Paper or noticeboard
For very small, stable teams
- Ready without setup
- No extra software cost
As soon as shifts change, outdated versions appear. Availability, leave and working time remain separate.
Employee scheduling software for small and medium businesses
Scheduling software that brings shifts and working time together.
Plan shifts by drag and drop, share changes directly with the team, and keep planned and actual hours in one place.
No credit card required Β· Cancel monthly
Book a demo- Hosted in Frankfurt
- Cancel monthly
- 256-bit encryption
Built on GDPR principles
ArbZG planning alerts
Real-time updates
Frankfurt server location
An honest decision guide
Which type of scheduling software fits your business?
Not every team needs a comprehensive system straight away. Team size, the frequency of changes, and whether schedules, time and absences should be managed separately or together matter most.
Excel schedule
For a few people with fixed hours
- Flexible spreadsheets
- Easy start with a template
Formulas, versions and notifications must be maintained manually. A free template works while planning remains manageable.
Basic scheduling app
For teams that only share schedules
- Current schedule on a phone
- Fewer printouts and chat messages
Check whether time tracking, absences, time accounts and payroll preparation are included or require separate tools.
Integrated workforce software
For rotating shifts and growing teams
- Scheduling, time and leave in one system
- Employee self-service
Shiftdesk starts at β¬25 per month plus VAT and makes most sense when manual coordination regularly consumes time.
For a simple start, the free schedule template may be enough. Our detailed guide compares Excel and scheduling software.
Real product views
How integrated employee scheduling software works
Shiftdesk connects shift planning with the workflows before and after it. You see not only who is scheduled, but also absences, recorded time and important alerts.
Build weekly schedules by drag and drop
Create shifts, assign people and copy recurring weeks. Open shifts stay visible before you publish the schedule.
- Move and assign shifts by drag and drop
- Templates and copying for recurring weeks
- Rest-period, break and working-time alerts before publishing
- Published changes are immediately available to the team
View the plan and actual working time together
The schedule is only the beginning. The dashboard shows planned hours, current absences and key figures without reconciling several spreadsheets.
- Manage planned and recorded working time centrally
- Keep vacation, sick leave and other absences in the same system
- Track time accounts and target-versus-actual differences
- Prepare structured data for payroll processing
One connected workflow
What good scheduling software does from planning to payroll preparation
The greatest benefit comes not from a digital calendar alone but from connecting the individual steps. Information is entered once and remains available for the next part of the process.
- 1
Bring demand and availability together
Planners start with the shifts that need coverage, stored working models and known absences. Instead of opening several lists side by side, they work from one planning basis. Unfilled shifts remain visible until a suitable assignment is found.
Explore online planning - 2
Review and publish the schedule
Coverage and alerts can be reviewed before approval. Once published, the team sees the current version in the app or browser. Changes replace the previous version so several screenshots or printouts do not circulate at the same time.
Explore the employee app - 3
Record actual time against the plan
Employees record start, end and breaks through the enabled channel. Because scheduling and time tracking share one system, planners can compare planned and actual hours without moving values between separate files.
Compare time tracking - 4
Prepare data for month-end
Hours, absences and relevant balances are brought together in a structured form. This does not run payroll, but it reduces manual preparation and provides a traceable basis for exports or cooperation with a payroll office or accountant.
Check integrations
The key difference from a calendar-only app
A basic app digitizes the noticeboard. An integrated workforce system connects decisions before publication with actual working time afterwards. During a trial, test not only how quickly a shift is created but also how leave, changes, time tracking and month-end work together.
Six criteria for choosing scheduling software
A long feature list says little about daily work. Check whether the solution actually covers your recurring planning problems.
Fast scheduling
Copy weeks, use shift templates and distribute changes without new spreadsheets. This saves time for recurring patterns.
Alerts, not legal promises
Good software flags possible conflicts around rest periods, breaks and working time. The business remains responsible for a compliant schedule.
Time tracking in one system
Timer, browser and tablet terminal should use the same data so planned shifts and actual hours can be compared.
Absences before planning
Approved leave and other absences need to be visible during planning. This reduces double-booking and later corrections.
Employee self-service
Employees should see the current schedule and request leave or shift swaps digitally without private chat groups.
Privacy and operations
Look for a DPA, roles and permissions, encryption, traceable access, and a transparent EU server location.
Who is Shiftdesk scheduling software for?
The right solution does not depend on headcount alone. Rotating working hours and coordination effort are usually more important.
Shiftdesk is a good fit if β¦
- you regularly plan rotating early, late, night or weekend shifts
- full-time, part-time and Minijob staff are coordinated together
- schedule changes, leave and swap requests currently use several channels
- scheduling and time tracking should share one data source
- several locations or departments need separate organization
- you want a clear system for a small or medium shift-based business
A simpler solution may be enough if β¦
- only one to three people always work the same hours
- there is no shift work and almost no schedule change
- you only need a free printable template
- fully automated demand forecasting or complex enterprise optimization is essential
- the team should not use digital time tracking or an employee app
What is employee scheduling software?
