Dec 31, 2025
Author: Ron Daniel
Top 7 Shift Planning Tools That Actually Save You Time
Compare seven shift planning tools — pricing, automation, mobile access and time-saving features to reduce scheduling work and cut overtime.
Most managers I know have a love-hate relationship with scheduling. I get it - juggling time-off requests, last-minute changes, and no-shows is enough to make anyone want to throw their laptop out the window. I’ve been there too. A few years ago, I was stuck in spreadsheet chaos, spending hours trying to fix overlapping shifts and tracking down employees to confirm their availability. It felt like I was putting out fires every single day.
Then, we built Pebb, and everything changed. We realized that businesses like ours needed more than just a scheduling tool - we needed something that could simplify the entire process, from planning shifts to communicating with the team. And we weren’t alone. Studies show that businesses can save up to 15 hours a week just by switching to automated scheduling tools. That’s a lot of time you could spend actually growing your business instead of managing schedules.
So, today I’m sharing the top seven shift planning tools that can help you ditch the spreadsheets and save your sanity. From Pebb’s all-in-one platform to industry-specific options like Shiftboard and Workforce.com, I’ll walk you through what each tool offers, how they compare, and which one might be the best fit for your team. Let’s dive in.
Shift Planning Tools Comparison: Pricing, Features & Time Savings
1. Pebb
At Pebb, we set out to tackle a challenge we saw time and time again: businesses struggling to juggle multiple apps just to handle shift scheduling and team communication. So, we created something better - an all-in-one platform that brings everything together. From shift planning and time-off management to work chat and news feeds, it’s all right here in one place.
Pricing and Affordability (in USD)
Here’s the deal: Pebb is completely free for teams of up to 15 employees. If you need more, our Premium plan is just $4 per user per month. Unlike other platforms that tack on extra fees for collaboration tools, we include everything - shift scheduling, voice and video calls, and full communication features - all for one straightforward price. And yes, that includes powerful automation tools that save you time and headaches.
Automation That Saves Time
Let’s talk about automation. With Pebb, routine tasks practically handle themselves. For instance, built-in shift notifications instantly alert your team whenever schedules are posted or updated. No more chasing people down with calls or texts. Employees can even request shift swaps directly in the app, and managers can approve them with just one tap. Forget the chaos of spreadsheets and endless back-and-forth messages - Pebb streamlines it all. And the best part? It works seamlessly across both mobile and desktop platforms.
Built for Mobile and Desktop Use
We designed Pebb with a mobile-first mindset because we know many frontline workers don’t have access to desk computers or corporate email. With Pebb, they can check schedules, request time off, and stay connected - all from their personal phones. Managers, on the other hand, get a full desktop interface to handle department organization and build more complex schedules. Plus, real-time push notifications keep everyone in the loop about shift changes, cutting down on no-shows and miscommunication. Want to know who’s seen the latest schedule? Our read indicators make accountability crystal clear.
Communication and Collaboration Made Easy
Pebb isn’t just about schedules - it’s about keeping your team connected. With work chat and unlimited message history, all your shift coordination, swap requests, and updates stay in one searchable place. Post schedules directly to the news feed so everyone has access, and use @mentions to grab someone’s attention when something urgent comes up. Got a team that speaks multiple languages? Our AI translation tools break down language barriers, ensuring everyone understands safety protocols and shift instructions. You can even create a dedicated "Shift Swaps" channel to centralize swap requests, making it simple for managers to approve changes without losing track of who’s working when.
2. Shiftboard
When it comes to handling intricate, high-volume scheduling needs, Shiftboard steps in as a strong contender. While Pebb focuses on providing an affordable, all-in-one solution, Shiftboard is tailored for industries like manufacturing, energy, and corrections - sectors where managing rotating shifts, union agreements, and strict compliance requirements like OSHA regulations or API RP 755 fatigue standards is non-negotiable. But here’s the catch: this level of functionality doesn’t come cheap, and it does require a steeper learning curve.
