Best Restaurant Employee Scheduling Software for 2025

You’re locking up after a long night when your phone buzzes. Someone’s calling out for tomorrow’s shift, again. Now what? 

You could spend the next hour juggling texts and begging your most reliable team members to step in. Or you could tap once, send out an open shift alert, and actually make it home before midnight.

That’s the difference restaurant employee scheduling software can make. It keeps your team in sync, gives you breathing room, and takes the panic out of last-minute changes. 

‍

{{banner-cta}}

‍

TL;DR: Best restaurant scheduling software in 2025

Short on time? Here's what you need to know.

Top picks for restaurant employee scheduling software:

• Homebase – Best overall scheduling software for restaurants and growing teams. The free plan covers scheduling, time tracking, and team chat—so you can hit the ground running. And when you're ready, it’s easy to add tools for labor costs, compliance, and payroll.
• 7shifts – Ideal for full-service restaurants focused on labor optimization and POS integration.
• Schedulefly – Great for independent restaurants looking for a simple, no-frills solution.
• Connecteam – A good fit for small teams that want scheduling bundled with checklists and internal chat.
• When I Work – Designed for mobile-first teams who need easy shift swaps, time tracking, and team messaging.

Key features to look for:

• Self-serve shift swaps and time-off requests
• Templates or auto-scheduling tools
• Real-time alerts for overtime or compliance risks
• Mobile access for managers and staff
• Labor cost tracking tied to sales
• Built-in messaging to replace group texts
• Time tracking that syncs with payroll

Why restaurant scheduling tools are a must-have.

If your current system involves a color-coded spreadsheet, three group chats, and a sticky note stuck to the espresso machine—you’re not alone. But all that chaos adds up, and not in a good way:

• For your staff: Last-minute changes make it nearly impossible to plan anything from childcare and school to a much-needed night off. And in an industry that already sees high turnover, your schedule shouldn't be what pushes someone out the door.
• For you: You’re buried in swaps, time-off requests, and schedule tweaks when you’d rather be focusing on your team or the floor.
• For your customers: When shifts are understaffed or your crew’s stretched thin, service takes the hit and it shows.

With the right employee scheduling software for restaurants, you won’t just save time (though that’s a nice bonus), you’ll make daily life easier for your whole team. Here’s how that shows up in real life:

• No more “Wait, when am I working?” Automatic notifications keep everyone on the same page.
• Shift swaps happen in-app, not in a never-ending group text.
• Time-off requests get handled quickly, without phone tag or paperwork.
• You’re warned before accidentally scheduling someone during their unavailable hours.
• Labor costs update in real-time as you build the schedule.
• You get alerts when someone’s nearing overtime, not after.
• Shifts are matched to past sales, so you’re not overstaffed on slow days.
• Breaks, overtime, and local laws are all built-in.

These aren’t just nice-to-haves. They’re the everyday fixes that keep your team sane, your vibe steady, and your best people sticking around.

Best restaurant employee scheduling software for 2025

Shopping for restaurant scheduling tools can feel like being handed a 30-page wine list when all you want is a simple glass of prosecco. Total overkill. To save you the trouble, we rounded up the scheduling tools real restaurant owners use (and actually like).

Quick tip: Most offer free trials. Try one during a slower week with a few trusted staff before committing to the full switch.

‍

1. Homebase

Best for: Restaurants and small chains (1-3 locations) that need all-in-one scheduling, time tracking, and team management without the learning curve.

Starting price:

• Free for basic scheduling
• Advanced scheduling plans start at $27/month per location
  

Homebase is built for the realities of hourly work—last-minute call-outs, shift swaps, and changing availability. It handles the chaos, so you can focus on running your restaurant, not chasing down coverage.

The free plan gives you real tools from day one: scheduling, a time clock, and built-in team chat for up to 10 employees. And as your business grows, Homebase grows with you. Add labor forecasting, compliance support, or POS integrations when you're ready.

"Love everything about it. I really love how user friendly both the manager and employee sides of Homebase are. I am so impressed with all of the functions and my employees love how everything is in one place. No more paper time cards, calendars for time off requests or long chat messages for shift trades!!" – Allison Folkers, Owner, Apple Creek Coffee Co 
‍

2. 7shifts

Best for: Busy full-service restaurants doing $1M+ in annual sales that need deep labor cost optimization and already use Toast or Square POS.

Starting price: Free basic plan for one location (up to 20 employees). Paid plans start at $29.99/month per location (up to 30 employees)

7shifts is built for restaurants with tight margins and complex staffing needs. It goes beyond basic scheduling with smart tools that flag overtime before it hits, suggest shift adjustments based on sales, and make tip pooling easier to manage.

If you're already using Toast or Square POS and want to fine-tune labor costs, 7shifts gives you the data to do it. But for smaller teams or simpler operations, it might feel like more than you need.

“It makes communication with the team easy, everyone knows what assignments they have as well as many tools to trade, ask for time off, review shifts, etc. 7shifts has massively saved time with scheduling and also is a great form of communication with staff.” – G2 review

‍

3. Justworks

Best for: Fast-casual restaurants with multiple part-timers that need simple scheduling plus basic HR features like time-off tracking and basic payroll integration.

