Skip to product menu
close
  • Sales
    Press Space or Enter to display list of options
EXPLORE ALL PRODUCTS

Sales

 
CRM

Comprehensive CRM platform for customer-facing teams.

CRM
 
Bigin

Simple CRM for small businesses moving from spreadsheets.

Bigin
 
Forms

Build online forms for every business need.

Forms
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
Sign

Digital signature app for businesses.

Sign
 
RouteIQ

Comprehensive sales map visualization and optimal route planning solution.

RouteIQ
 
Thrive

Complete loyalty and affiliate management platform.

Thrive
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
Suites
CRM Plus

Unified platform to deliver top-notch customer experience.

CRM Plus

Marketing

 
Social

All-in-one social media management software.

Social
 
Campaigns

Create, send, and track targeted email campaigns that drive sales.

Campaigns
 
Forms

Build online forms for every business need.

Forms
 
Survey

Design surveys to reach and interact with your audience.

Survey
 
Sites

Online website builder with extensive customisation options.

Sites
 
PageSense

Website conversion optimization and personalisation platform.

PageSense
 
Backstage

End-to-end event management software.

Backstage
 
Webinar

Webinar platform for webcasting online webinars.

Webinar
 
Marketing Automation

All-in-one marketing automation software.

Marketing Automation
 
LandingPage

Smart landing page builder to increase conversion rates

LandingPage
 
Publish

Manage all your local business listings on a single platform.

Publish
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Sign

Digital signature app for businesses.

Sign
 
Thrive

Complete loyalty and affiliate management platform.

Thrive
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
NEW
LeadChain

Sync, manage, and convert leads across channels seamlessly.

LeadChain
 
NEW
CommunitySpaces

Online community platform for individuals and businesses to grow their network and brand.

CommunitySpaces
 
Suites
Marketing Plus

Unified marketing platform for marketing teams.

Marketing Plus

Commerce and POS

 
Commerce

eCommerce platform to manage and market your online store.

Commerce

Service

 
Desk

Helpdesk software to deliver great customer support.

Desk
 
Assist

Remote support and unattended remote access software.

Assist
 
Lens

Interactive remote assistance software with augmented reality.

Lens
 
FSM

End-to-end field service management platform for service businesses.

FSM
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
Solo

The all-in-one toolkit for solopreneurs.

Solo
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
Suites
Service Plus

Unified platform for customer service and support teams.

Service Plus

Finance

 
Books

Powerful accounting platform for growing businesses.

Books
 
FREE
Invoice

100% Free invoicing solution.

Invoice
 
Expense

Effortless expense reporting platform.

Expense
 
Inventory

Powerful stock management and inventory control software.

Inventory
 
Billing

End-to-end billing solution for your business.

Billing
 
Checkout

Collect payments online with custom branded pages.

Checkout
 
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
 
Solo

The all-in-one toolkit for solopreneurs.

Solo
 
Practice

Practice management software for accounting firms.

Practice
 
Sign

Digital signature app for businesses.

Sign
 
Commerce

eCommerce platform to manage and market your online store.

Commerce
 
Suites
Finance Plus

All-in-one suite to manage your operations and finances.

Finance Plus

Email and Collaboration

 
Mail

Secure email service for teams of all sizes.

Mail
 
Meeting

Online meeting software for all your video conferencing & webinar needs.

Meeting
 
Writer

Word processor for focused writing and discussions.

Writer
 
Sheet

Spreadsheet software for collaborative teams.

Sheet
 
Show

Create, edit, and share slides with a sleek presentation app.

Show
 
Notebook

Beautiful home for all your notes.

Notebook
 
Cliq

Stay in touch with teams no matter where you are.

Cliq
 
Connect

Employee experience platform to communicate, engage, and build positive employee relations.

Connect
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
TeamInbox

Shared inboxes for teams.

TeamInbox
 
WorkDrive

Online file management for teams.

WorkDrive
 
Sign

Digital signature app for businesses.

Sign
 
Office Suite

Powerful collaborative work platform for teams.

Office Suite
 
Office Integrator

Built in document editors for web apps.

Office Integrator
 
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
 
Calendar

Online business calendar to manage events and schedule appointments.

Calendar
 
Learn

Knowledge and learning management platform.