Pricing and Affordability (in USD)
Shiftboard keeps its pricing under wraps, so you’ll need to reach out to their sales team for a custom quote. However, industry insiders suggest that pricing starts at around $45 per user per month. The platform offers two main tiers - Enterprise and Enterprise Plus - with the latter including extras like qualification tracking and advanced compliance features. Be prepared for additional costs, too: there are minimum subscription fees, implementation charges, and extra fees for SMS notifications, AutoCall, and certain integrations.
Now, compare that to Pebb, which offers a free plan for teams of up to 15 employees and premium features starting at just $4 per user per month. The difference in cost is striking, especially for smaller teams or businesses with simpler scheduling needs.
Automation and Time-Saving Features
Here’s where Shiftboard really flexes its muscles: automation. The platform uses advanced algorithms to assign shifts based on employee skills, certifications, and availability. It doesn’t stop there - it actively analyzes schedules to uncover hidden workforce capacity, reallocating underutilized staff to reduce unnecessary overtime.
These features deliver real results. Users have reported:
30% faster schedule creation
88% higher shift coverage
23% reduction in overtime costs
And the testimonials speak volumes. Larry Heasley, HR Manager at Shell, shared, "Shiftboard saved us almost $3M in costs and is a proven solution for API RP 755 compliance". Similarly, Tyler Blake, Senior HR Generalist at Daisy Brand, highlighted, "Shiftboard has helped our employees get more visibility into their work schedules and make changes on the go. It is easy to use and has provided more structure to our scheduling process".
Mobile and Desktop Accessibility
Shiftboard’s cloud-based platform ensures you can access it from anywhere - whether on a desktop or through its native mobile apps for iOS and Android. Employees can check schedules, request time off, and swap shifts straight from their phones. Managers, meanwhile, get full desktop functionality for tackling those more complex tasks.
That said, not everything’s perfect. Some users have pointed out that the calendar view feels cramped on smaller screens, and the initial learning curve can be a bit steep. But for those who need a powerful, compliance-focused scheduling tool, these hurdles might be worth the trade-off.
3. Workforce.com
Workforce.com caters to businesses with teams ranging from 20 to over 3,000 employees, offering an AI-driven scheduling solution. If you're curious about the cost, you'll need to reach out to their sales team for a personalized quote. The platform is particularly suited for larger operations with intricate labor forecasting and compliance requirements, thanks to its automation capabilities. Let me walk you through how Workforce.com uses AI to streamline operations.
Automation and Time-Saving Features
Workforce.com’s scheduling engine leverages machine learning to create schedules with just one click. It considers employee availability, qualifications, and PTO while pulling in POS data to predict staffing needs up to four weeks in advance.
The compliance automation is another standout feature. It ensures that state-compliant meal and rest breaks are automatically added to shifts and flags potential issues like overtime risks, overlapping shifts, or violations of Fair Workweek rules before schedules are published. Plus, the shift bidding feature empowers employees to find their own replacements when necessary.
The results? Users have reported some impressive numbers: an 85% reduction in scheduling time, a 50% cut in unnecessary overtime, and an 11% decrease in overall labor costs.
Dan Cohen, COO at Amenity Collective, shared, "Workforce.com ensures that we build shifts in an optimal manner that meets our compliance needs, but also meets our budget and optimizes against our budget".
Mobile and Desktop Accessibility
Whether you're at your desk or on the move, Workforce.com has you covered. The platform is accessible through desktop browsers as well as native iOS and Android apps, making it easy for managers and employees to handle shift changes anytime, anywhere.
Communication and Collaboration Tools
While Workforce.com includes a News Feed and automated alerts to keep teams informed, it falls short of delivering the robust communication tools you'd find in a solution like Pebb. These features handle basic notifications effectively but highlight the advantages of an all-in-one platform that offers deeper collaboration capabilities.
4. Homebase
Let’s talk about Homebase, a shift planning tool that stands out with its per-location pricing model. If you’re managing a large hourly team at a single site, this could be a game-changer. Just last year, over 150,000 small businesses and 2 million workers used Homebase to log a whopping 1.2 billion hours. The pricing is pretty straightforward: there’s a free plan for one location with up to 10 employees. From there, it scales up - $30 per month for Essentials, $70 for Plus, and $120 for the All-in-One plan.
