Contents

Introduction
Rankings
Benefits
Features
Pricing
Implementation
Latest Developments
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FAQs
Further Reading
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10 Best Scheduling & Workforce Management Software For Hotels In 2025

Jordan Hollander

| Last updated January 21, 2025

26 PRODUCTS REVIEWED

914 HOTELIERS SURVEYED

Rankings

Benefits

Features

Pricing

Q&A

Hotels face constant labor management challenges, from aligning staffing levels with fluctuating occupancy to controlling labor costs without sacrificing service quality. Hospitality scheduling software transforms these challenges into opportunities, empowering hoteliers with tools to optimize staffing, track performance, and meet operational goals. By leveraging features like automated scheduling, real-time labor tracking, and labor cost insights, hotels can ensure they have the right team in place at the right time while staying within budget.

We’ve surveyed 914 hoteliers across more than 23 countries to understand which are the best Scheduling & Workforce Management vendors, along with everything you need to know in order to buy the right Scheduling & Workforce Management for your hotel (including our 2025 Scheduling & Workforce Management Guide). We also aggregate key decision criteria data including integration availability, partner ecosystem, expert recommendations and more (learn more about HTR’s ranking methodology).

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BENEFITS

How Can Hospitality Scheduling Software Improve Profitability and Efficiency?

Hospitality workforce management software provides essential tools to optimize labor costs while maintaining exceptional guest service standards. Instead of simply reducing staffing, these systems guide the effective utilization of a hotel property’s workforce.

Advanced features such as labor standards management, integrated forecasting based on real business drivers, and seamless integration with payroll and timekeeping systems work together to create actionable service and labor plans.

These capabilities help hotels eliminate unnecessary over-scheduling, reduce overtime, optimize the use of outsourced contractors, and ensure precise service delivery. On average, hotels leveraging robust labor management practices powered by technology can save 3-5% on total labor costs annually, with significant reductions in overtime expenses.

Improve Profitability with Targeted Labor Cost Savings

By using hotel scheduling and workforce management software, properties can achieve cost savings of 3-5% in total labor expenses, directly boosting net operating income and operational cash flow. These savings are particularly impactful in today’s challenging environment of rising wages and limited talent availability.

When used effectively, this technology enables hotels to meet financial goals while maintaining service excellence.

Align Staff Scheduling with Cost and Service Goals

Hospitality staff scheduling software significantly reduces the time managers spend creating schedules, ensuring they align with labor cost and service expectations. Accurate business volume forecasts, combined with labor standards, allow for precise scheduling that meets both financial and operational needs.

This efficiency builds stakeholder confidence across all levels of the organization, from department managers to executive leadership.

Gain Proactive Insights to Avoid Staffing Issues

Hospitality scheduling software provides comprehensive visibility into labor costs at the department, property, and portfolio levels, fostering greater accountability. Potential risks, such as overstaffing or inefficiencies, can be identified and resolved proactively.

Internal and external benchmarks, like reduced Minutes Per Room (MPR) for housekeeping, allow for continuous improvement in operational quality and cost management.

With advanced hospitality workforce management tools, hotels can navigate labor challenges, improve profitability, and deliver exceptional guest experiences.

FEATURES

What are the most important features of hospitality scheduling & workforce management software?

