Rostering / Employee
Automated Employee Scheduling / eRostering – save time, reduce costs and ensure regulatory compliance while delivering exceptional service.
· Plan and Automate Shifts and Rosters
· Cost out Rosters and Shift Patterns
· Optimize Rosters to match expected Demand
· Cost out Rosters and Shift Patterns
· Optimize Rosters to match expected Demand
· Automatically Assign Tasks
· Give Employees Control over Rostering
· Eliminate Paper-based Rosters
· Give Employees Control over Rostering
· Eliminate Paper-based Rosters
Schedule Staff Weeks In Advance With A Click Of A Button
Right Person – Right Place – Right Time
Softworks Employee Scheduling Software is an automated solution that expertly balances staffing levels, matches necessary skills, and adheres to compliance standards for effective workforce scheduling.
Here’s what makes it great:
Effortless Shift Planning: Intuitively design shift patterns and rosters with automated employee scheduling.
Smart Cost Tracking: Easily monitor shift and roster costs, including overtime.
Task Allocation Made Simple: Distribute tasks fairly, considering employee skills and preferences.
Adaptable to Changes: Quickly adjust to last-minute staffing needs and future projections.
Empower Your Staff: Let employees manage their scheduling preferences for greater satisfaction.
Go Paperless: Eliminate paper and transition to digital scheduling to save time and reduce errors.
Compliance-Focused Scheduling: Align staff allocation with legal and operational standards, ensuring optimal workforce deployment.
Benefits of Employee Scheduling Software
Plan and Automate Shifts and Rosters
Schedule available employees into shifts and rotas with ease. Manage absences, and oversee employee total hours and costs. Align employee scheduling with work demand.
Cost out Rosters and Shift Patterns
Show accurate costing for the allocation, including premium rates or any overtime rules.
Automatically Assign Tasks
Assign tasks that consider employee preferences and fairness of shift distribution – bank holidays, weekends and night shifts.
Map employee tasks with skills & constraints – gender balancing, languages, years of service & seniority.
React to unforeseen situations and Futureproof
Fill any staffing gaps. Send triggers via email and text message to available staff and request them to fill the shift.
Anticipate staffing levels for a similar period and ensure you have adequate skilled staff assigned.
Give Employees greater Control over Rostering
Give employees control over their rostering preferences. Enable them to check their rosters with ease by using the Softworks Employee Self-Service App.
Eliminate Paper-based Rosters
Save time and money and reduce errors associated with manually prepared paper-based schedules.
Frequently Asked Questions
What is an Employee Scheduling Software?
Employee scheduling software is a tool designed to help businesses create and manage employee schedules efficiently. It automates the scheduling process and eliminates the need for manual scheduling, reducing the risk of errors and improving accuracy. The software can be used to create schedules, manage time-off requests, and approve shifts, making it easier to coordinate and communicate with employees.
How much does the Employee Scheduling Software cost?
Softworks pricing is determined by the size of your organization, with a one-time implementation fee. To get a quote, please click here.
Who uses Employee Scheduling Software?
Employee Scheduling Software is used by a wide range of industries and organizations across different sectors. It is commonly utilized by businesses of all sizes. Furthermore, it finds applications in industries such as retail, healthcare, hospitality, manufacturing, customer service, transportation, and more. Essentially, any organization that requires effective management of employee schedules can benefit from using Employee Scheduling Software.
How long does it take to implement Employee Scheduling Software?
The implementation time for Employee Scheduling Software can vary depending on the complexity of your organization’s requirements. Generally, the implementation process involves activities such as installation, configuration, integration with existing systems (if applicable), shift rules setup, employee data setup, and training. To get an estimate – Contact Us!
Where can employees view their rosters?
Employees can view their rosters through the Softworks Employee Self-Service Software on their Desktop or Mobile. Additionally, employees can set their availability, request preferred shifts, and swap shifts with their collegues.
Is there an App to view rosters?
Yes, Softworks Employee Self-Service App allows employees to view their schedules and rosters conveniently. The App is designed to be accessible on smartphones or tablets, providing employees with real-time access to their assigned shifts, upcoming schedules, time-off requests, and other relevant information. It enhances employee engagement and offers flexibility in accessing schedule-related details from anywhere.
