In the past, creating work schedules for employees meant hours of sorting through availability lists and time-off requests, fielding endless inquiries about next week’s schedule, and frantically reworking a schedule to cover a missed shift. Operators easily could lose hours to this necessary but headache-creating chore. Thankfully, there are several new products on the market intended to save time—and sanity.

The most popular scheduling products today revolve around online technologies using a Web-based program. These products such as Schedulefly, WhentoManage, and HotSchedules require logging into a Web site where all the necessary scheduling components—from available employees for a shift to time-off requests—are at the fingertips of the scheduling manager. Most use a point-and-click interface that allows users to point to a specific shift and determine which employees are available to work. Users can then click on an employee’s name to add that person to the schedule.

“I’ve been writing schedules at restaurants for years now,” says BJ Frentzel, director of operations for Focus Tank, a multiconcept, multiunit restaurant group, that uses Schedulefly. “I’m jealous of the managers that I hire now since they’ll never know the pain of the old way we used for scheduling.”

That was a primary goal for creating Schedulefly. “Scheduling has been such a headache,” says Wil Brawley, executive vice president of Schedulefly. “This turns it into something quick and easy to make scheduling a nonissue.”

In addition to simplifying the scheduling process, several products have added features to boost their effectiveness. For instance, with some programs a completed schedule can be sent instantly to employees via e-mail, text messages, and mobile phone applications. “It gives employees a connection to the workplace they’ve never had before,” says Ray Pawlikowski, president of HotSchedules.

Employees also can log in to the scheduling program via their company’s Web site and submit time-off requests, change their availability for future schedules, and even trade shifts with other employees. Several products include a discussion forum where managers can post menu updates, notify employees of upcoming staff meetings, and upload training manuals. Likewise, employees can access work documents and pose work questions to fellow employees.

Several scheduling products also are tapping into popular social networks like Facebook and Twitter. For example, once employees connect their Facebook page to the scheduling program, they can access their schedules without leaving their Facebook page as well as receive updates right on Facebook. “It’s about creating a community,” says Jeff Schacher, CEO of WhenToManage.

Other available features include integrating the scheduling program with point-of-sale systems, monitoring and forecasting labor costs, and document storage and sharing. And because these programs are Web-based they can be accessed anytime, anywhere via an Internet connection.

Of course, there are some offline solutions as well. One such product is Time Tracker by Asgard Systems Inc. Available for download upon purchase, the software manages employee scheduling plus tracks vacation time, sick time, lieu time, and any other user-defined time. It also prepares data for payroll. Similar software-based products include Schedule24 Standard, Employee Schedule Partner 2000, and Employee Scheduling Assistant 3.

Pricing for scheduling technologies vary based on the type of program and size of business. Many of the programs offer a free trial to users who want to try before they buy it. Most, if not all, of the Web-based scheduling solutions are available on a subscription basis with rates starting anywhere from $29 for up to 19 employees and going as high as $115 per month for up to 100 users at a minimum of 10 locations. For software-based scheduling products, prices range from $78.50 for a single copy of Scheduling Employees 2000 to $1,995 for Time Tracker for an unlimited number of employees.

Technical support is another consideration when choosing the right scheduling program for a business. With the Web-based products, tech support generally is available via e-mail, live chat with technicians, and telephone. Most do not charge for tech support. Software programs also offer tech support, but many charge for it. Some providers offer a limited number of hours of free tech support before charges are incurred, while others charge for all technical support.

When purchasing scheduling technology, operators should consider the ROI. This could be measured in reduced labor costs, time savings, and intangibles such as improved morale due to lack of scheduling headaches.

John Silvey, managing partner of a Zaxby’s franchise in Marietta, Georgia, says he saw a return on his investment within 30 days of signing up with Schedulefly. Using the solution has cut Silvey’s scheduling manager’s hours and eliminated employees being late and/or missing shifts. In fact, since Silvey implemented Schedulefly, all employees have been on time. No one has missed a shift or an employee meeting. “It’s just so convenient, not only for the managers, but also the employees,” he says.

Many users are reporting that employees are more than happy with the new scheduling technology. “Employees absolutely love it,” Brawley says. “They don’t have to call in or drive in to get their schedules. They don’t have to track down someone to trade shifts.” As a result, employers are able to attract and retain more good employees, Brawley says.