by automating schedule management, collecting and sharing scheduling data, allowing employees to set availability and communicate with each other through pings and the message wall. More advanced features include vacation tracking, leave management, the ability to identify and alert schedule conflicts, the ability to handle overtime and incentive pay, the ability to assign shifts to remote workers and the ability to find the right employee for the right task on the basis of experience, skills, labor cost and availability.  Read the full software guide...

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What is HR Scheduling Software?

HR scheduling software is any digital solution that assists HR managers in the tasks of creating, modifying, sharing and managing employee schedules. Most products feature a customizable shift template with drag and drop functionality. You can copy and reuse a previously used shift template, drag names of employees onto a shift and mark time-offs. More advanced programs automate the creation and modification of shift schedules based on predefined criteria.

Often, HR scheduling software gives employees more flexibility at work. Employees can use the software to create and manage their own work schedules, set availability, send leave requests, and even swap shifts without needing prior approval from managers. Most products also make communication between employees easier by allowing them to collaborate on schedules through pings and the message wall. This not only saves time on scheduling but it avoids shift conflicts and helps deal with understaffing or overstaffing issues.

Products in this category also help track work hours, comply with local labor laws, generate reports for payroll and invoicing, reduce manual errors, and assign the right tasks to the right employee at the right location.

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HR Scheduling
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HR Scheduling
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HR Scheduling
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HR Scheduling

What HR Scheduling Software Should I Choose?

Scheduling requirements of companies vary widely depending on how many employees they have, how many shifts they usually cover on a weekly or monthly basis, and any need for managing shifts of off-site employees. These factors, among others, should be considered when choosing HR scheduling software for your organization.

Another important thing to consider is your industry-specific requirements. For instance, if you are running a catering or food service business, you need a solution that helps coordinate shifts between multiple locations. You may also want your HR scheduling tool to integrate with your POS systems. Some products even integrate with Google Maps, allowing your off-site workers to get location directions directly from your HR scheduling software.

Products in this category usually feature an employee database, where the contact details, skills and qualifications of employees are uploaded. To help users upload employee data faster, some products allow them to import existing data directly from excel spreadsheets or POS systems. You’ll also find products that send automated reminders when an employee’s license or certification is approaching expiration.

Checking the scheduling features is very important. You may need a product that automatically sends alerts for last-minute schedule changes or one that lets you copy past schedules and drag and drop names and numbers to assign shifts faster. More advanced HR scheduling come with strong reporting capability. For instance, some products can analyze scheduling data and generate reports on labor costs and absenteeism.

Benefits of HR Scheduling Software

Utilizing the right HR scheduling software can provide many benefits to the human resources department, managers, supervisors as well as the employees. The key is finding the right software that fits your employee/shift scheduling requirements.

An increase in employee scheduling efficiency

This is one of the main benefits of implementing HR scheduling solutions. Having the ability to easily engage in employee schedule creation, review current work schedules and make the necessary adjustments to accommodate personnel availability can have a significant impact on the efficiency and productivity of any workforce.

Better visibility and accountability

Any type of employee scheduling tool actually helps to promote transparency by utilizing automation in order to create well-optimized schedules. It then helps to improve accountability by giving employees the ability to choose and/or modify their own work schedules whenever possible. Employees can also directly submit time-off requests to their supervisors and get an immediate response without having to deal with actual paperwork since the entire process takes place in their mobile devices.

Better labor law compliance

Regardless of which country you run your business in, you have to abide by the labor laws and regulatory standards enforced in that country. In the US, the US wages and Fair Labor Standards Act (FLSA) requires businesses of all sizes and across all industries to adhere to strict standards with regard to wages and overtime pay. Good HR scheduling solutions provide users with real-time information and data-driven reports on work schedules, overtime calculations, open shifts and more.