The most important features of hospitality scheduling and rostering software focus on improving operational efficiency, controlling labor costs, and enhancing staff and guest satisfaction. Here are the key features to look for:
- Labor Standards: Simple, wizard-like tools will make creation and management of sophisticated staffing rules very easy for all levels of management. Updating standards to reflect changing operational goals or market conditions should be effortless and reflected immediately in labor plans and schedules.
- Operational drivers integration: Direct connection of Business Intelligence, accounting, and revenue forecasting tools, while maintaining the ability to be overridden by authorized managers. This data is paired with labor standards to produce staffing models and scheduling target hours optimizing performance and eliminating inefficiencies, excessive overtime, and providing better control of contract labor use.
- Daily check-in: Every manager should be able to review, update, and modify his/her labor schedules and performance objectives on a daily basis in five minutes or less through thoughtfully designed, easily understood dashboards and guided action plan creation. Senior managers, GMs and above-property leadership monitor performance trends and action plans of every hotel. Department managers have the ability to address opportunities, mitigate risks, and seek guidance.
- Mobile-friendly employee tools: Line-level employees need a simple, reliable tool to identify preferred shifts, request time off, and see their daily and weekly schedules via mobile device or desktop browser.
- Time & Attendance/Payroll integration: Linking the time clock data to scheduling systems, with multiple daily real time updates, enables hotels to monitor overtime risk, unpaired punches, incorrect position coding, absences and tardiness. Corrective action can be taken prior to such things becoming an issue.
- Easy to use UX: Features that are designed specifically for the hotel industry will enable complex actions to be completed with a few simple steps. Most users should require minimal training to realize maximum value. Daily labor management tasks should be managed in 5 minutes or less by most users.
- Benchmarking: Internal tools to compare hotels across the portfolio including department and function-level benchmarks are critical to establishing and expanding operational standards and rules that can be an owner or management company’s key point of differentiation. Adding external benchmarks - data from comparable hotels within the local market or from other regions - enables senior leaders to identify improvement opportunities.

PRICING

What is the typical pricing for hospitality scheduling software?

The typical pricing for hospitality scheduling software ranges from $100 to $2,000 per month per hotel, depending on the hotel’s size, specific requirements, and included features. Some providers offer tiered pricing based on advanced capabilities such as analytics or system integrations. Enterprise-level solutions may involve customization and flat fees, with installation costs potentially reaching up to $20,000, along with $5,000 for on-site training, ensuring the software meets the unique needs of your property.

Get a custom price quote on Hotel Tech Report to see what it will cost your hotel.

IMPLEMENTATION

How long does it usually take for a hotel to implement new hospitality rostering software?

Implementing new scheduling and rostering software in a hotel typically takes 4 to 10 weeks, depending on the system's complexity and staff training requirements. Simple systems may be operational in a few days, while customized solutions with integrations and extensive training may require more time.

There are three main parts to implementation of a hotel scheduling system:

Data integration: Linking payroll and business intelligence systems to the workforce scheduling system to provide the data needed for the system to function. Depending upon the provider’s ability to integrate, this can take from a few days to several months.
Configuration: Building property organizational structure and labor standards, along with mapping active position coding, appropriate to each hotel and setting. During this stage users are defined. Time for this can vary but it should not take more than a few days.
Training: Most training can be done online. Owners, general managers, financial management, and Account Administrator should expect to invest about 3 hours to learn a system . Department managers should be able to learn how to use the scheduler and management tools in less than an hour.

FAQs

Hoteliers Also Ask

What is hotel labor management software?

Labor Management Systems (LMS) provide the necessary tools to reduce labor costs while enhancing a balance with guest service expectations. An effective Labor Management Systems does not “cut labor,” but instead serves as a guidepost for effective use of a properties’ associates. A robust LMS incorporates Labor Standards creation and management, integrated forecasting and actual business driver volume, and payroll and timekeeping system hour and wage integration. Combined, these components drive labor and service action plans, recommendations, and daily management practices. The result is eliminating wasteful over-scheduling, reducing overtime, optimizing the use of outsourced contractors, and spot-on service delivery. Robust labor management practices, enabled by technology, save a typical hotel 3-5% of total labor costs annually including dramatically reducing overtime.

What makes great hotel labor management software?