Starting price: $50/month + $8/user/month

Justworks (formerly Boomr) is a great fit for teams with rotating availability—think students, seasonal staff, and part-timers. But it’s more than just scheduling. With built-in tools for time-off tracking, payroll, and break compliance, it can double as lightweight restaurant HR software.

So, if you’re constantly bouncing between your scheduling tool and HR software, Justworks brings it all together. No more double entries or wasted time.

“Justworks is extremely easy to use and it has everything you might need to run the operations of a small to medium-sized business. Expenses, payroll, time off, HR, and taxes are all included. There is even more functionality, but we only use the basics, as that is all we need." – G2 review

‍

4. Schedulefly

Best for: Independent restaurants that want a no-frills tool focused purely on scheduling and team messaging.

Starting price: $30/month for up to 19 employees

If you're looking for scheduling software without overly complicated bells and whistles, Schedulefly is your answer. It's built by restaurant people who understand that sometimes less really is more. You won't find AI-powered forecasting or complex analytics here. 

But you will find solid tools for scheduling, shift swaps, and team messaging—on a platform that feels easy from the start.

It may not have time tracking, compliance tools, or payroll integration, but for many independent restaurants, that’s exactly the point.

“Schedulefly is incredibly user-friendly and readable. For employees, looking at personal, daily, and weekly schedules is a breeze and for managers, creating and editing schedules is incredibly quick and easy.” – G2 review
‍

5. Connecteam

Best for: Small restaurants (under 30 employees) that want basic scheduling bundled with task checklists and internal chat.

Starting price:

• Free for up to 10 users 
• Paid plans start at $29/month for up to 30 users + $0.50/month per additional user

Connecteam is a lightweight workforce management app with tools for scheduling, time tracking, task checklists, and internal chat. It's a handy option if you're looking for something that goes beyond scheduling, but don’t need a full-blown restaurant management system.

Just know the trade-off: POS integrations and advanced features are limited.

“It's very simple to schedule jobs, and either appoint team members to them or allow team members to put their names forward for open shifts. It's also very easy for team members to clock in and out, so that I can sign off timesheets for payroll every week. It's a very user-friendly system.” – G2 Review

‍

6. Toast

Best for: Restaurants already using Toast POS that want to add scheduling without switching platforms.

Starting price: $120/month

Toast is first and foremost a powerful restaurant POS system, and it offers scheduling through its Team Management add-on. You can build schedules, track hours, and handle payroll within the same ecosystem.

For teams already using Toast, the seamless integration helps keep front-of-house and back-of-house operations in sync, without all the back and forth. 

“Toast has it all, from the FOH, BOH, Management, Owners' back end Toast seems tailored to everyone. Training is a breeze, even with people who have very little POS experience they still pick it up quick.” – G2 review

‍

7. When I Work

Best for:  Restaurants looking for a mobile-first scheduling app with per-user pricing and simple time tracking.

Starting price: $3/user/month for a single location, $5/user/month for multi-locations.  
When I Work keeps things simple and mobile-friendly. It’s easy to use, quick to set up, and covers the basics—shift swaps, time tracking, time-off requests, and team messaging—all in one lightweight app.

It’s a great starter tool, especially for smaller teams on the go. But the per-user pricing can add up fast, and it’s missing deeper features like labor forecasting and compliance tools. If you’re planning to grow, you might outgrow it sooner than you think.

“When I Work has made every access of our scheduling process easier—building the schedule, communicating it, dropping/picking up/covering shifts—all of it! – G2 review

7 features to look for in restaurant scheduling software

The difference between a good and a great system often comes down to specific features that save time, prevent mistakes, and keep your team happy. Here's what to look for:

1. Availability management that supports your restaurant’s staffing schedule

Still juggling availability with texts, group chats, and sticky notes? That’s how stuff gets missed. A good system lets your team manage their own availability—so you’re not chasing it down every week.

What to look for:

• Employee-managed availability updates
• Digital time-off requests and tracking
• Change history logs for accountability
• Blackout dates for those crazy-busy holidays
• Automatic conflict alerts before you publish the schedule

2. Smarter restaurant shift management tools

Automated scheduling software for restaurants gives you templates, smart suggestions, and built-in checks—so you save time and avoid mistakes before they happen.

What to look for:

• Templates for recurring schedules
• One-click duplication of past schedules that worked well
• Automatic alerts for common mistakes—like those dreaded clopens
• Notes for staff strengths and preferences
• Flexibility for seasonal changes

3. Time tracking designed to sync with restaurant schedules

Nobody wants to spend Sunday night reconciling time cards with schedules and trying to figure out why your labor costs are through the roof. When your scheduling and time tracking work together, you can spot problems (like early clock-ins or missed breaks) before they wreck your labor costs. 