Automation and Time-Saving Features
Here’s where Homebase really shines: automation. Its AI-powered auto-scheduling tool takes into account employee availability, roles, and even sales forecasts to build schedules. Need to repeat a schedule? You can duplicate it or use templates, and the system’s conflict detection ensures no double-bookings, overtime surprises, or shifts during approved time off. According to Homebase, these features save managers an average of 20 hours every month.
Eve Hogan, who owns The Sacred Garden in Makawao, HI, summed it up perfectly:
"Finding Homebase was a game changer. It made setting up the schedule super easy. My staff and I all really like being able to see the schedule from our phones, know who is working, getting reminders and having a simple way to manage schedule changes."
Mobile and Desktop Accessibility
One of the best parts? Homebase is cloud-based, so it keeps everything in sync across devices. Whether you’re using a desktop or the mobile app (available for iOS and Android), schedule updates are instantly shared. Employees get automated alerts via push notifications, texts, or emails whenever there’s a change. They can also submit availability, request time off, or trade shifts right from their phones. Managers, on the other hand, can approve these requests on the go - whether they’re using a phone or a web browser. No wonder 85% of Homebase users say it’s incredibly easy to use.
Communication and Collaboration Tools
Now, while Homebase nails scheduling, it doesn’t offer a lot in terms of broader communication tools. Sure, it has team messaging and automated notifications to keep everyone in the loop about schedule changes. But if you’re looking for a platform that combines shift planning with deeper communication features - like news feeds, voice and video calls, or collaboration tools - you might want to check out something more robust, like Pebb. It’s designed to bring everything together in one place, making it easier to manage not just schedules but also team dynamics.
5. Sling
Sling, now known as Sling by Toast, is a shift planning tool that combines essential features with affordability. With over 21,000 reviews averaging an impressive 4.7 out of 5, it’s clear that businesses appreciate its straightforward yet effective approach to scheduling. It offers a free plan for up to 50 users, a Premium plan priced at $1.70 per user per month (billed annually), and a Business plan at $3.40 per user per month. Let’s dive into how Sling’s automation makes scheduling a breeze.
Automation and Time-Saving Features
Sling takes the hassle out of scheduling by automating repetitive tasks. You can save completed schedules as templates or even copy entire rosters from one week to the next, cutting down the time spent creating schedules from scratch. With AI-powered conflict detection, Sling flags potential issues like double-bookings, overlapping shifts, or uncovered gaps before they become problems. Kenneth Taylor, Supervisor of System Operations at Expeditors, shared his experience:
"Sling drastically reduces scheduling time. I post weekly schedule in minutes and it replicates to future weeks. Schedules no longer need to be built from scratch."
One of my favorite features is the self-service scheduling option, which allows managers to post open shifts that employees can claim on a first-come, first-served basis. No more endless back-and-forth! Plus, Sling keeps an eye on labor costs in real time, sending alerts when shifts exceed budgets or risk overtime - an invaluable tool for managing expenses.
Mobile and Desktop Accessibility
Sling’s cloud-based system ensures everything stays synced across all devices - desktops, tablets, and smartphones. Whether you’re approving time-off requests or tweaking a schedule, updates happen instantly. Employees, on their end, receive push notifications for any changes and can clock in and out from their phones. The built-in GPS geofencing feature ensures they’re clocking in from the right location, adding an extra layer of accountability.
Communication and Collaboration Tools
While Sling doesn’t have the advanced communication features of some all-in-one platforms, it covers the basics well. You can send messages to individuals or groups directly within the app, and automated notifications ensure employees stay informed about shift updates. It’s simple but effective for keeping everyone on the same page.
6. Connecteam
Connecteam is a frontline worker management platform that simplifies scheduling, time tracking, and team communication - all under one roof. With over 80,000 companies relying on it and a solid 4.8-star rating, it’s a popular choice for businesses aiming to streamline operations. The pricing is straightforward: there’s a free plan for up to 10 users, a Basic plan starting at $29/month for up to 30 users (with an extra $0.50 per additional user), and higher-tier plans priced at $59 and $119/month.
