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Time Tracking · Researched comparison

Best Shift Scheduling Software for Small Teams

By the TaskReports Editorial Team
Published 13 Nov 2026 · Updated 13 Nov 2026Last verified 13 Nov 2026How we score

TaskReports may earn a fee from some links on this page, and some placements are paid and labelled. Neither one decides the order. See our disclosure.

The short answer

When I Work is our top pick for small teams, because Essentials costs $2.50 per user per month and includes auto scheduling, shift swaps, and open shifts on every tier. Sling is the best free start, with scheduling for up to 30 users at no cost, though the time clock needs Premium.

Best overall When I Work $2.50 per user/month Also great Deputy $4.50 per user/month Also great Homebase $24/location/month (billed annually)
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Key takeaways

  • When I Work at $2.50 per user per month is the cheapest per seat shift rota here, with auto scheduling on every tier and no minimum seat count.
  • Sling and Homebase both offer a free plan that covers real scheduling, Sling for up to 30 users and Homebase for one location and up to 10 team members.
  • Per location pricing from Homebase and 7shifts beats per user pricing once a single site grows past about 15 people, so run the math at your headcount.
  • Deputy at $4.50 per user per month adds break rules and demand based scheduling, but scheduling and time tracking are separate modules at $4.50 each.

Comparison

How these compare
ToolBest forPrice rangeFree plan
When I WorkCheap per seat shift rota$2.50 per user/monthFree trial (14 days)
DeputyShift rota with compliance rules$4.50 per user/monthFree trial (31 days)
HomebaseFree rota for one location$24/location/month (billed annually)Yes, 1 location, up to 10 team members
SlingFree rota for up to 30 users$1.70/user/month (billed annually)Yes, up to 30 users
ConnecteamShifts plus operations$29/month for first 30 users (billed annually)Yes, up to 10 users
7shiftsRestaurant shift scheduling$39.99/location/month (billed annually)Yes, 1 location, up to 15 employees
Buddy PunchShifts with punch controls$19/month plus $4.99 per user/month (billed annually)Free trial (14 days)
ClockifyShifts beside time tracking$3.99 per seat/month (billed annually)Yes, up to 5 users
HubstaffShifts with activity data$4.99 per seat/month (billed annually)Free trial (14 days)
QuickBooks TimeShifts inside QuickBooks$20/month plus $10 per user/monthFree trial (30 days)

How we choose

We compared vendor pricing pages, plan details, and product documentation for each tool, opening the pricing pages on 13 November 2026. We weighed the entry price, the free plan limit, whether shift swaps, auto scheduling, and the time clock sit on the entry tier or above it, and whether the price is per user or per location.

Our full method

The shortlist

★ Best overall

When I Work

Best for cheap per seat shift scheduling with auto scheduling

  • auto scheduling on every tier with shift swaps and open shifts
  • the cheapest published per seat price here
Price$2.50 per user/month
See When I Work pricing

When I Work schedules hourly teams with templates, availability, shift swaps, open shifts, and shift confirmations, and includes auto scheduling on every tier, which is rare at $2.50. Staff get the schedule on a mobile app, can swap shifts, and can pick up open shifts

Essentials costs $2.50 per user per month, Pro costs $5, and Premium costs $8, shown as monthly prices, with a 14 day trial and no minimum seat count. The pricing page FAQ also prices single location teams at $2.50 and multi location teams at $5, so confirm the added cost and whether the time clock is included before you model the bill.

Price: $2.50 per user/month

Free plan: Free trial (14 days)

Website: wheniwork.com

Watch out for

  • no free plan, only a 14 day trial
  • the pricing page is inconsistent about whether the time clock is included on every plan, so confirm before you buy
2

Deputy

Best for shift scheduling with break and overtime rules
$4.50 per user/month

Deputy treats scheduling like a logistics problem. Managers can feed in sales data, let the forecast engine predict demand, and auto generate a roster that matches coverage to expected traffic. Break rules, overtime flags, and fair workweek controls are built in

Scheduling costs $4.50 per user per month, and Time and Attendance costs $4.50 per user per month, so a team that needs both pays $9 per user per month unless it moves to Premium at $6 per user per month, which combines them. Payroll runs through integrations rather than natively in the US.

