Restaurant Staff Scheduling Software: What to Look For

When employees’ schedules are set up diligently using effective workforce management tools, it drives operational efficiency, improves service quality, elevates the customer experience, and contributes directly to profitability. This is especially true in the restaurant industry, where timing is key to success. 

To build on this success, selecting the right staff scheduling software is crucial for optimizing operations. Key factors include addressing challenges such as employee absenteeism, balancing labor costs, and resolving scheduling conflicts. 

According to the Restaurant Technology Landscape 2024 report, 37% of operators plan to invest in automated labor management and scheduling systems in the coming years. If you're considering a technological solution to optimize your staff planning, this article guides you through the implementation of such systems, their benefits, emerging trends, and what to expect in the future.

Getting Familiar with Restaurant Scheduling Software 

The restaurant industry is embracing digital tools more than ever, not just for customer-facing interactions but also for streamlining operations. Staff scheduling software is one of those essential tools, designed to help manage work timing efficiently, control labor costs, and ensure compliance with labor regulations. 

Five key features of this software include: 

1. Shift Scheduling: Organizing shifts based on employee availability and business demand. 
2. Tracking Time: Keeping track of employee hours for accurate payroll and compliance. 
3. Labor Cost Management: Ensuring staffing levels are cost-effective and within budget. 
4. Real-Time Updates and Notifications: Sending alerts about restaurant employee scheduling, unexpected changes, or openings. 
5. Reporting and Analytics: Providing insights to help improve scheduling efficiency and overall operations.

Many tools also integrate task management features, helping your manager(s) assign and track specific responsibilities across shifts. For example, using software lets your leadership team easily schedule staff for a busy weekend by factoring in peak hours and employee availability. The tool also helps keep the labor budget in check by automatically suggesting the most cost-effective shift management. 

The Evolution of Employee Scheduling Solution Software  

The hospitality industry has gone through rapid changes in recent years, especially after the disruptions caused by the COVID-19 pandemic. With increased challenges, businesses needed to adapt and find efficient ways to keep things running smoothly. 

In the past, restaurant managers relied on pen-and-paper methods or basic tools like Microsoft Excel to create employee scheduling. As technology advanced, cloud-based software was built and introduced to automate and simplify the process, making it more accurate and less time-consuming. 

Today, the best restaurant scheduling software is a must-have for improving operational efficiency, delivering better customer service, and driving profitability in an increasingly competitive market. 

The 5 Features You Need to Know About Effective Restaurant Staff Scheduling Software 

If you’re looking for features that can significantly improve both operational efficiency and restaurant employee satisfaction, here are the top features to consider:

1. Shift Swapping

This allows employees to easily trade shifts with one another. This helps reduce scheduling conflicts and ensures shift coverage without manager intervention.

2. Mobile Accessibility

Both restaurant employees and managers  stay connected to the schedule from anywhere with a mobile app. Workers can check their shifts, time off requests, or swap shifts, while managers can make updates or approve requests on the go.

3. Updates and Notifications

This feature improves operations by quickly notifying staff of schedule changes, shift updates, and important announcements. It also enables swift responses to urgent situations, ensuring the team stays informed about internal updates.

4. Integration with Payroll Systems

Employee scheduling software with payroll integration systems ensures that the hours worked by each employee are automatically transferred for payroll processing.

5. Labor Cost and Forecasting

By analyzing sales patterns, peak hours, and trends, the software can help managers schedule the right number of staff for each shift, minimizing overstaffing or understaffing. 

Other Restaurant Software

In addition to staff scheduling software, many restaurants are integrating other essential tools to optimize their operations. Catering software simplifies the management of large orders and events, while loyalty programs improve customer retention by offering personalized rewards and promotions.  

Restaurant delivery software streamlines the order-to-delivery process, ensuring timely and accurate deliveries, and restaurant marketing software helps run campaigns, manage social media, and track customer engagement.  

