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What Is Workforce Scheduling And How To Optimise It With HRMS Software?

  • workforce scheduling
  • 10 min read
  • December 8, 2023
workforce scheduling


workforce scheduling

Every successful business knows how to optimize the way they work! Workforce scheduling is essential when it comes to maximizing your employees’ output at work.

Workforce management is a skill that you can develop with time! However, there are workforce planning apps that make human resource management easier for you!

In this article, we’ll understand what workforce scheduling (also known as employee scheduling software) is. We’ll also understand how workforce scheduling software can be your key to success!

What is Workforce Scheduling?

Workforce Scheduling

Do you think your business relies heavily on your employees? If an employee’s unplanned absence affects your business, you might suffer loss. Let’s understand the basics of a workforce scheduling application.

Workforce scheduling helps you in meeting the demands or goals at a workplace. It helps you in making sure that the business operations run smoothly.

While workforce scheduling, you can establish the schedule of your workforce. Nice workforce management allows you to establish a work schedule for your employees.

There are several factors you need to keep in mind when it comes to the question: What is workforce management? There’s a simple process that workforce manager software follows.

The workforce scheduling process includes several factors:

  • Employee availability

  • Employee productivity

  • Employee skills

  • Upcoming or current workload

  • And more!

Workforce scheduling process was done manually in older times. That process is no longer preferable. It’s time-consuming, complicated, and difficult to keep track of. Companies used to do workforce scheduling by manually entering the data in a spreadsheet.

Workforce scheduling software has automated those tasks now! Even remote workforce management software get the work done with just a few clicks now! If your employees work in a hybrid or remote setup, a remote workforce management app is all you need!

That’s right! A workforce scheduling app can be a great option for both onsite and mobile workforce management. Workforce management platforms are changing the face of today’s work-style.


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4 Top Features of Workforce Scheduling Software

Features of Workforce Scheduling Software

1. Employee Time Tracking

It’s important to keep track time of your employees’ working hours. It can help you in tracking several elements like:

  • Early in

  • Early out

  • Late in

  • Overtime

  • On leave, and more!

Tracking these elements can help you avoid understaffing or overstaffing. Non-adherence to your shift scheduling system & policies becomes easier to identify with workforce scheduling.

You can also ensure that your business aligns with the national or international labor laws. This is critical when it comes to both onsite and workforce management software.

2. Report Customization

A customizable report can be a great tool. The business operations may vary from one team to another. In that case, you need your workforce scheduling reports to be customized.

Contingent workforce scheduling software helps you in generating filtered data. Just select the metrics you want to identify and that’s it!

The process of report generation is automated. It can help you optimize workforce scheduling to the best.

3. Labor Forecasting

Predicting business demand becomes easier with workforce scheduling. A reliable and contingent workforce management app can offer valuable insights.

You can use the generated information to calculate the availability of manpower at work on a given day.

Workforce scheduling also allows managers to save time. They don’t have to spend more time in decision-making with the help of scheduling software.

4. Shift Swapping

You can effectively swap shifts of your employees in emergencies. Workforce Management Software gives you access to their schedules. Your business won’t suffer from absenteeism.

It can also lead to improved work-life balance. Shift swapping with scheduling software is an important part of HR management or workforce diversity management.

Scheduling software gives your employees the flexibility they need to shift swap due to personal reasons, From personal reasons to overlapping schedules, regular use of workforce scheduling software can streamline business operations!

Apart from that, it can also integrate HR payroll software. Time and attendance tracking can automate the HR payroll software’s ability to generate reports and more!

Our Super HRMS allows you to schedule and manage shifts automatically! With our Super HRMS, you can:

  • Create multiple shifts

  • Add or remove employees

  • Get auto-triggered emails every day

  • Get a detailed view of shift policy history, and more!

Experience workforce scheduling like never before with our easy-to-use tools and features!

Read more: Managing Remote Workforce Management: The Ultimate Guide

5 Common Steps Of Workforce Scheduling

Common Steps Of Workforce Scheduling

The workforce manager roles and responsibilities should never be taken for granted. That’s why the best workforce management software can be useful! You can optimize workforce scheduling and boost productivity at the workplace. Here’s a quick 5-step guide to workforce scheduling.

1. Track the Business Demand

Skillsets may vary from employee to employee. In this case, it becomes important to assess the skillsets of your employees. Workforce scheduling is helpful in optimizing workforce scheduling for optimal output.

2. Assess Workforce Availability

The availability of employees is unpredictable. It’s always a great idea to keep backup ready. Even while managing backup, you can do workforce scheduling in such a way that even your backup resources don’t feel burned out.

3. Establish a Schedule

You can begin the actual planning once you establish a schedule with workforce management. HR Automation in workforce scheduling tools can come up with the most optimal schedule for your business. Employee scheduling or workforce scheduling is easier with an app!

4. Give Schedule Access to Employee

Once the schedule is finalized, you can share it with your team. It’s better if the workforce is familiar with the availability or unavailability of their peers! Workforce scheduling helps you avoid problems even before they get a chance to arise.

5. Be Ready for Shift Swapping

If your business runs on multiple shifts, your employees might need to swap places under multiple circumstances. For example, someone from the morning shift would like to swap places with someone in the evening or night shift for a few days.

Workforce scheduling makes shift swapping much easier for coworkers if necessary. Integration with HR payroll software also ensures that payroll stays updated while shift swapping.


Automating workforce scheduling is the key to optimizing business resources. You can come up with strategic plans that align with your business goals.

Workforce scheduling ensures that your critical business needs are met in tough times. Looking for the best workforce scheduling software? Superworks has got you covered!

Written By :

Alpesh Vaghasiya

The founder & CEO of Superworks, I'm on a mission to help small and medium-sized companies to grow to the next level of accomplishments. With a distinctive knowledge of authentic strategies and team-leading skills, my mission has always been to grow businesses digitally. The core mission of Superworks is Connecting people, Optimizing the process, Enhancing performance.

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