Price: $4.50 per user/month

Free plan: Free trial (31 days)

Website: deputy.com

What we like

  • demand based auto scheduling with meal and rest break rules
  • time clock with face recognition options and GPS geofencing

Watch out for

  • no free plan, only a 31 day trial
  • scheduling and time tracking are sold as separate modules at $4.50 each, so most teams need both
See Deputy pricing
3

Homebase

Best for a free shift rota for one small location
$24/location/month (billed annually)

Homebase combines scheduling with a time clock, hiring, onboarding, and team messaging in one app, built for hourly teams in food service, retail, and care. The free plan covers one location with up to 10 team members and includes basic scheduling, basic time tracking, messaging, and POS integrations.

Essentials costs $30 per location per month, or $24 billed annually, with unlimited team members, and adds advanced scheduling, advanced time tracking, and labour reports. Plus at $56 billed annually adds AI scheduling, and All-in-One at $96 adds payroll with tax filing.

Price: $24/location/month (billed annually)

Free plan: Yes, 1 location, up to 10 team members

Website: joinhomebase.com

What we like

  • free plan covers scheduling, time clock, messaging, and POS integrations for one location
  • pricing is per location, not per person

Watch out for

  • the free plan ends at one location and 10 team members, so a second site or an 11th person needs a subscription
  • payroll is a separate add on at $49 a month plus $6 per employee
See Homebase pricing
4

Sling

Best for a free shift rota for teams up to 30 users
$1.70/user/month (billed annually)

Sling, now Sling by Toast, offers free shift scheduling for up to 30 users, including time off requests, available shifts, long term scheduling, and private messaging. The free plan covers the rota outright, which suits a team that needs a schedule and swaps before it pays for anything.

Premium costs $2 per user per month, or $1.70 billed annually, and adds the time clock, labour cost reports, and extra controls. Business at $4 per user per month, or $3.40 billed annually, adds more reporting and integrations.

Price: $1.70/user/month (billed annually)

Free plan: Yes, up to 30 users

Website: getsling.com

What we like

  • the largest free plan here, covering scheduling for up to 30 users
  • shift trade requests and time off on the free plan

Watch out for

  • the free plan has no time clock, so clocking needs Premium
  • skill based scheduling is limited next to Deputy and 7shifts
See Sling pricing
5

Connecteam

Best for shifts plus operations in one app
$29/month for first 30 users (billed annually)

Connecteam is an all in one employee app, and scheduling is one hub among several covering time tracking, communication, training, and forms. The Small Business plan is free for up to 10 users and includes all hubs and features.

Operations Basic costs $29 a month billed yearly, or $35 billed monthly, for the first 30 users plus $0.80 for each additional user. Advanced costs $49 a month and Expert costs $99 a month, both for the first 30 users, with more controls and support.

Price: $29/month for first 30 users (billed annually)

Free plan: Yes, up to 10 users

Website: connecteam.com

What we like

  • flat price covers the first 30 users, so adding staff does not raise the bill
  • scheduling sits beside time tracking, communication, training, and forms

Watch out for

  • the free plan stops at 10 users
  • each hub is priced separately, so the full app costs more than the Operations price alone
See Connecteam pricing
6

7shifts

Best for restaurant shift scheduling with labour forecasting
$39.99/location/month (billed annually)

7shifts is the only tool here built from the ground up for restaurants. Its plan table lists Comp as free for single locations up to 15 employees, with basic scheduling and time off requests. Essentials at $39.99 per month per location billed annually, or $44.99 monthly, covers up to 30 employees and adds basic clocking, while Pro adds PTO accruals, labour compliance, and labour cost tools.