Learn
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
ToDo

Collaborative task management for individuals and teams.

ToDo
 
Tables

Work management tool to connect people, processes, and information.

Tables
 
FREE
PDF Editor

Collaborative online PDF editing tool.

PDF Editor
 
Suites
Workplace

Application suite built to improve team productivity and collaboration.

Workplace

Human Resources

 
People

Organize, automate, and simplify your HR processes.

People
 
Recruit

Intuitive recruiting platform built to provide hiring solutions.

Recruit
 
Expense

Effortless expense reporting platform.

Expense
 
Workerly

Manage temporary staffing with an employee scheduling solution.

Workerly
 
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
 
Shifts

Employee scheduling and time tracking app.

Shifts
 
Sign

Digital signature app for businesses.

Sign
 
Suites
People Plus

Comprehensive HR platform for seamless employee experiences.

People Plus

Security and IT Management

 
Creator

Build custom apps to simplify business processes.

Creator
 
Directory

Workforce identity and access management solution for cloud businesses.

Directory
 
FREE
OneAuth

Secure multi-factor authenticator (MFA) for all your online accounts.

OneAuth
 
Vault

Online password manager for teams.

Vault
 
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
 
Toolkit

Complete resource for any admin-related lookup queries.

Toolkit
 
Lens

Interactive remote assistance software with augmented reality.

Lens
 
Assist

Remote support and unattended remote access software.

Assist
 
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
 
NEW
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA

BI and Analytics

 
Analytics

Modern self-service BI and analytics platform.

Analytics
 
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI
 
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep
 
NEW
IoT

Harnessing IoT analytics for real-time operational intelligence.

IoT

Project Management

 
Projects

Manage, track, and collaborate on projects with teams.

Projects
 
Sprints

Planning and tracking tool for scrum teams.

Sprints
 
BugTracker

Automatic bug tracking software for managing bugs.

BugTracker
 
Solo

The all-in-one toolkit for solopreneurs.

Solo

Developer Platforms

 
Creator

Build custom apps to simplify business processes.

Creator
 
Flow

Automate business workflows by creating smart integrations.

Flow
 
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
 
Office Integrator

Built in document editors for web apps.

Office Integrator
 
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
 
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
 
Tables

Work management tool to connect people, processes, and information.

Tables
 
NEW
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA
 
NEW
Apptics

Application analytics for all apps.

Apptics
 
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI
 
NEW
IoT

Build, deploy, and scale IoT solutions for connected businesses.

IoT
 
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep

IoT

 
NEW
IoT

Low-code IoT platform and solutions for connected businesses.

IoT

Search Result

 
CRM Plus

Unified platform to deliver top-notch customer experience.

Try now
CRM Plus
 
Service Plus

Unified platform for customer service and support teams.

Try now
Service Plus
 
Finance Plus

All-in-one suite to manage your operations and finances.

Try now
Finance Plus
 
People Plus

Comprehensive HR platform for seamless employee experiences.

Try now
People Plus
 
Workplace

Application suite built to improve team productivity and collaboration.

Try now
Workplace
 
Marketing Plus

Unified marketing platform for marketing teams.

Try now
Marketing Plus
 
All-in-one suite

Zoho One

The Operating System for Business

Run your entire business on Zoho with our unified cloud software, designed to help you break down silos between departments and increase organizational efficiency.

TRY ZOHO ONE
Zoho One
Zoho Marketplace

With over 2000 ready-to-use extensions across 40+ categories, connect your favorite business tools with the Zoho products you already use.

EXPLORE MARKETPLACE
Marketplace
Skip to main content

Streamline your workforce with comprehensive employee scheduling software

  • Last Updated : May 16, 2024
  • 318 Views
  • 7 Min Read

Proper employee scheduling is essential for operational efficiency, productivity, and work-life balance across various sectors and industries.

But why is it so crucial?

Customer demand can fluctuate based on seasonal trends, holidays, promotions, and special events. Managing worker shifts effectively poses a challenge, especially when it comes to assigning the right shifts to employees with the necessary skills set, ensuring everyone is available when needed, and complying with labor laws. The right employee scheduling software can help simplify and make it much easier to manage your staffing needs efficiently and effectively. 

  • What is employee scheduling software?

  • Why does shift scheduling matter?

