Workforce Management Software

Products in this category help organizations maintain a productive workforce by assigning the right task to the right employee at the right time. You can use these products to handle overstaffing and understaffing issues, keep track of attendance and work hours, provide feedback and training to employees, manage employee scheduling and to predict extra workload, additional staff requirements, or any possible work schedule conflicts. Other aspects of workforce management software include benefits administration, talent management, time management, expense management, performance monitoring and the ability to comply with labor laws.  Read the full software guide...


What is Workforce Management Software?

Workforce management software helps organizations improve employee productivity by automating staff planning, delegating tasks to the appropriate employees when needed, forecasting future staffing requirements, managing payments and employee benefits and tracking attendance, working hours and time off.

Most workforce management solutions come with basic and advanced features including performance monitoring, training management, field service management, vacation planning, payroll administration and employee data collection and analysis.

More advanced workforce management software provides real-time visibility of employees, allowing you to make instant decisions on your daily operations. While helping you maintain a productive workforce, these products also enable you to reduce labor costs, comply with labor laws, enhance employee engagement, improve customer service and satisfaction and help avoid unnecessary expenditure.


Types of Workforce Management Software

There are different types of workforce management solutions available, each designed to handle specific core HR processes and responsibilities. Many of these solutions also serve as core functions of a full-featured workforce management platform.

Time and attendance management software

Time and attendance management programs are designed to help HR managers and supervisors keep track of employees’ work time, manage and assess time spent by each employee on specific tasks and help optimize their workflows to improve efficiency and productivity. The software can record attendance as well as calculate salaries based on hours worked.

From the employees’ perspective, time and attendance management systems allow them to keep track of the number of hours they’ve worked in real-time, through either an integrated time clock feature or time tracking software. Additionally, staff members may also use the platform to submit requests for paid time off (PTO) or leave of absence, which managers can then approve in the software.

Employee shift scheduling management

Another type of workforce management solution is employee scheduling software. Shift scheduling can be a very time-consuming process for human resource and management teams, especially when you’re dealing with a large number of employees and complex shift patterns.

Businesses and organizations across multiple industries can use WFM software to efficiently organize work schedules and shifts based on availability and ensure all available shifts are manned with the appropriate personnel. They may also use the platform to send notifications to staff members and employees to remind them when they are scheduled for work.

Talent management software

Talent management software is often used by medium to large-sized companies that manage a significant number of employees and can be used to organize, sort and assign personnel to perform specific tasks based on their skill sets and qualifications.

With this platform, you can place the most qualified employee in the right position based on their skills, knowledge and experience and make smarter scheduling decisions based on your current employee base.

Talent management software also enables management and human resources teams to identify high-performing employees that may perhaps qualify for promotions with significantly less development.

Payroll management

Payroll software is a type of workforce management system that effectively deals with employee wages and salaries through automation, integration and a variety of robust tools.

Payroll management software can facilitate core processes associated with worker pay, including managing detailed records of each individual staff member, calculating their salary and deductions, managing benefits and paid vacations/leave, as well as generating accurate reports of payroll information for tax and insurance purposes.

Payroll software also enables you to calculate statutory pay like sick pay or maternity pay. While there are standalone payroll software solutions available, many workforce management solutions come with integration capabilities or built-in payroll systems.

Human resources management software.

Human resources management software allows HR teams to recruit the right employees for the organization, assess their qualifications so they can be placed in the right position, ensure easy access to all employee records, simplify the onboarding process for new hires and ensure that the current employee base has everything they need to succeed.

HR management solutions can be a major time saver for your human resources department and your organization as a whole. They are designed to streamline virtually all aspects of the HR management process and also help to minimize the time spent on filing documents and other repetitive tasks.

Employee self-service software

Employee self-service software provides self-service portals for your entire workforce. This type of WFM software allows employees to access and manage their own HR and payroll information by logging into their individual accounts on the WFM platform through a mobile device or web browser.

This type of workforce management software empowers employees by giving them the ability to manage their own HR and payroll information, with security and monitoring provided by the system.

The platform also helps to increase employee engagement by letting them manage their own schedules from available work times, configure shift availability and preferences without disrupting HR processes, as well as submit sick leave, pay advance and PTO requests. Requests can be authorized in the software by the relevant team member.


How to Choose Workforce Management Software

One of the first steps to consider when choosing the right workforce management software is considering what you need from the software and how it can help your business grow. Most CRM or ERP solutions already have some workforce management capabilities, meaning if that’s all you need to manage your workforce, you may not need to purchase a separate program for workforce management.

However, you have a global workforce or a complex payroll environment, you may need a standalone, best-of-breed solution. The varying features and capabilities that are available with workforce management solutions can be a bit overwhelming to many buyers, especially those without previous experience with such systems.

There are many different service providers and vendors of workforce management solutions available, all offering different features and functions that your business can utilize effectively or not use at all. You should consider which of these features you need and make your decision from there. However, scalability and future growth must be taken into account.

Typically, the key functionalities of workforce management software include labor scheduling, forecasting, leave management, time and attendance tracking, time and work data collection, exception planning and performance analysis. However, different products focus on different aspects of workforce management. You need to choose a solution depending on your priorities and goals.

For instance, if your main aim is to improve workforce productivity, look for advanced scheduling, task management, performance and training management features. On the other hand, if you are looking for cost reduction, you need a product with advanced features for absence management, demand prediction and time-zone support.

Some other key features to consider when choosing the right software include time and attendance management, absence and leave management, shift or employee scheduling, talent management, self-service capabilities, mobile shift scheduling, customization, cloud-based solutions, workforce analytics, team communication capabilities and integrated API options.

Most workforce management solutions use Cloud-based platforms, accessible through a mobile device or web browser. Software deployed, managed and maintained via a cloud-based service allow you and your employees to access the software from anywhere. Also called software-as-a-service (SaaS), cloud solutions utilize mobile apps to provide access to authorized users and deliver services for employees to access whenever they wish.


Common Features of Workforce Management

2-Factor Authentication Adds an additional layer of security by requiring an extra step in the login process. Usually external devices are required for this or a text message with a verification code is sent to the user when trying to login.
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.
Budgeting Planning and tracking capabilities for financial budgets and plans often used to manage funds across different departments or for investor / shareholder oversight.
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 Engagement Collect feedback from employees to recognize achievements, gather feedback and improve employee participation processes in the workplace.
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.
Expense Tracking Track employee travel and other expenses to stay on top of budgeting requirements and reimbursements.
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.
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.
Payroll Manage employee payroll to keep track of taxes due to the government, pension schemes and payments to employees.
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.
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 Workforce Management Products

CakeHR by Sage
Aline Tan
25 May 2020
"No more physical claims!"

Due to Covid-19, we were facing issues with accepting physical claims from our colleagues since all of us are working from home. And...

WFHBOX
Victor Alvarez Gines
24 Jun 2020
"Less distraction and more focus on what re..."

Wanted a dedicated workspace rather than working in a fragmented way in my browser tabs and native apps on the desktop. It was good ...

WorkTime
Leila Marchesi
08 Jul 2020
"Monitoring for security"

Set up was pretty easy and I like the cost. Also, with WorkTime, I don't have to worry about secure information being recorded or lo...

OpenSimSim
Amber Palacios
10 Jul 2020
"Great Program"

I love that the program is FREE. It works great for our small staff. Easy to use, can send message to entire group.


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