Bar Scheduling Software: Find the Best Solution for Your Bar Staff

Running a bar is anything but predictable. Between late-night shifts, seasonal rushes, and high employee turnover, bar managers have their hands full—and that’s before even touching the employee schedule.

Spreadsheets and whiteboards just don’t cut it anymore. If you’re constantly fielding texts about missed shifts and last-minute coverage changes, it’s time to upgrade. Bar scheduling software helps you simplify your team calendar, reduce chaos, and keep your staff (and customers) happy.

This guide breaks down exactly what to look for in bar scheduling software, compares the top tools, and helps you find the right fit, whether you run a cozy neighborhood spot or a high-volume cocktail bar.

TL;DR: Bar scheduling software

Choosing the right bar and restaurant software for scheduling isn’t just about building a shift calendar—it’s about saving time, avoiding chaos during rush hours, and keeping your team in sync. This guide covers the best bar scheduling tools for 2025 and helps you find the right one for your team and budget.

What is bar scheduling software? It's a tool that simplifies staff scheduling with features like shift swapping, mobile access, and real-time updates.

Why bars need specialized scheduling software: Bars have late-night hours, high turnover, and complex tip structures that require more than a basic calendar.

What features to keep top of mind: Shift swaps, mobile apps, easy team messaging, labor cost forecasting, compliance alerts, POS/payroll integrations, and support for special events.

Top bar and restaurant schedule makers to consider: 

• 7shifts - Best restaurant scheduling app for growing bar and restaurant groups
• Homebase - Best scheduling software for small bars that want an easy, all-in-one solution
• Deputy - Best for mid-to-large bars that need flexible scheduling and deep POS integrations
• When I Work - Best scheduling app for small bars that need simplicity and mobile-first tools
• HotSchedules by Fourth - Best restaurant scheduling software for enterprise-level bars and restaurants

Microsoft Team has Shifts for team scheduling, but it’s not designed with bars or restaurants in mind and will require workarounds for bar-specific needs.

Free and affordable options: Homebase and 7shifts both have free plans, and When I Work offers affordable paid plans for small teams.

Tips for choosing the best software: Make sure it fits your bar’s size, budget, tech stack, and staff preferences. Test how easy it is to use and make sure you’ll get reliable customer support with training and beyond.

What to avoid: 

• Don’t get caught up in all the fancy features, especially if you don’t need them, because they’ll only go unused and hike up the final price
• Look out for hidden fees, like per-user pricing, integration add-ons, or surprise setup fees—they can add up quickly
• Don’t ignore your team’s needs and preferences—they’ll be using the tool as much as you, so make sure they like it, too!

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What is bar scheduling software, and why do you need it?

Bar scheduling software is a digital tool that helps bar managers build, share, and manage staff schedules. Instead of juggling group chats, sticky notes, and spreadsheets, you get one platform where your entire team can view shifts, swap coverage, and get real-time updates.

Bars tend to run late hours, schedule multiple roles per shift, and handle sudden staffing changes. That’s why having the right software—especially right on your phone—makes all the difference.

Why bar scheduling software matters:

• Mobile access means staff can check or swap shifts anytime—no more late-night texts
• Shift-swapping tools reduce stress and keep you from being the middleman
• Late shift and compliance tracking help you stay on top of labor laws and prevent burnout
• Integrated communication tools make it easy to update the whole team fast

Key features to look for in bar scheduling software

Not all scheduling software is created equal, especially when it comes to bars. Here’s what to prioritize:

Real-time shift scheduling and updates

Bar work is fast-paced, and when plans change, you need to be ready. With real-time scheduling, your team gets instant updates whenever a shift is changed, canceled, or filled. This prevents confusion and keeps everyone on the same page.

Shift-swapping

Letting your team trade shifts easily without disrupting your schedule helps reduce no-shows and last-minute texts. You can add a manager approval step before shift changes are confirmed or use auto-approval based on rules you set.

 This kind of flexibility builds a sense of autonomy and trust among your team and saves you the trouble of constantly changing the schedule yourself.

Mobile-friendly

Your team likely isn’t sitting at a desk checking email—they’re behind the bar, on their feet, or commuting. That’s why mobile access is essential. Look for an app that’s intuitive, reliable, and keeps staff connected and updated no matter where they are.

Easy communication

Scheduling isn’t just about the calendar—it’s about communication. Built-in messaging helps you keep your team in the loop about changes, open shifts, or policy updates. Plus, this way, you can rely less on separate group chats, emails, or missed texts.

Labor cost forecasting and budgeting

Staying on budget is easier when your schedule shows how much each shift will cost. Some software calculates labor costs in real-time as you build the schedule. This helps you avoid accidental overspending while keeping margins healthy.

Labor costs are one of the biggest expenses for bars and restaurants, accounting for more than a third of revenue in full-service businesses in 2022. 