  • Importance of employee scheduling software

  • Types of employee work schedules

  • Features to look for in employee scheduling software

  • How can employee scheduling software help you save money?

  • Improve the office's work environment with the right employee scheduling software

  • Steps on how to use employee scheduling software

  • Why Zoho Shifts?

What is employee scheduling software?

Employee scheduling software is tailored for scheduling, time tracking, and communication needs within organizations. It's designed for businesses that want to scale their operations and simplify staffing tasks. Implementing scheduling software is essential, as it saves both time and increases productivity.

Why does shift scheduling matter?

When we talk about scheduling, we also talk about how we optimize workplace roster management to maximize productivity, efficiency, and employee satisfaction. Shift scheduling helps boost the company's bottom line, reduce staff workload, and provide a better customer experience.

Learn more about why effective scheduling is key to workforce optimization.

Importance of employee scheduling software

Optimized productivity:

Proper scheduling ensures the necessary number of employees with the right skill set are available at a specific time.  Staffing helps ensure operational efficiency by minimizing understaffing or overstaffing.

Work-life balance:

Flexible staffing gives employees the freedom to choose their own shifts and strike a better work-life balance. The flexibility also allows employers to accommodate sudden absenteeism and make quick adjustments to employee shifts if needed. 

Cost control:

Scheduling software helps control labor costs by avoiding overtime and shift differential expenses for employees. Optimizing your staffing levels prevents unnecessary labor expenses while ensuring adequate coverage during peak hours.

Compliance with labor laws:

Shift scheduling helps adhere to labor laws and regulations based on country, region, or area. Non-compliance can lead to legal issues and financial penalties.

Collaboration with team members:

Communicate with your team members via direct chats or channels. Fostering a culture of open communication will help build a positive work culture, a satisfied workforce, and overall improved performance.

Deeper insights:

Leverage the data to gain insights into future staffing requirements and avoid overstaffing or understaffing. These insights help identify patterns, optimize shifts, and predict future staffing costs.  

Success and growth:

Success and growth are the fundamental aspects of any business. Overall, employee scheduling software helps reduce labor costs, improve staff satisfaction, and make the team become more cohesive.

Learn more about efficient scheduling for small businesses.

Types of employee work schedules 

Full-time schedule:

Full-time schedule refers to the shifts that have 37–40 hours a week. This can be either eight hours per day for five days, ten hours for four days, or six and a half hours for six days. Here, the days don't matter; rather, the working hours are calculated. In this case, we might expect overtime pay from employers as the working hours are fixed, and this may cost us more due to overtime.

Part-time schedule:

Part- time employees work fewer hours than the full-time employee. Here, the employees may work for two or three days in a week and need not be working for 37–40 hours a week. They may also be exempt from some benefits—like health insurance—that are generally given to full-time employees. This part-time work may only be available during special occasions and for certain types of business (e.g., restaurant, cafes, retail stores).

Freelance schedule: 

A freelancer works their own schedule while following particular deadlines. If hiring on a freelance basis, you have to find a person you can trust to get the job done before the set time.

Fixed schedule:

A fixed schedule is similar to a full-time schedule, but in this case, employees work the same hours on the same day each week. But not all employees have a Monday to Friday timetable. Some employees may also work for three 12 hour shifts from Monday to Wednesday.

Split schedule:

A split schedule means that an employee may work a few hours and also have substantial breaks between their shifts. For example, say your employee works from 8 a.m. to 12 p.m. and again from 5 p.m. to 9 p.m. It's important that you are aware of the state labor laws for your area, as some local, state, and federal laws have rules pertaining to the to the minimum amount of time between two splits.

Flex work schedule:

Flex schedules are also referred to as flexible schedules or flex time. Flex schedules allow employees to create schedules that work for them, (i.e., the schedule is less rigid, so employees can define most of their working hours). Here, the employee does not need to go to the office regularly, and it's not important for them to follow a 9-to-5 schedule. But this also comes with the exception that employees may need to go to the office when necessary.

Rotating schedule:

For a 24/7 organization, a rotating work schedule is great because it lets employees switch their shifts. This ensures everyone gets fair hours, and nobody gets stuck with the less popular shifts all the time.