Can Employee Scheduling Software integrate with 3rd party Payroll, ERP or HR systems?
Yes, Softworks Employee Scheduling Software can integrate with all major 3rd party Payroll, ERP, and HR systems. These integrations allow for seamless data exchange between different software solutions, ensuring that scheduling information is synchronized with payroll calculations, resource allocation, and HR processes. By integrating with these systems, the Employee Scheduling Software improves overall efficiency and reduces administrative tasks.
Can Employee Scheduling Software provide Shift Reports?
Yes, Softworks Employee Scheduling Software can generate comprehensive Shift Reports. These reports provide insights into shift assignments, employee attendance, hours worked, overtime, and other relevant data. Shift Reports help managers and supervisors monitor and analyze staffing levels, identify trends, assess employee performance, and make informed decisions to optimize scheduling processes and ensure effective workforce management.
Can Employee Scheduling Software manage organizations with more than 10000 staff?
Absolutely! Softworks Employee Scheduling Software is designed to handle organizations with a large number of staff, including those with more than 10000 employees. The software’s scalability ensures it can effectively manage and schedule shifts for organizations of various sizes, accommodating the needs of both small and enterprise-level companies.
Can Employee Scheduling Software manage multiple shift patterns?
Yes, Softworks Employee Scheduling Software is capable of managing and accommodating multiple shift patterns. It allows organizations to define and create different types of shifts based on their specific requirements. Whether it’s fixed shifts, rotating shifts, split shifts, or any other complex shift patterns, the software can handle them, ensuring accurate scheduling and optimal staffing for each shift.
How does the Employee Scheduling Software automatically assigns shifts?
Softworks Employee Scheduling Software utilizes various algorithms and rules defined by the organization to automatically assign shifts. These rules can consider factors such as employee availability, skills, preferences, labor laws, and business requirements. The software’s intelligent scheduling capabilities take these factors into account and generate optimized schedules based on the defined rules, ensuring fair and efficient shift assignments.
Is there a shift swap option for employees?
Yes, Softworks Employee Scheduling Software provides a shift swap feature that allows employees to request or initiate shift swaps with their colleagues. This feature enables employees to find suitable replacements for their assigned shifts, as long as it complies with the organization’s policies and rules. By facilitating shift swaps, the software promotes flexibility and employee collaboration and empowers staff to manage their own schedules to some extent.
Related Content
What We Do – The Softworks Story…
From Time and Attendance Tracking to a complete Workforce Management Solution…
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Your business’s productivity is only as strong as its staff, so it stands to reason that you should strive for workforce satisfaction with employees who feel valued. When employees are happy, your operations function more smoothly, and your business thrives. However, rostering is one of the most labour-intensive management processes, demanding detailed, rigid administration that often fails to keep pace with the changing day-to-day operational landscape. This is why Softworks has created cutting-edge Employee Scheduling software that’s as flexible as your workforce.
Global leaders in Workforce Management
Softworks has supported organisations around the world for over 35 years, delivering intuitive, robust, and flexible solutions which drive genuine efficiencies while bolstering employee engagement. We’ve designed our fully customisable platform for businesses of all sizes, offering enhanced Compliance Checks, minimising errors, and improving your management’s reporting capabilities. Effective employee scheduling is a key driver in a safe and constructive work environment, from healthcare and manufacturing to retail and the public sector. Softworks is dedicated to bringing a positive change to your employees’ working lives.
Turning Manual Functions Digital
Manual scheduling is time-consuming and complicated, which is why Softworks’ Employee Scheduling software is such a boon for managers, administrators, and HR departments. Paper-based or spreadsheet scheduling is inherently error-prone, and the process falls apart as soon as one person fails to turn up for a shift. Our software avoids the costly errors and rigidity of manual scheduling, helping minimise the need for overtime and the low morale that arises from perceived unfair allocation.
Automated Scheduling is, quite simply, the way ahead for modern businesses, offering shift allocation based on:
- Complex business rules
- Employee availability
- Required skills
- Anticipated demand
Manage your Taskforce With Ease
Our fully integrated Time and Attendance tracking software uses Advanced Scheduling logic to ensure the right employee is in the right place (at the right time). Live attendance data provides instant visibility into unanticipated absences and late or early departures, empowering managers to make well-informed decisions that help keep productivity on target. Our Employee Scheduling software helps you stay on budget and avoid overspending on wages and overtime. Optimise every schedule for sufficient workforce coverage and financial sustainability. Our Automated Scheduling becomes a key tool for ongoing Labour Optimisation.