Systems that were built specifically for hotels and hotel users are preferred over generic labor management systems or those built for other industries such as Retail or Healthcare. Hotel owners need to see the labor performance data for their hotels down to the department level. General Managers need to see which departments are on target, which are off-target, and know what actions need to be taken in real time to avoid cost spikes and other labor challenges. Department managers need daily info on their team member performance including productivity and overtime risk. With great Labor Management Systems, labor standards are combined with updated operational forecasts to produce dynamic schedules which are easily populated by department managers. Hotel employees have complete visibility of their schedules through a dedicated portal in which they can also manage vacation requests, shift requests, and multiple roles within the property. What are the most important integrations for a Hotel Labor Management System? Payroll system: Job code, employee, and wage data feeds are transferred from existing hotel systems. A one-way interface with updated data multiple times daily empowers Labor Management Systems to deliver real-time insights and opportunities for cost and service optimization. Time & Attendance: Monitoring actual employee hours will enable comparison of scheduled and real time worked with departmental labor plans. Daily labor check-ins within the system enable managers to take action or make schedule changes before issues occur. Business Intelligence: Seamless connectivity with Profitsword, Opera, Broadvine, M3 Accounting and other hotel performance reporting systems enable labor management to be integrated into overall business plans and strategies for each hotel. These systems provide operational data that is applied to labor standards producing optimal staffing schedule targets and actual labor performance reporting.

What is the most used scheduling software?

The most used scheduling software varies depending on the context and specific needs of the users, but Microsoft Outlook is often cited as one of the most popular options. It is widely used in corporate environments due to its integration with Microsoft Office Suite and its robust features for email, calendar management, and task scheduling. For project management and team collaboration, tools like Asana, Trello, and Monday are also highly popular. Google Calendar is another frequently used scheduling tool, especially among individuals and small businesses, due to its ease of use and seamless integration with other Google Workspace applications. Each of these tools offers unique features that cater to different scheduling needs, making them popular choices across various industries and user groups.

What is the most used scheduling software for hospitality?

The most used real-time scheduling software for the hospitality industry is an all-in-one employee scheduling software that streamlines staff scheduling and workforce management. This scheduling software offers features such as employee scheduling, time clock integrations, timesheets, and forecasting to manage labor costs effectively. Hospitality businesses benefit from the ability to create work schedules using templates and manage employee availability with ease. The software allows employees to clock in and clock-out, submit time-off requests, and swap shifts. It also includes a mobile app for team members to access their schedules on their mobile devices, receive notifications, and pick up open shifts. Additionally, the software supports time tracking, schedule changes, and shift swaps with an intuitive dashboard. Integration with POS systems and compatibility with iOS ensures seamless operation. Onboarding and customer support are user-friendly, enhancing the overall experience for hotel staff and hospitality employee management. The software's demand forecasting capabilities help optimize staffing, ensuring that hospitality businesses maintain profitability. It is an efficient scheduling app that simplifies the process of creating a team schedule, thus improving the management of hospitality staff scheduling. Its pricing structure, including credit card payments, makes it accessible for businesses of all sizes. This management software truly helps hospitality businesses streamline their operations and improve team member satisfaction and productivity.

Is SAP a workforce management system?

Yes, SAP offers workforce management capabilities through its SAP SuccessFactors and SAP Time Management solutions. These tools help businesses manage employee scheduling, time tracking, payroll integration, and compliance. SAP's workforce management features are part of its comprehensive human capital management (HCM) suite.

What is the difference between HCM and WFM?

The main difference between HCM (Human Capital Management) and WFM (Workforce Management) lies in their focus. HCM covers broader HR functions like recruiting, employee development, and performance management. WFM focuses on operational tasks like scheduling, time tracking, and attendance to optimize workforce efficiency.

Is workforce management part of HR?

Yes, workforce management is part of HR, focusing on operational aspects like scheduling, time tracking, and compliance with labor laws. While broader HR functions include recruiting and employee development, workforce management ensures efficient staff utilization and cost control within the HR framework.

Why use hotel workforce management software?

Hoteliers can use hotel workforce management software to streamline scheduling, track employee attendance, and reduce labor costs. It ensures compliance with labor laws, enhances communication through real-time updates, and improves efficiency by automating repetitive tasks. These benefits lead to better staff management and an improved guest experience.

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