Employee scheduling software is a digital application for planning work and shift times, assigning people and publishing the finished schedule. Unlike a static spreadsheet, it can consider availability, absences and changes centrally. Employees access the current version through a browser or app.
Broader systems go beyond the calendar by connecting scheduling with time tracking, time accounts, leave management and payroll preparation. Data does not need to be transferred repeatedly: approved leave is visible while planning, published shifts provide context for time tracking, and planned and actual hours can be compared.
The terms overlap but describe different search intentions: people who want to create a schedule online often need the direct planning workflow. A shift planner.
Introduce scheduling software in five manageable steps
Implementation does not need to become a months-long IT project. A small or medium team can prepare its first schedule in a clear sequence and test it together.
- 1
Create the team and structure
Add employees, locations and departments. Assign roles so planners and employees only see what they need.
- 2
Set up working models
Define contract types, weekly hours and recurring shift times. Map the current process before changing it.
- 3
Plan a typical week
Start with a realistic week, assign shifts and review alerts. Save recurring patterns as templates.
- 4
Test time and requests
Use a small internal group to test time tracking, leave requests and schedule changes. Verify settings and permissions.
- 5
Publish and collect feedback
Inform the whole team, name one contact person and ask specifically about unclear workflows after the first week.
How much does employee scheduling software cost?
Cost usually depends on team size and features. Shiftdesk starts at β¬25 per month plus VAT and can be tested for 14 days without a credit card. Compare setup, support and included functions as well as price.
Basic
β¬25
per month Β· 6 employees included
- Shift scheduling with drag and drop
- Time tracking (timer + manual)
- Absences with leave balance
- Up to 3 locations
Popular
Pro
β¬45
per month Β· 12 employees included
- All Basic features
- Unlimited locations
- Payroll preparation & DATEV
- Tablet time clock (kiosk mode)
Enterprise
β¬120
per month Β· 30 employees included
- All Pro features
- Public REST API
- Budget management & custom fields
- SLA support (8-hour response time)
See all details and pricing calculator
All prices exclude VAT Β· Cancel anytime Β· No credit card required
More resources for employee scheduling
Choose the direct planning workflow, shift models, time tracking, employee app, a free template, or the detailed comparison.
Create schedules online
From an empty calendar to a published weekly schedule.
Learn moreOnline shift planner
Organize early, late, night and other shift models.
Learn moreDigital time tracking
Record working time through app, browser or tablet terminal.
Learn moreEmployee scheduling app
Keep schedules, requests and changes available on the go.
Learn moreFree schedule template
An Excel template for small teams and a simple start.
Learn moreExcel or software?
Compare benefits, costs and the typical time to switch.
Learn moreFrequently asked questions about scheduling software
What is the best employee scheduling software?βΌ
The best option depends on team size, shift model and required workflows. Small, stable teams may be fine with a template. For frequent changes, real-time publishing, absences, time tracking and self-service matter more than the longest feature list.
Is there free employee scheduling software?βΌ
There are free templates and limited plans. Check user limits, privacy, exports and which functions require payment. Shiftdesk offers a free Excel template and a 14-day software trial.
How much does Shiftdesk cost?βΌ
Shiftdesk starts at β¬25 per month plus VAT. The exact amount depends on the plan and employee count. Current features and tiers are listed transparently on the pricing page.
When should I switch from Excel to scheduling software?βΌ
Common signs are multiple schedule versions, frequent questions, separate leave lists, manual time accounts and regular changes. If coordination takes time every week, test software with your real workflow.
Can software automatically ensure compliance with working-time law?βΌ
Software can flag possible conflicts around rest periods, breaks or working time. It does not replace the business's responsibility or legal review because collective agreements, exceptions and individual circumstances may apply.
How do employees view their schedule?βΌ
Employees can see their current schedule in the Shiftdesk app or browser. Depending on enabled features, they can also submit leave or shift-swap requests.
Are scheduling and time tracking connected?βΌ
Yes. Shiftdesk manages planned shifts and recorded working time on the same platform. This supports target-versus-actual comparisons and payroll preparation without claiming to run payroll automatically.
How long does implementation take?βΌ
Small teams can often prepare master data, shifts and a first weekly schedule within a few hours. Full rollout depends on team size, locations, roles and existing processes.
What should I check for data privacy?βΌ
Look for a data processing agreement, EU hosting, encryption, roles and permissions, plus clear deletion and export processes. Shiftdesk is hosted in Frankfurt and built on GDPR principles.
from β¬25
per month plus VAT
14 days
free trial
1β3 hours
typical start for small teams
Frankfurt
EU server location
Ready for better shift scheduling?
Start your 14-day free trial now β free and no credit card required. Or book a personal demo.