2025 Guide

Best Restaurant Scheduling & Shift Management Software

No-shows, last-minute swaps, and labor overruns crush margins. The right scheduling app
saves managers hours every week, keeps staff happier with fair, flexible rotas, and connects labor spend to sales in real time.

Why Scheduling Software Matters

  • Time saved: drag-and-drop schedules and templates replace spreadsheets.
  • Fewer no-shows: automatic SMS/app reminders and easy shift swaps.
  • Happier teams: fair-work rules, time-off requests, and availability built in.
  • Cost control: live labor % vs. sales keeps you within targets.
  • Compliance: break rules, max hours, and minors’ restrictions enforced.

Key Features to Look For

  • Shift builder: roles, stations, skill tags (bar, expo, line cook).
  • Mobile app: staff view rotas, swap shifts, clock-in with GPS/photo.
  • Templates: one-click copy of a “busy Friday” across weeks/locations.
  • Shift swaps & approvals: manager-approved or rule-based auto-approve.
  • Availability & PTO: handle time-off without WhatsApp chaos.
  • Announcements: broadcast notes to on-shift staff (menu 86, prep list).
  • Integrations: POS sales, payroll, and HR to avoid double entry.
  • Audit trail: who changed which shift and when.
Pro tip: Tag employees with skills (e.g., barista, open-kitchen, closer) and build rules that require minimum coverage per station.

Manager & Staff Workflow (Day-to-Day)

  1. Load template: choose “Mon–Sun Week” for 1 or multiple locations.
  2. Auto-fill basics: roles populate by sales forecast and rules.
  3. Fine-tune: drag shifts; handle conflicts and skill gaps.
  4. Publish & notify: app push + SMS to staff; acknowledgments tracked.
  5. Live adjustments: last-minute swaps; on-call pool; manager overrides.
  6. Payroll export: approved time cards flow to payroll with tips/OT.

Forecasting, Labor % & Over/Under-Staffing

Tie schedules to your POS so the app projects sales by hour/day. Set a target labor percent (e.g., 28–32%) and watch the schedule color-code as you add or remove shifts. Many tools offer weather and events data to improve forecasts.

Targets to track:

  • Labor % vs sales (daily & week-to-date)
  • Overtime risk by employee
  • Schedule adherence (late clock-ins/early clock-outs)
  • Coverage heatmap (busy hours under-staffed?)

Top Scheduling Platforms for Restaurants

Platform Best For Key Features Pricing Try
7shifts Restaurants of all sizes Templates, POS forecast, time clock, labor % control, team chat Tiers + add-ons Try 7shifts
Deputy Multi-location & compliance-heavy regions Fair-work rules, fatigue rules, geo-fence clock-ins, award rates Per user/mo Get Deputy
HotSchedules Enterprise dining groups Complex multi-unit scheduling, forecasting, inventory links Quote-based Learn More
Sling Budget-conscious teams Core scheduling, swaps, messaging, basic labor tracking Free & paid Start with Sling

Disclosure: We may earn a commission if you purchase via our links—at no extra cost to you.

Playbook: Move from Paper Rota to Pro in 7 Days

  1. Day 1: Import staff, roles, hourly rates; set locations and skills.
  2. Day 2: Connect POS; import 8–12 weeks of sales; set labor % target.
  3. Day 3: Build templates for weekdays, weekend, holidays.
  4. Day 4: Launch mobile app to staff; collect availability/PTO.
  5. Day 5: Publish week 1; enable shift-swap rules; train supervisors.
  6. Day 6: Monitor alerts (OT, understaffing); fine-tune coverage.
  7. Day 7: Export approved time cards to payroll; compare labor % to target.

FAQ

Do I need POS integration? Not mandatory, but it’s the fastest way to control labor cost, since sales forecasts drive staffing.

Can staff swap shifts without me? Yes, with rules (matching skills, hours caps). You approve exceptions.

What about multiple locations? Choose a tool with multi-unit dashboards and cross-location labor pools.

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