Seasonal schedule:

Seasonal schedules work well for businesses that are open only for a few months each year. Here, companies mass-hire staff when these seasonal requirements arise. These schedules can be demanding, as the employees may have to work long hours during the seasonal trends.

Learn more about types of work schedules.

Features to look for in employee scheduling software

Core features:

Assess the core features, such as the drag-and-drop scheduling option, staff schedule templates, time-off management, flexible shift swapping, and compliance with labor laws. 

User-friendly interface:

Make sure your employee scheduling software is intuitive and user-friendly for all. This will allow employees to easily navigate the platform, which can reduce the training curve and ease employee adoption.  

Customization option:

Look for an application that offers customization options that meet your scheduling needs. This can be as simple as the ability to create schedules using templates, provide flexibility to create shift preferences, offer kiosk application accessibility, trigger notifications, and send reminders.

Calendar sync:

Sync employee work schedules with personal calendars such as Zoho Calendar, Google Calendar, Outlook, or Apple Calendar. By enabling calendar sync, employees can easily view their work schedules alongside their other commitments. This helps employees manage their time effectively and reduce scheduling conflicts.

Track time from anywhere: 

Employee scheduling software comes with a time tracking feature to calculate the scheduled hours and the logged hours. If your business needs employees to go to the location, you should have geo-fencing capabilities to verify that employees are clocking in from the desired location. This gives a clear picture of time theft, clocked hours, and fair pay. Learn more about time tracking and related features.

How can employee scheduling software help you save money?

Labor costs reduction:

The right employee scheduling software helps you track employee hours accurately. It helps eliminate the risk of overpaying for no shows, and cost control significantly reduces labor expenses and increases profitability.

Overtime management:

Monitor employee-logged hours in real time and get alerts when employees are approaching the overtime thresholds. This allows for better workforce planning, reducing the need for costly overtime pay.

Productivity improvement:

Tracking employee logged hours on a regular basis helps businesses identify areas where productivity can be improved. This reduces time wasted on unproductive activities, leading to significant cost savings over the long term.

Compliance and labor law adherence: 

Employee scheduling software helps businesses adhere to wage and hour laws, break time regulations, and other labor laws. It's crucial to avoid costly penalties and legal issues to reduce the risk of financial setbacks.

Improve the office's work environment with the right employee scheduling software

Understand your business needs: 

Gain a better understanding of peak hours and what the business needs to achieve. For example, say the need is to provide excellent customer service and make sure employees are available during busy times. To do this, you would determine the optimal staffing levels needed to manage operations during peak hours.

Utilize employee scheduling software:

Steamline your roster process with the right employee scheduling software. The software should have features like shift swapping, time-off requests, and employee availability, which help create efficient shifts for the workforce.

Compliant with labor laws:

Calculating working hours involves considering factors like breaks, meal times, and any legal requirements regarding maximum working hours.

Implement flexible scheduling options:

Distributing the shifts among all employees with the right skill set, availability, and preferences. This gives the employees freedom to indicate their preferences for a better work-life balance.

Learn more about how to improve your workplace with the right employee scheduling software.

Steps on how to use employee scheduling software

Make a comprehensive employee list:

Create a detailed list of your current employees and start assigning working hours. This list helps you to make informed decisions regarding scheduling, training, and resource allocation.

Understand employee schedule needs:

Create employee schedules based on business needs, determining customer trends to identify peak hours, complexity of tasks, service speed, and customer demand.

Collect shift preferences from employees:

Give employees the freedom to mark their availability, preferences, and unavailability for a better work-life balance.

Assign shifts to employees:

Assign shifts based on the employee's availability and preferences. Always create a schedule based on how many positions you need to fill each day before beginning the scheduling process.

Ask for employee feedback:

Getting feedback from employees after finishing the first draft of your schedule is important for employee management. After you receive feedback from employees, make changes to the schedules if necessary and implement other efforts to increase employee job satisfaction.

Why Zoho Shifts?

Zoho Shifts is employee scheduling software for SMBs who manage shift-based employees. It offers an affordable and easy-to-set-up application, so you can focus on scaling your business operations. Transform the way you work with Zoho Shifts. Check out our website to learn more about our offerings and features.

Related Topics

Leave a Reply

Your email address will not be published. Required fields are marked

By submitting this form, you agree to the processing of personal data according to our Privacy Policy.

You may also like