The tool forecasts labour from POS sales data, so a manager can build a rota that matches expected demand. Premium at $134.99 per location per month billed annually adds tip and task management.

Price: $39.99/location/month (billed annually)

Free plan: Yes, 1 location, up to 15 employees

Website: 7shifts.com

What we like

  • built for restaurants, with POS based forecasting and labour cost tools
  • free Comp plan for one location and up to 15 employees

Watch out for

  • payroll is a separate add on at $39.99 per location plus $6 per employee
  • advanced labour compliance needs Pro at $79.99 per location per month
See 7shifts pricing
7

Buddy Punch

Best for shifts joined to punch controls
$19/month plus $4.99 per user/month (billed annually)

Buddy Punch pairs scheduling with punch controls in one tool. Managers build the rota on Pro, staff see their shifts on a mobile app, and punches are checked against the schedule with facial recognition, GPS stamps, and geofence rules. Rounding and automatic overtime sit on every plan.

Starter costs $19 a month as a base fee plus $4.99 per user per month on annual billing, but scheduling is not included, so a team that needs the rota must take Pro at $6.99 per user per month. Advanced at $12.99 adds more controls and support.

Price: $19/month plus $4.99 per user/month (billed annually)

Free plan: Free trial (14 days)

Website: buddypunch.com

What we like

  • facial recognition, GPS stamps, and geofences on punch time
  • rounding and automatic overtime on every plan

Watch out for

  • scheduling needs Pro at $6.99 per user per month, not Starter
  • the $19 monthly base fee lifts the bill for tiny teams
See Buddy Punch pricing
8

Clockify

Best for shifts beside time tracking
$3.99 per seat/month (billed annually)

Clockify records work hours with timers, weekly timesheets, and a calendar view, and hours can be sorted by project, task, tag, and client. The free plan covers up to five users with unlimited time entries, reports, and apps for web, desktop, and mobile.

Basic at $3.99 per seat per month on annual billing adds bulk editing, required fields, time audit, and billable rates. Pro at $7.99 adds scheduling, forecasting, budgets, and profitability reports Standard at $5.49 adds invoicing, approvals, time off, and overtime reporting.

Price: $3.99 per seat/month (billed annually)

Free plan: Yes, up to 5 users

Website: clockify.me

What we like

  • free plan covers up to five users with timers, timesheets, and reports
  • kiosk clock ins and GPS tracking on higher tiers

Watch out for

  • scheduling and forecasting sit on the Pro plan at $7.99 per seat per month, not on Basic
  • overtime reporting needs Standard at $5.49
See Clockify pricing
9

Hubstaff

Best for shifts with activity data and payroll
$4.99 per seat/month (billed annually)

Hubstaff records hours with a timer that also captures activity levels, screenshots, and app and website use, with optional GPS for field staff. Hours feed timesheets, invoices, and payroll, so an employer can move from tracked time to payment in the same tool.

Starter at $4.99 per seat per month on annual billing, or $7 billed monthly, covers time tracking, limited screenshots, activity and app tracking, and basic reports, with a two seat minimum on every plan. Grow at $7.50 adds more screenshots and limits, and Team at $10 adds scheduling, time off, and payroll.

Price: $4.99 per seat/month (billed annually)

Free plan: Free trial (14 days)

Website: hubstaff.com

What we like

  • screenshots, activity levels, and app tracking on the entry plan
  • payroll and invoicing built in on higher tiers

Watch out for

  • no free plan, only a 14 day trial, and every plan has a two seat minimum
  • scheduling and payroll need the Team plan at $10 per seat per month
See Hubstaff pricing
10

QuickBooks Time

Best for shifts inside QuickBooks Online
$20/month plus $10 per user/month

QuickBooks Time, formerly TSheets, records hours with timers, timesheets, and a time kiosk, with GPS stamps for mobile staff, and scheduling sits in the same app. Hours sync directly into QuickBooks Online and QuickBooks Payroll, so an employer that already runs QuickBooks can move from the rota to payroll directly.