3 Typical Scheduling Challenges 

These features of restaurant scheduling software can address common workforce challenges faced by restaurants, such as:  

1. Restaurant Employee Turnover: It can vary depending on your location. In cities, the fast-paced environment and competitive job market often lead to higher turnover. In small towns or rural areas, turnover may be lower, but attracting and retaining staff can be more challenging due to a smaller pool, potentially lower pay, and fewer career growth opportunities. With features like shift swapping and mobile access, restaurant staff software helps employees manage their schedules and adjust shifts as needed, offering a solution to turnover challenges no matter the setting.
2. Overstaffing During Slow Periods: A restaurant manager at a casual dining spot struggles to balance staffing levels, often overstaffing during slow hours. Scheduling software can analyze sales trends and historical data to predict busy periods and adjust staffing levels accordingly.
3. Last-Minute Shift Changes: A high-volume restaurant might experience sudden no-shows or employee illness, leaving shifts unfilled at the last minute. Real-time updates on mobile devices and shift-swapping features enable managers to quickly notify the team of open shifts and allow employees to fill in for last-minute absences easily.

Benefits of Using Restaurant Employee Scheduling Software 

Staff scheduling software offers significant advantages that can improve operational efficiency, employee satisfaction, and customer experience. Here are the top four benefits:

1. Control Labor Costs: By ensuring you maximize shift coverage with the right number of staff at the right time, you avoid overstaffing during slow periods and understaffing during busy times. 
2. Improved Staff Morale: Scheduling software gives employees greater control over their shifts, allowing time off requests, shift swaps, and  change management with minimal disruption.  
3. Fewer Scheduling Errors: Manual methods, like using pen-and-paper or Excel, are prone to greater human error. Scheduling software eliminates these risks by automating the process and providing built-in checks for conflicts. 
4. Compliance with Labor Laws: A restaurant scheduling app ensures compliance by automatically tracking working hours, overtime, employee breaks, and other regulations. 

3 Real-world Testimonials 

Restaurant staff software tools have helped numerous businesses. Here are some insights from real users:  

1. Waffles and Jaffles in Australia stated, “We now have all our team on the same page through easily accessible forms, chat functions, and job scheduling. It allows us to create courses to upskill staff and onboard new staff in an easy manner.” — Connecteam
2. Cheba Hut Toasted Subs in the United States affirmed, “Communicating with staff was super hard. [Now] communication is amazing. We chat there, and announcements are easy. I love the labor forecast and being able to duplicate the schedule.” — 7shifts 
3. Babbo Italian Eatery in Arizona mentioned, “When I Work is being used company-wide across multiple locations. It gives our staff a platform for covering their own shifts if they cannot work without having to share their personal information with people they don't know. This saves a ton of time when trying to find coverage for the restaurant.” — When I Work 

To optimize your restaurant operations, it’s essential to consider the entire tech stack, from staff scheduling software to loyalty systems, delivery platforms, and marketing tools.

How to Choose the Right Restaurant Staff Software 

When evaluating software options for your restaurant,  consider these key criteria to ensure it fits your needs: 

1. User-Friendly Tool 

The software should be simple to use for both managers and staff. A clean and intuitive interface helps reduce training time and minimizes mistakes—getting everyone up to speed quickly. 

2. Customization Options 

Look for software that lets you tailor your scheduling process. Features like shift scheduling templates, automated timing based on employee availability, and customizable reporting can make the system work exactly how your restaurant needs.  

3. Customer Support 

Choose a platform with reliable customer service. This includes  live chat, phone support, or a comprehensive help center full of useful resources. 

4. Pricing 

Be sure to consider the overall value of the software. It’s not just about cost but also the features, scalability, and potential savings. Many platforms offer tiered pricing or subscription models, so take a close look at your budget and select what makes the most sense for your business. 

5. Data Privacy & Security 

Pick a platform that implements (and builds upon) industry-leading security standards. Since the software will manage sensitive employee information—such as hours worked, personal details, and shift patterns—it must comply with data protection laws like GDPR (General Data Protection Regulation) and similar local regulations. 

6. Marketing Integration 

Consider whether the software meshes well with your existing marketing plan. The ability to link with customer loyalty programs, promotional campaigns, or online ordering systems can help streamline your operations and maximize customer engagement, driving sales and satisfaction. 