Automation and Time-Saving Features
One of Connecteam’s standout features is its AI-driven auto-scheduler, which can fill hundreds of shifts in seconds. It takes into account employee availability, preferences, skill sets, and business needs. Plus, it flags issues like overlapping shifts, double-bookings, unqualified staff assignments, or scheduling someone during their approved PTO. Need to repeat a schedule? You can set shifts to recur daily, weekly, or monthly - or just copy last week’s schedule with a few clicks.
Another time-saver? Employees can handle shift swaps directly through the mobile app, and once a swap is approved, the schedule updates automatically. Managers can also post open shifts for employees to claim on a first-come, first-served basis. Cristen Gros, VP of Special Projects, shared how Connecteam transformed their scheduling process:
"I had people that we would just schedule for work and hope and pray that they show up. And now, we have an average of a 90-95% attendance rate."
That’s the kind of efficiency that makes a manager’s life a whole lot easier.
Mobile and Desktop Accessibility
Whether you’re on a laptop, iPhone, Android device, or using their specialized Kiosk app for fixed-location clock-ins, Connecteam works seamlessly across platforms. Any changes made on one device sync instantly across all others. Features like a GPS-enabled time clock prevent early clock-ins and automatically create digital timesheets for payroll based on actual hours worked. Employees also stay in the loop with instant push notifications or email alerts whenever schedules are updated or published.
Communication and Collaboration Tools
Connecteam doesn’t stop at scheduling - it also offers tools to improve team collaboration. Each shift comes with built-in boards where managers can attach notes, photos, or checklists to ensure employees have everything they need before starting their shift. While these tools may not be as advanced as Pebb’s integrated features, they’re effective for covering the basics. Restaurant owner Sharlene summed it up perfectly:
"I love how easy it is to make my staff's weekly schedule on Connecteam. My staff love the clock-in and out feature. It's so easy and convenient to use!"
From automation to accessibility, Connecteam delivers practical solutions that make workforce management smoother and more efficient.
7. When I Work
When I Work is a cloud-based scheduling platform that’s already won the trust of more than 140,000 users. With its straightforward interface and powerful shift management tools, it’s no surprise it’s rated 4.0 out of 5 by PCMag and has taken home a Gold Globee® Award for Workforce Management Solutions. For small to mid-sized teams looking to streamline their scheduling process, this platform brings a lot to the table.
Pricing and Affordability
When I Work keeps things simple with just two pricing tiers: the Standard Plan at $2.50 per user/month and the Advanced Plan at $5.00 per user/month. Plus, they offer a 14-day free trial - no credit card required.
Now, here's where it gets interesting. While When I Work is quite affordable, Pebb has a free plan for teams of up to 15 employees and premium features starting at just $4 per user. But let’s dive into what makes When I Work’s automation tools a real game-changer for managers.
Automation and Time-Saving Features
One of the standout features is its machine-learning-powered auto-scheduler. With a single click, it creates complete schedules by factoring in employee availability, skills, and demand. Features like shift templates and copy-paste functionality help shave even more time off the process.
Donna Rea from Caring Transitions shared her experience, saying:
"I have been able to take my employee scheduling from 8 hours a week to merely 15 minutes a week thanks to how easy it is to use When I Work."
The app also makes shift management a breeze for employees. They can swap or drop shifts directly through the app, and managers can approve changes with just a tap - triggering automatic updates to the schedule. For extra flexibility, managers can post OpenShifts, allowing qualified employees to claim available shifts on a first-come, first-served basis.
Mobile and Desktop Accessibility
When I Work doesn’t just save time - it works wherever you do. It’s fully accessible through desktop browsers and dedicated apps for iOS and Android. Managers can build schedules on their computers, while employees receive real-time push notifications and can check updates instantly on their phones.
One cool feature? The mobile app includes GPS geofencing, so clock-ins are restricted to the job site. Dean Malkani, a manager, summed it up perfectly:
"The UI is glorious across browser and mobile app."
Communication and Collaboration Tools
Scheduling is just the beginning. When I Work also includes team messaging and a self-service portal where employees can request time off or update their availability. These tools seamlessly connect scheduling with payroll and POS systems, making the entire process - from creating schedules to issuing paychecks - smooth and efficient. It integrates with major providers like QuickBooks, Gusto, ADP, Square, and Rippling.