Promotes a collaborative working environment

HR scheduling software often includes a few collaboration tools in its features package, ranging from a simple chat and group messaging tools to communications and team management features designed to help team members work more efficiently. If permitted, employees will have access to a self-service feature that enables them to manage their own shift schedules via a dragging and dropping function on their mobile devices.

Common Features of HR Scheduling

360 Degree Feedback Gather and manage anonymous feedback for employees from co-workers and managers.
API Application Programming Interfaces (APIs) are programmatic intersections with external products or platforms that allow for custom integrations with your own solutions or other solutions you are using.
Application Tracking Assists with managing applications, interviewing, hiring and onboarding new applicants to help streamline recruiting processes.
Attendance Tracking Track employee attendance and absence to keep on top of sick days and hours worked for payroll purposes.
Batch Permissions & Access Control user or group access and permission settings for software or other systems.
Calendar Management Manage and update calendars for scheduling or consolidation of events across teams, departments or business functions.
Dashboard Dashboards are digital interfaces commonly used to visualise data or give quick access to important features and functions of online platforms. They often serve as an overview gateway in software applications.
Data Export Exporting functionality can be used to streamline the migration of data sets and information across systems, platforms or applications.
Data Import Importing functionality allows you to use data sets from other systems or platforms to cut down on data entry requirements or to more easily migrate records from similar applications you have used in the past.
Data Visualization Data visualization features render a visual interpretation of data sets through the use of charts, infographics and other visual cues generally in form of a reporting dashboard.
Employee Database Manage and update employee records in a centralised database. Used to keep information about work entry, age, past roles and other employee details.
Employee Incentive Management Manage and track incentive schemes for your employees to improve performance and loyalty / retention rate.
Employee Onboarding Streamlines the onboarding process for new employees in form of checklists, password and access management features, as well as other induction elements.
External Integrations Integrations with other software products or platforms to improve efficiency and compatibility across systems.
Feedback Management Manage feedback through the use of surveys and similar elements issued to employees and/or customers to consolidate new ideas or track employee performance.
Forecasting Forecast upcoming expenses, sales, revenue, user levels, etc. through the use of predictive methods and past data.
Gantt Charts A particular type of flowchart using horizontal bars to illustrate time intervals. Mainly used to visualise the use of resources or duration of tasks over the course of a project.
Multi-User Supports more than just one user account and generally allows for collaboration with colleagues.
Notifications Includes notification support and sends you alerts with information on important events and other time sensitive instances. For example through push notifications on mobile phones or email notifications.
Onboarding Helps onboard new employees or customers.
Project Management Manage projects from conception through the planning stage to delivery and post-project reporting phases. This allows organisation teams to organise resources, plan budgets and improve efficiency in the delivery of project objectives.
Scheduling Schedule tasks, resources, appointments, payments, communications, etc.
Task Scheduling/Tracking Schedule and track tasks and deliverables in form of to-do-lists.
Time Management Monitor and optimize how you're spending your time.
Timesheets Track employee attendance, sick days and hours worked for payroll purposes or billable hours for professional services.
Travel Management Manage travel plans and expenses for employees, prospects or potential recruits through a central environment.
Vacation Calendar Track employee holiday requests and absences for payroll, reporting or shift-planning purposes.

Latest User Reviews of HR Scheduling Products

Nijum Priyota
14 Nov 2020
""Quick and intuitive e-sign tool""

CocoSign is provided to manage documents online which we need to use on a daily basis. It helps to reduce the working time and relie...

Xinthia Alex
15 Nov 2020
""We now sign & collect signature for any d..."

CocoSign is adaptable, user-friendly, and offers a feature to generate reports to gain deeper insights into the signable documents a...

Mitchell Vinson
16 Nov 2020
""A problem solver and My time Saver""

I have always had everything done handwritten in person. Especially since COVID19 - this has been the best thing for business yet! ...

Rhonda Roman
17 Nov 2020
""Work becomes easier because of CocoSign""

Using it to request signee's signatures when hiring people. Let them know if there are hired or not be email. Once they are hired, t...

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