What to look for:

• Mobile time clocks with PIN or photo verification
• Real-time alerts for early clock-ins and missed breaks
• Automatic break and overtime tracking 
• Easy timesheet approvals from your phone
• Simple payroll syncing that doesn't require a math degree

4. Mobile access for restaurant employee scheduling that travels with you

Your staff, like most human beings, probably live on their phones. The right mobile app turns this into an advantage, letting them handle schedule checks, shift swaps, and time-off requests without blowing up your phone. 

The best part? When everyone has the schedule in their pocket, those "Sorry, I didn't know I was working" excuses seem to magically disappear.

What to look for:

• Easy-to-use mobile app with automatic updates and alerts
• Shift trade requests with approval
• Easy schedule viewing (even without cell service)
• Clock-ins from mobile (with GPS or geofencing)
• Built-in messaging that keeps everyone in the loop

5. Compliance support to help protect your business

Nothing kills your momentum like a surprise labor law violation. The right system acts like a guardian angel, warning you before you accidentally schedule a minor too late or miss a required break.
What to look for:

• Automatedbreak enforcement
• Minor work restriction alerts
• Overtime warnings before it happens
• Required rest period tracking
• Audit-ready digital records
• Local labor law updates built in

From proactive shift planning to built-in compliance—Homebase helps you save time, stay compliant, and keep your team on track. See how much smoother scheduling can be when everything just works.

6. Shift coverage tools without the group text chaos

With the right scheduling software, those last-minute call-outs don’t need to derail your day. Your team can handle coverage, and you can still make the final call.

What to look for:

• Open shift claiming
• In-app swap requests
• Safeguards for manager approval
• Role-based eligibility checks
• Coverage tracking
• Messaging built into the workflow

7. Built-in messaging that keeps everyone aligned

Whether you’re posting the holiday schedule or reminding the team about a meeting, you need one place for updates. Built-in messaging keeps everyone in the loop, without the chaos of group texts or missed emails.

What to look for:

• Group and private messaging
• Real-time shift alerts
• Read receipts for updates
• Centralized announcements
• Photo and file sharing for schedules and announcements

Homebase handles it all—scheduling, shift swaps, time tracking, messaging, and even payroll—so you’re not stuck stitching together five different tools. Try it for free and see why Homebase was recognized as the best payroll for hourly teams. 

‍

{{banner-cta}}

‍

Tips for effortless restaurant employee scheduling

Great restaurant schedules don’t have to be perfect, they just need to work for your team and your bottom line. Here are seven tips that work even better when paired with the right restaurant scheduling tool.

1. Schedule ahead—like way ahead: Aim to post your restaurant employee schedules 2–3 weeks in advance. Why? It gives your team time to plan and cuts down on last-minute swaps. Start by building next week’s schedule earlier than usual, then gradually extend your window.

2. Build a consistent schedule base: Want to simplify restaurant shift management? Start with a solid template for your core roles. It gives your team consistency, boosts morale, and makes the rest of the schedule easier to build.

3. Always have a buffer: Running lean can help margins, but it leaves no room for the unexpected. Add 5–10% extra coverage to stay prepared for call-outs, time off, or a sudden rush. Think of it as a cushion, not waste.

4. Cross-train your team: Cross-training makes it easier to cover shifts and adjust when plans change.

5. Set clear time-off rules (with a little grace): Cover your time-off policy upfront—deadlines, rules, all of it. Setting expectations early keeps things fair, and a little flexibility shows your team you’ve got their back when life throws a curveball.

6. Let your data guide you: Look at past sales to spot busy days and staff accordingly. Even simple patterns can help you avoid overstaffing or coming up short.

7. Use a scheduling tool that makes your life easier: Use a scheduling tool that actually works for you. With Homebase, your team can manage schedules, swaps, and time off from their phones. 

Spend less time scheduling—and more time doing literally anything else.

When you run a restaurant, your schedule doesn’t end when the doors close. Between filling shifts, covering last-minute call-outs, and answering “When am I working?” texts at 10 p.m., it can feel like you’re always on. That’s where the restaurant employee scheduling software comes in. Not just to keep things organized, but to give you a little bit of your life back.

When your system works the way your team does, you can:

• Post schedules early and keep everyone in the loop.
• Cut down on last-minute chaos and miscommunications.
• Track labor costs and compliance without spreadsheets.
• Spend more time on the floor—or finally make it home for dinner.

Homebase makes that possible.

• Use auto-scheduling to build and tweak schedules in minutes, not hours.
• Let your team manage their shifts, availability, and time off in the app.
• Get alerts when someone’s about to hit overtime or miss a break.
• Track labor costs against sales in real time.
• Push timesheets straight to payroll with one click.

“Our employees often use Homebase to communicate with each other and with us. They get reminders of upcoming shifts. And since our employees also use Homebase on their phones to clock in no matter where they are working, doing payroll is so much easier! Best employee communication tool ever!” - Theresa Fouquette, owner of Bliss Small Batch Creamery

Running a restaurant is enough of a grind. Your tools shouldn’t make it harder. Homebase helps you build schedules, track hours, and hire fast—plus it syncs with your POS to keep labor and sales in check, all in real-time.

Try it free and see why over 100,000 small businesses use Homebase to keep their teams running strong.