Implementing Restaurant Scheduling Software Successfully 

Implementation is key in nearly all processes, especially when it comes to tracking results and communication. The following five steps help you maximize the efficiency of the software for your business: 

1. Choose the Right Provider: Select a software provider that meets your restaurant’s needs. Consider factors like ease of use, integration capabilities, and support options. 
2. Set Objectives: Define what you want to achieve with the new software—whether it's saving time on scheduling, reducing labor costs, or improving team communication. 
3. Involve Your Team: Engage managers and restaurant workers in the decision-making and implementation process. Additionally, provide training to ensure your team understands how to use the software effectively—from creating schedules to handling shift changes. 
4. Monitor: After implementation, monitor how well the software is being adopted. Encourage feedback from staff, track usage, and adjust your processes as needed to ensure smooth operation. 
5. Make Adjustments as Needed: As your team becomes accustomed to the software, make necessary adjustments to optimize its use. This might involve tweaking schedules, refining integrations, or adding new features based on feedback. 

3 Obstacles and How to Overcome Them 

While implementing a restaurant staff scheduling tool can bring significant benefits, the process isn’t without its challenges. Here are three common obstacles and how to overcome them:   

1. Integration Issues 

Problem: Integrating the new software with existing systems like POS or payroll can be tricky, especially when migrating data. 

Solution: Choose a software provider with strong customer support and POS integration capabilities. Test the system thoroughly before full implementation to catch any compatibility issues early. 

2. Inadequate Training 

Problem: Without proper training, staff may struggle to use the new software effectively, leading to confusion and errors. 

Solution: Offer comprehensive training sessions for all staff members and provide easy-to-access resources for future reference. Consider ongoing training to keep your team updated on new features. 

3. Lack of Feedback and Monitoring 

Problem: After implementation, not tracking usage or gathering feedback can result in missed opportunities for improvement. 

Solution: Actively monitor the software’s adoption and encourage feedback from staff. Regularly assess the system’s performance and make adjustments as needed. 

3 Best Practices for Scheduling Software 

Once you've chosen your scheduling software, here are three strategies to make the most out of it: 

1. Regular Training Updates: Keep your team up-to-date with new features through regular training sessions. 
2. Engage Staff with Apps: Encourage staff to use mobile apps for managing shifts, requests, and schedule updates on the go. 
3. Utilize Data Analytics for Improved Scheduling: Use data insights to optimize labor costs, predict busy periods, and improve scheduling accuracy. Analyzing scheduling data also helps you better track employee hours, ensuring compliance and operational efficiency. 

The Future of Restaurant Staff Scheduling 

The hospitality industry is evolving rapidly, with new technologies enabling restaurants to streamline operations and stay ahead of the competition. Restaurant tech trends like AI and machine learning are already shaping the future of restaurant staff scheduling. 

These technologies allow for smarter scheduling, where AI analyzes past data to predict staffing needs more accurately, considering factors like seasonal trends, weather, and local events. Algorithms can also optimize labor costs by adjusting schedules in real-time based on demand. 

In the coming years, these innovations will likely be integrated into future software updates, further automating processes, improving efficiency, and providing restaurant owners with deeper insights to make better business decisions. 

Taking the Next Step 

Now that you’ve decided to implement restaurant scheduling software, take a thoughtful approach. Start by defining clear goals for what you want the software to achieve alongside your existing catering platform and marketing plan. 

Then research the tools available, keeping in mind your restaurant’s unique needs, and see what industry experts recommend. Make sure the software you choose fits smoothly into your operations, whether you’re dealing with a small team or bigger scheduling demands. 

Once you’ve made your choice, the key to success is tracking and refining your approach. Monitor the results closely, offer your team regular training to ensure they feel confident using the software, and keep the lines of communication open.  

Want to learn more about how staff scheduling software can transform your restaurant? Book a personalized demo with our team to see how our solutions can streamline your operations. 

Additionally, download our Online Ordering Guide to discover a complete strategy to elevate your restaurant’s performance.