Mitigating your Scheduling Risks
Regulatory compliance is one of your business’s most complex HR challenges, especially when you’re dealing with employees with varying needs and departments across multiple locations, countries, and continents. Our Employee Rostering platform takes the location into account and enforces all relevant regulations regarding:
- Minimum rest periods
- Maximum weekly working hours
- Complex pay rate calculations
This ensures that your schedules protect your workforce in line with the law, affording peace of mind to employees and customers that demonstrates a commitment to ethical labour practices. Let Softwork uphold your compliance and sustainable operations for a happier, healthier workplace for all.
Empower Your Team with Intuitive Employee Scheduling Software
Organisations that consider the happiness and satisfaction of their workforce build a team of more engaged and productive workers who prioritise customer service. Our Employee Self-Service app,, in conjunction with our scheduling software,allows team members to view and manage their schedules, automating the global schedule based on their stated availability and taking into account annual leave allowances and training downtime. This eliminates the frustrating rigidity of manual processes, putting control and transparency into your employees’ hands for a highly engaged and empowered workforce.
Empower your Employees with Softworks’ Self-Service App
Our Employee Self-Service (ESS) app provides each employee access to their schedule and staff account via a desktop, laptop, smartphone, or tablet. The functions available include:
- Checking work schedules
- Requesting holiday/paid time off (PTO) and other types of leave
- Viewing their flexitime and leave balances
- Updating their personal information
These capabilities relieve HR personnel and managers of repetitive admin tasks by reducing the number of queries, calls, and emails that often distract them from their strategic objectives. Empower each worker and reap the benefits of a deeply engaged, productive workforce.
Tracking Availability for Optimal Scheduling
Softworks’ innovative ESS module allows employees to log their preferred working times, blackout dates, or work-time constraints, which offers each individual more control over their work-life balance. Once input, our Automated Scheduling algorithm generates schedules aligned to business demand, pooling the availability of the entire workforce to ensure qualified team members are at the right posts at the right time. This Availability Tracking functionality drastically reduces workplace friction, minimising Scheduling Conflicts and helps build organisational morale.
Agile Shift Management Functionality
Modern businesses need agile workforces, often requiring individuals capable of supporting operations in a range of ways. We embody this approach in our Employee Self-Service app, allowing employees to request shift swaps with qualified colleagues, offer shifts for others to cover, or request shifts that management has posted as vacant. The ESS app integrates with our entire Workforce Management ecosystem, which records individual workers’ skills and qualifications, ensuring that shift swappers can perform the task safely and skillfully while maintaining Regulatory Compliance. This innate flexibility leads to a satisfying work-life balance and a workforce engaged at the right time and in the right place.
Empowering your Workforce
The Softworks self-service model minimises the admin burden on managers and HR personnel by providing instant access to personal information, leave balances, and pay history. The ESS app allows employees to check their accrued balances at the touch of a button, rather than waiting for a response from HR or a manager. This accounts for a colossal amount of work time saved when compounded over an entire workforce, offering deep efficiencies that translate into cost savings without reducing headcount. It means that HR personnel and managers can focus on strategic and supportive objectives that bring genuine value to the organisation through greater productivity, engagement, and a better service to internal and external customers.
Softworks: The Smart Rostering Software for Modern Workforces
Rostering and scheduling are typically among the most challenging organisational tasks, especially for workplaces that accommodate diverse roles, multiple locations, and various functions. This is why Softworks is committed to helping streamline your business processes with a suite of Workforce Management functions that make the complex task of workforce allocation easier.
Automated Payroll Integration and Compliance Checking
Our innovative Employee Scheduling software automatically applies your organisation’s specific work rules and pay policies, which dramatically reduces manual errors and the administrative burden of time tracking. Our scheduling software has Payroll Integration baked in, ensuring that employees are paid correctly and that time-tracking data is continually assessed for Regulatory Compliance, aligning with all workforce laws, including the European Working Time Directive, the Fair Labour Standards Act (USA), and the Canada Labour Code. Our time-tracking platform validates every hour worked against mandatory break times, maximum shift lengths, and applicable pay rates (e.g., overtime, weekend premiums). This level of functionality guarantees Labour Optimisation within your organisation at every functional pay grade.