Premium costs $20 a month as a base fee plus $10 per user per month, and Elite costs $40 a month plus $12 per user per month. Both need an active QuickBooks Online subscription, which adds to the real cost.

Price: $20/month plus $10 per user/month

Free plan: Free trial (30 days)

Website: quickbooks.intuit.com

What we like

  • hours sync directly into QuickBooks Online and Payroll
  • GPS tracking and time kiosk on both plans

Watch out for

  • Premium costs $20 a month as a base fee plus $10 per user per month, and both plans need an active QuickBooks Online account
  • no free plan, only a 30 day trial
See QuickBooks Time pricing

What to check before you buy

  • Free plan limits: count the locations and people allowed, since Homebase stops at one location and 10 team members, Sling stops at 30 users, and 7shifts stops at one location and 15 employees.
  • Time clock: check whether the clock is included, since Sling keeps it on Premium and 7shifts starts basic clocking on Essentials, while Homebase includes it on the free plan.
  • Billing model: check whether the price is per user, per seat, or per location, and whether a base fee applies, since Buddy Punch adds $19 and QuickBooks Time adds $20 a month.
  • Auto scheduling: if you want the rota built for you, check which tier carries it, since When I Work includes it on every tier and Deputy keeps demand based scheduling on its higher tiers.
  • Payroll link: check whether hours sync directly to your payroll tool, or whether you need a manual export each pay period, since QuickBooks Time syncs natively and Deputy relies on integrations.
SetupMonthly bill for 3 locations, 10 people eachTool
3 locations, 10 people each$72.00Homebase Essentials, 3 locations at $24
3 locations, 10 people each$75.00When I Work Essentials, 30 users at $2.50
3 locations, 10 people each$87.00Connecteam Operations Basic, $29 for first 30 users
3 locations, 10 people each$119.977shifts Essentials, 3 locations at $39.99
3 locations, 10 people each$135.00Deputy Scheduling, 30 users at $4.50
1 location, 10 people$0Sling free, up to 30 users
1 location, 10 people$0Homebase free, 1 location, up to 10 team members
1 location, 25 people$42.50Sling Premium, 25 users at $1.70

FAQ

What is shift scheduling software?

Software that builds the rota for each shift, shares it with staff, and handles shift swaps, time off, and open shifts. A spreadsheet only lists names and times. Shift scheduling software matches coverage to demand, flags overtime before the week starts, and gives every worker the schedule on a phone, with changes and swaps in the same place.

Which tool is best for a small team on a tight budget?

Sling fits best for a team up to 30 users, since scheduling is free with time off requests, available shifts, and private messaging, and Premium costs $1.70 per user per month on annual billing. Homebase is the other free start, with scheduling and a time clock free for one location and up to 10 team members.

How much does shift scheduling software cost?

Entry prices run from free to $10 per user or seat per month, with per location plans from $24 a month at Homebase and $39.99 at 7shifts. A team of 10 pays $0 on Sling free or Homebase Basic, $25 on When I Work Essentials, $29 on Connecteam Basic, or $120 on QuickBooks Time Premium. Base fees add to the real cost.

Do these tools handle shift swaps?

Most do. When I Work, Deputy, Homebase, Sling, Connecteam, and 7shifts all let staff swap shifts or pick up open shifts from a mobile app, with manager approval where the plan requires it. Buddy Punch, Clockify, Hubstaff, and QuickBooks Time focus more on hours and payroll, so check whether swaps are included in the plan you buy.

Which tool is best for a restaurant?

7shifts fits best for a restaurant, since it is built for restaurants, with POS based labour forecasting, shift swaps, and time off in one app. Comp is free for one location and up to 15 employees, and Essentials costs $39.99 per location per month on annual billing. Homebase is the cheaper alternative, with a free plan for one location and payroll as an add on.

Sources we checked

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How we score

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When I Work#1 PICK
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