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Jobber

Jobber is a cloud-based field service management software solution that allows small and midsize service businesses to manage field staff, provide customer support, and expand business operations either through a mobile app or a d...Read more about Jobber

7shifts

7shifts is an all-in-one restaurant team management platform that helps operators: 1) Make more profitable decisions. You'll get the insights you need to make the best team and operating decisions every day. Hit your labor targe...Read more about 7shifts

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

Visual Planning

Visual Planning is a hybrid resource management and scheduling platform that helps businesses to manage their assets and day-to-day operations. The solution can be deployed on-premise or hosted in the cloud. Visual Planning o...Read more about Visual Planning

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

TimeTap

TimeTap has a level of flexibility and security you don’t often expect in an online appointment scheduling tool. TimeTap is packed with features, including API integration, that can scale to meet your most complex appointment sch...Read more about TimeTap

Kickserv

Kickserv is a cloud-based field service management solution that provides small businesses, tools and functionalities, which help them to manage leads, estimates, team's schedules, jobs, invoices and payments. Kickserv can be ta...Read more about Kickserv

Peek Pro

Peek Pro is a cloud-based solution for tour and activity operators of all sizes. The software helps activity operators by providing their websites with an online booking management engine and centrally manages online, offline...Read more about Peek Pro

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

EasyShifts

Since 2008, EasyShifts has helped hospitals, nursing homes, assisted living facilities, memory care and CCRC’s streamline their scheduling process all while building stronger teams and helping improve work/life balance. EasyShift...Read more about EasyShifts

QGenda

QGenda is a leading provider of healthcare workforce management solutions, dedicated to optimizing the delivery of care. With their comprehensive software, healthcare organizations can activate, deploy, and manage their workforce ...Read more about QGenda

Ministry Scheduler Pro

Ministry Scheduler Pro is a church volunteer management solution that helps religious organizations streamline processes related to scheduling, training monitoring, announcement distribution, availability tracking, and more on a c...Read more about Ministry Scheduler Pro

Volunteer Scheduler Pro

Volunteer Scheduler Pro is a powerful tool helping organizations and non-profits that depend on volunteers. By offering one simple solution to schedule, manage and communicate with your volunteers, VSP helps save time and eliminat...Read more about Volunteer Scheduler Pro

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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

USA Scheduler

USA Scheduler is a cloud-based scheduling tool that helps educational institutions create and manage schedules for teachers and students on a centralized platform. Professionals can assign instructors to specific courses, manage s...Read more about USA Scheduler

OfferingTree

OfferingTree is a wellness business management solution designed for gyms, studios and instructors providing fitness, dance, yoga, health & wellness, coaching and other services. Users can build business websites to advertise and ...Read more about OfferingTree

Boulevard

Boulevard is transforming business management for appointment-based self-care businesses with the industry's first and only Client Experience Platform. From initial booking to final payment, get everything you need to optimize you...Read more about Boulevard

GetCost

GetCost is a business management solution that comes with features such as estimating, invoicing, credit card payments, expense tracking, internal and external communication with your clients and your team, unit conversion calcula...Read more about GetCost

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

Floor Schedule

FloorSchedule is a web-based real estate scheduling application that helps agents and companies to manage their real estate operations. The real estate scheduling app helps create daily, weekly and monthly schedules that are view...Read more about Floor Schedule

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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.