Intelligent Time and Attendance Data
We have designed our dynamic scheduling software to align role requirements with staff skills, certifications, and training expiry dates, guaranteeing all employee training is up to date and ready for operations. This is vital within sectors such as healthcare, manufacturing, and construction, where safety, quality, and security depend on the availability of qualified personnel. Our intelligent scheduling/rostering software will never permit an underqualified employee to work a shift, protecting product safety and quality while preventing human error from vital staffing decisions. The system even notified managers and employees through the Self-Service app when employee certifications are due for renewal, securing continuous regulatory compliance and workplace safety.
Instant Data Validation
Our scheduling/rostering module interacts with our Time and Attendance system and validates clocking data against planned schedules. It flags deviations, such as late arrivals, early departures, or missed breaks and natively integrates with your Payroll department, performing the necessary pay calculations and ensuring employees are paid correctly, on time, and based on actual hours worked. Complex rules and tariffs are automatically enforced, drastically reducing the administrative burden and overcoming the problems of manual data entry that can lead to payroll disputes.
Minimising your Labour Costs
Softworks offers an unrivalled level of operational oversight into labour spend by instantly converting Time and Attendance data into Payroll costs. Our software presents the real-time cost implications of a range of staffing decisions, helping managers make swift decisions that feed directly onto the shop floor. This is what defines Softworks as the Smart Rostering Software for the modern workforce, promising that every scheduled minute is optimally productive and compliant with workplace regulations. Softworks is proud to be ISO 9001- and ISO 27001-certified, offering the reassurance of premium information security for all employees and operational data throughout your organisation.
Automated Employee Scheduling Software for Seamless Workforce Management
Softworks is at the forefront of automated scheduling, delivering solutions that boost your rostering process with unparalleled efficiency. Gain the foresight and control that helps streamline your entire operation by reducing staff-time wastage and enhancing employee satisfaction by increasing the visibility and fairness of your scheduling processes.
Our intelligent scheduling/rostering software builds optimised, fair, and rule-based schedules, which take multiple variables into account, such as:
- Employee Availability and the ability for employees to update their availability via the Employee Self-Service Mobile app
- Employee skill sets, ensuring that only qualified workers are allocated shifts
- Employee preferences
- Compliance with workforce laws and union regulations
Demand Forecasting Made Easy
Demand Forecasting is at the heart of our employee scheduling engine. The system predicts dynamic staffing needs according to time of day, seasonality, and production requirements, using POS systems, historical sales data, call volume records and patient acuity metric. This predictive intelligence ensures that staffing levels match the anticipated workload, regardless of your industry. Our Demand Forecasting functionality helps eliminate overstaffing during down-times and prevents understaffing at peak demand, providing intelligent Labour Optimisation that impacts your bottom line.
Minimising Scheduling Conflicts
Minimise schedule conflicts intelligently with our Demand Forecasting functionality, designed to take the headache out of creating effective and efficient employee schedules.
Our scheduling engine scans real-time rostering efficiency, learns your organisation’s production rhythms, and automates your schedules up to a year in advance. If the system predicts a need for 10 qualified staff members at 3 p.m. to meet business demand, it assigns 10 employees with the required skills and confirmed availability to that shift. This minimises the need for last-minute overtime and improves workforce efficiency by distributing the workload fairly.
Critical Employee Scheduling for Healthcare
Our eRostering software is indispensable in sectors such as healthcare, where our acuity-based schedules are calculated for each patient’s care needs. It assigns your employee resources based on need, offering advanced Labour Optimisation that helps minimise workforce stress, prevents burnout, and ensures high-quality care.
Labour Forecasting for the Retail and Manufacturing Sectors
Rostering and scheduling become particularly challenging around events such as retail sales and manufacturing production deadlines. Allow Softworks’ intelligent Labour Forecasting functionality to align your staff with uptime, downtime, and output targets, ensuring that staff time is used efficiently to meet high customer expectations while maintaining an auditable Compliance Trail.