That’s why real-time labor cost forecasting built into your scheduling software or restaurant management software is so critical. It helps you stay within budget while keeping the right number of staff on the floor.

Compliance tools

Bars can’t afford to overlook labor laws, especially when it comes to regulations on overtime, tips, breaks, or shift lengths. Look for tools that flag potential compliance risks automatically. This helps you avoid costly fines and protects your business and your team.

Integration with POS and payroll systems

Your schedule, payroll, and sales systems should work together. Choose software that syncs with your POS and payroll tools so you’re not entering the same data twice. This improves accuracy and saves hours of admin time each month.

Support for special events and seasonal staffing

Bars often deal with seasonal rushes or special events like sports nights, concerts, or holidays. Your software should let you adjust staffing levels easily for these surges. Bonus points if it helps you forecast based on past demand.

Comparing the best bar scheduling software solutions

We did the research so you don’t have to, and narrowed down the best bar and restaurant software for scheduling to these five choices:

1. 7shifts - Best restaurant scheduling app for growing bar and restaurant groups

7shifts is a scheduling and team management tool built specifically for restaurants and bars.

• Best for: Multi-location restaurants and bars that need advanced labor forecasting
• Pricing: Starts free; paid plans begin at $29.99/month per location
• Trial: Free for 14 days
• Pros: Restaurant scheduler with a simple interface, scheduling and compliance features, and built-in labor cost tools
• Cons: Limited free plan, some users report occasional glitches, higher cost for small teams

2. Homebase - Best scheduling software for small bars that want an easy, all-in-one solution

Homebase is a flexible, all-in-one scheduling tool designed for small businesses and hourly teams, including bars with late-night hours, high turnover, and fast-paced environments.

•  Best for: Small bars that want easy-to-use, affordable scheduling and payroll tools
•  Pricing: Starts free; paid plans begin at $24/month per location
• Trial: Free 14-day trial of All-in-One (highest tier)
•  Pros:
  
  • Built specifically for small hospitality teams
  • Includes drag-and-drop scheduling, time tracking, and team messaging in one app
  • Free plan covers essential features, and paid plans scale as your team grows
  • Mobile app makes it easy for bartenders and servers to view schedules, trade shifts, and get alerts while on the go
•  Cons: Multiple locations are supported, but not built for enterprise-level multi-location teams

Whether you're managing a few part-time bartenders or juggling rotating schedules each weekend, Homebase helps you simplify your schedule and cut down on admin time. You can also integrate scheduling with payroll, time tracking, and hiring, so everything’s in one place.

3. Deputy - Best for mid-to-large bars that need flexible scheduling and deep POS integrations

Deputy is a strong platform known for its deep compliance features, POS integrations, and flexible scheduling for late-night hours.

• Best for: Medium to large bars that want detailed forecasting and compliance tracking
• Pricing: Starts at $4.50/user per month for just scheduling, and scheduling + time tracking starts at $6/user per month
• Trial: Free for 31 days
• Pros: Integrates with popular POS systems like Toast and Lightspeed; ideal for complex labor law tracking and late-shift scheduling
• Cons: May be more advanced than needed for small bar teams

Are you wondering about Deputy compared to other tools, or looking to move from Deputy to a different tool? Here’s a list of the best Deputy alternatives.

4. When I Work - Best scheduling app for small bars that need simplicity and mobile-first tools

When I Work is great for small bars that want quick setup and strong communication tools.

• Best for: Small to mid-sized bar teams with frequent shift changes
• Pricing: Starts at $2.50/user per month for a single location or schedule, and multiple locations/schedule starts at $5/user per month
• Trial: Free for 14 days
• Pros: Easy drag-and-drop scheduling, built-in messaging, and mobile alerts
• Cons: May lack deep analytics or forecasting for larger operations

5. HotSchedules by Fourth - Best restaurant scheduling software for enterprise-level bars and restaurants

HotSchedules by Fourth is scheduling software for restaurants and bars with large teams that need labor analytics and multi-location control.

• Best for: Larger bars or multi-unit bar-restaurants
• Pricing: Custom quotes only
• Trial: No free trial, but you can get a free demo of their restaurant scheduler
• Pros: Restaurant staffing schedule with advanced labor forecasting, analytics,  compliance tools, and enterprise features
• Cons: Higher price point and more complexity—best suited for bigger teams or hospitality groups

Looking for more options that are for restaurants? Check out our article about the best restaurant scheduling software.

Does Microsoft have scheduling software suitable for bars?

Yes, Microsoft Teams includes a scheduling feature called Shifts that bar teams can use. It lets you assign shifts, track time, view schedules, and swap shifts.

But here’s the catch: it’s not designed specifically to be a tool for a bar or restaurant staffing schedule. Shifts is fine for basic operations, but lacks tools like tip tracking, compliance alerts, and labor forecasting. You’ll need workarounds for some bar-specific needs, and your team may find it less intuitive than scheduling software for restaurants and bars.