Conclusion
Shift planning tools are a game-changer for saving time and cutting costs. They simplify scheduling down to just minutes, help dodge expensive overtime errors, and let team members take control of their own swaps and availability. With advanced automation features, these tools can predict demand, ensure compliance, and replace those chaotic spreadsheets with easy-to-use, drag-and-drop schedules.
When you're picking the right tool, think about your specific challenges. For instance, if compliance tracking is a headache, look for a platform that flags overtime violations or missed meal breaks automatically. And don’t forget to choose a pricing model that matches your team’s size and needs.
Integration is another must-have. Your scheduling tool should sync effortlessly with payroll systems like Gusto, QuickBooks, or ADP to avoid double data entry and cut down on errors. Also, take advantage of free trials. Test the tool with your team to make sure it’s user-friendly and doesn’t require hours of training. Beyond affordability, the ability to integrate seamlessly with your existing systems can make or break your experience.
At Pebb, we’ve built a platform that handles it all - shift scheduling, PTO management, team chat, and updates - all in one place. Our free plan supports teams of up to 15 people, and premium features kick off at just $4 per user. It’s designed for both frontline and desk-based teams who want everything connected without juggling multiple apps.
The right shift planning tool does more than just organize schedules - it brings clarity, reduces admin stress, and keeps everyone aligned. Whether you decide on Pebb or another option, the effort you put into choosing the right fit will pay off week after week. A well-chosen tool ensures your team runs like clockwork, every single day.
FAQs
How does Pebb help save time with automated shift planning?
Managing shifts can feel like juggling flaming torches - one wrong move, and everything comes crashing down. That’s where Pebb steps in to make life easier. It takes the headache out of scheduling by automating the tedious stuff: drafting schedules, handling time-off requests, and even managing those inevitable last-minute changes.
What’s great is how effortless it feels. With Pebb’s tools, you can assign shifts, balance workloads, and ensure every slot is covered without breaking a sweat. And because it’s designed to minimize manual errors, you can stop worrying about double bookings or missed shifts.
Here’s the real game-changer: Pebb doesn’t just save you time (though it saves plenty of that); it lets you focus on what truly matters - growing your business and supporting your team. Plus, everything you need for scheduling, communication, and collaboration is built right in. No need to juggle multiple platforms or tools. It’s all here, ready to work for you.
How does Pebb help businesses save money compared to other tools?
Pebb brings incredible value by offering a free core communication suite and a premium plan priced at just $4 per user per month. To put that into perspective, it’s less than half the cost of many competitors. For example, Microsoft Teams starts at $6 per user for its basic plan and can climb to $12.50 per user for advanced features.
What sets Pebb apart is its all-in-one approach. Instead of juggling multiple tools and subscriptions, Pebb bundles essential features into one affordable package. You get work chat, news feeds, shift scheduling, PTO management, groups, a people directory, and even voice/video calls - all in one place. This consolidation saves businesses an extra $7 or more per user by eliminating the need for additional tools. Whether your team’s on the frontline or in the office, Pebb delivers a streamlined, budget-friendly solution that works for everyone.
How does Pebb make team communication and collaboration easier?
Pebb makes staying connected a breeze with its mobile-first platform, designed specifically for frontline and office employees. Whether you're on a smartphone or tablet, you can send instant messages, receive real-time updates, and access content in multiple languages - all in one place. With features like built-in work chat, push notifications, and a news feed for announcements, Pebb keeps everyone in the loop, even for those without access to corporate email or intranets.
But it doesn’t stop there. Pebb goes beyond messaging by offering tools that truly bring teams together. Think group channels for team discussions, a searchable people directory to find coworkers quickly, voice and video calls for those quick check-ins, and even integrated shift scheduling and PTO management. It’s an all-in-one solution that helps teams coordinate seamlessly. And here’s the kicker: Pebb offers all these essentials at a fraction of the cost of platforms like Microsoft Teams, proving that you don’t need to break the bank to keep your team connected and aligned.