Predicting Absence
Softworks is pioneering AI-ready HR software that automates time-consuming administrative tasks and optimises your organisation’s workforce planning. Our Absence Predictor analyses historical shift patterns with absence trends to forecast likely no-shows once schedules have been created. This offers a valuable preventative buffer that allows managers to proactively adjust schedules before disruption occurs by:
- Managing shift bidding
- Minimising disruptions
- Maintain workforce stability
This ability revolutionises shift-based industries, such as healthcare, retail, and manufacturing, which rely on a strong workforce to deliver excellent customer outcomes.
AI researcher Chris Deegan found that AI’s effectiveness depends onhigh-quality data, automated data validation, and real-time updates, all of which are provided by Softworks’ suite of workforce management solutions.
Automated Employee Scheduling Software for Seamless Workforce Management
Today’s business environment demands agility, and while this offers workplace flexibility, it can complicate administration.
This is why we’ve developed our automatic employee scheduling/rostering software to:
- Deliver seamless workforce tracking and management
- Optimise workforce planning and deployment
- Align material and human resources with demand
- Boost productivity
- Reduce operating costs
Beyond forward planning, our Employee Scheduling software facilitates real-time management when schedules change unexpectedly, with a range of tools for responsive Shift Management. The Softworks Real-Time Gaps Screen presents a gap view of your current schedule, grouped by department, location, date, and severity, becoming an essential feature for rapid managerial response.
Recognise Vacancies Immediately
One of the most useful modules in our Employee Self-Service portal is the Vacancy Alerter, which sends email and text notifications to qualified staff whenever schedule gaps arise. Once the shifts are covered, the Daily Planner Screen provides a live productivity feed, consolidating additional Time and Attendance data with payroll on a single adaptive platform page.
Employee Scheduling Solutions for Multiple Industries
We recognise that different industries have varying scheduling/rostering needs, which is why we’ve baked flexibility into our employee scheduling solutions.
- Healthcare: Automatically create schedules based on varying patient needs and strict Compliance Checks—ideal for hospitals, care homes, and community care. Our scheduling software adheres to whichever regulations govern your workforce, such as the European Working Time Directive, ensuring patient safety and staff well-being.
- Manufacturing: Align your workforce resources with production demands. Optimise your schedules to meet targets without relying on overtime and temporary workforce.
- Retail & Hospitality: Manage your staffing levels to meet fluctuating customer demand, controlling split shifts and seasonal staff to best serve customer needs. Trigger alerts for managers to deploy floor staff strategically with Real-Time Updates that ensure workers are in the right place at the right time for optimal productivity.
- Public Sector: Create fairer schedules in demanding workplaces, ensuring you comply with strict work-time regulations. Monitor your Labour Costs for auditable time-and-attendance records, which are often required for publicly funded institutions.
Softworks’ comprehensive analytics and reporting tools deliver over 1,000 reports through intuitive dashboards, offering transparent consolidation of attendance trends, overtime, and Labour costs, while tracking flexi-time balances and much more.
Empowering your Managers
Supercharge your management team with Softworks’ Employee Scheduling software for data-driven decisions based on precise Time and Attendance data. Our Alerter module delivers scheduled alerts and triggers based on upcoming deadlines, potential workforce issues, and outstanding tasks, such as timesheet approvals or back-to-work interviews. Ultimately, Softworks provides an end-to-end management tool, offering Demand Forecasting and post-shift analyses that help fine-tune the art of people management for optimal productivity, accountability, and workplace satisfaction.
Trust Softworks with your Employee Scheduling Needs
Our Employee Scheduling software represents a strategic investment that streamlines your business’s operations through robust Compliance Checks, significantly reduced Labour Costs, and controlled Labour Optimisation. Develop a more positive, highly engaged workforce with features like our Employee Self-Service Scheduling software, which delivers transparent Shift Management through auditable Time and Attendance data that reports directly to Payroll, ensuring workers are paid accurately and on time for their contributions. Use our Demand Forecasting in integration with Automated Scheduling to deliver lasting positive impacts on your employees and your bottom line.
Experience how Softworks’ Employee Scheduling/Rostering software could supercharge your workforce. Book a Demo with our expert team today.