Is there a free scheduling app suitable for small bars?

Absolutely, here are two free and one low-cost scheduling apps suitable for small bars:

• Homebase: Free for your first location and team of up to 10. It includes basic scheduling, time tracking, point-of-sale integration, and an add-on for payroll.
• 7Shifts: Free for a single location with a team of up to 20. It includes the basics for scheduling, time clocking, team communications, and time off requests.
• When I Work: 14-day free trial and paid plans are affordable, starting at $2.50/user per month for a single location or schedule. It includes auto scheduling, schedule templates, time off management, and labor forecasting.

If you’re running a smaller operation, a free restaurant schedule maker can go a long way. But most free plans cap team size or don’t include all features and integrations.

As your team grows and you need more complex features to help manage your team, consider upgrading to a paid plan to get more flexibility and support.

How to choose the best scheduling software for your bar

When choosing a scheduling tool for your bar, here’s how to find your perfect match:

1. Size up your team

If you’re managing a tight-knit team of 5 bartenders, you may not need enterprise-level tools. But if you’ve got multiple roles, rotating shifts, and part-time staff, more advanced features can save time and reduce stress. Match the complexity of your bar to the tool’s capabilities.

2. Budget wisely

Free and low-cost tools can be great for new or small bars. But if paying for a tool with those extra features will save you even more hours of admin work each week, it may be worth the investment. Always balance cost with time savings and peace of mind.

3. Check your tech stack

Your scheduling software should integrate with the tools you already use. That means POS, payroll, and HR platforms. The smoother your systems talk to each other, the fewer errors (and headaches) you’ll have.

4. Test the interface

Before committing, test the tool yourself—or better yet, have your team test it. Look for intuitive navigation, mobile accessibility, and clear visuals. If the interface is clunky or confusing, your team may resist using it.

5. Look for support

Even great software comes with a learning curve. Make sure the provider offers onboarding support, help docs, and responsive customer service. Strong support helps you get up and running fast and keeps operations smooth when problems arise.

Things to avoid when shopping for the best bar scheduling software

When you’re comparing tools, you might feel overwhelmed by all the options. Here’s what to avoid so you can focus on what matters most:

Too many features you don’t need

Don’t get caught up in bells and whistles if they won’t solve your problems. Focus on your must-haves—like shift swaps, mobile access, or compliance alerts. Extra features might sound impressive, but they can clutter the software and complicate training.

Hidden fees

Some platforms appear budget-friendly but tack on charges like per-user pricing, integration add-ons, or surprise setup fees. These costs can add up and quickly make what looked like an affordable tool become expensive.

Always read the fine print before signing up. Look for transparent, flat pricing when possible.

Ignoring your team

Your schedule only works if your staff actually uses it, so don’t ignore their feedback or preferences. Make sure they’re comfortable with the platform and can access it easily. Involve them in the trial process and take their input seriously.As a bar or restaurant manager, communication with your team should always be top of mind. 

Make scheduling a strength, not a stressor

The right scheduling software doesn’t just organize shifts; it also builds a stronger bar team. You’ll spend less time juggling schedules and more time creating a smooth, efficient operation behind the bar.

Whether you’re managing one small team or multiple locations, you can:

• Save hours building schedules with drag-and-drop tools
• Prevent no-shows with real-time alerts and reminders
• Stay compliant with break tracking and overtime alerts
• Improve morale with easy shift swaps and self-service tools

Plus, great scheduling helps create a great customer experience, which  64% of full-service diners say matters more than price.

Not sure what tool feels right? Start with demos, free trials and free plans before committing to a paid plan. This is a great way to get a feel for each app and see which is easiest for you and your team.

And if your team is small, a free tool like Homebase might have all the basics you need to better manage your bar and team. 

“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” — Eve Hogan, Owner, The Sacred Garden

Try Homebase free today and discover how smooth your bar’s schedule can be when it’s built for you.

FAQs about hospitality payroll software

What is the best employee scheduling software?

The best employee scheduling software depends on your needs. Homebase is great for small teams and growing bars, while 7shifts offers deep restaurant-specific tools. Deputy is excellent for compliance, and When I Work shines for simplicity and mobile use.

How much is 7shifts per month?

Pricing for 7shifts starts with a basic free plan if you have a single location of 20 or fewer staff, and paid plans start at $29.99/month per location. 

The price increases based on your number of employees and features and can cost as much as $135/month per location at the highest tier for unlimited employees.

Does Microsoft have a scheduling software?

Yes, Microsoft Teams includes Shifts, a basic scheduling tool, but it lacks advanced bar-specific features, like tip tracking, compliance alerts, and restaurant-specific integrations. This can make it difficult to work with because you’ll need to find workarounds for features a bar team needs.

Is there a free app for scheduling employees?

Yes, free apps for scheduling employees include Homebase and 7shifts. Both offer reliable free plans for small bars to help with scheduling and time tracking.

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