How do employees see their schedules in Workzoom?

Employees access their schedules through Workzoom's self-service portal. From the person dashboard, they can subscribe their schedule to Google Calendar, Outlook or Apple Calendar using a calendar link. Printable schedule extracts are available for workplaces that need physical copies. Any schedule changes are reflected immediately across all channels.

Scheduling

Employee scheduling software that sets the plan your timekeeping, payroll, and compliance all follow

Build shift schedules from templates, fill vacancies from a ranked list of qualified staff, and let employees bid on open shifts or sync schedules straight to their calendars. Scheduling in Workzoom is connected to your employee records, time tracking, and payroll so every shift decision is informed by real data.

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Ranked qualified fill for every vacancy

Shift bidding through employee self-service

Basic, rotating, and crossover shift support

Feeds directly into timekeeping and payroll

Workzoom employee scheduling software dashboard showing master schedules, shift bids, schedule batches, vacancy tracking, and weekly shift calendar with planned and vacant shift status

The real problem

Your schedule lives in a spreadsheet that talks to nothing

3 gaps between the schedule and reality

Managers build schedules without seeing who's qualified, available, or approaching overtime.

The schedule is a spreadsheet or a standalone app. Employee qualifications live in HR. Leave balances live in time off. Overtime limits live in payroll policy. The person building the schedule can't see any of it. Every shift assignment is an educated guess.

This is the core problem with standalone scheduling tools. Deputy, When I Work, Homebase, and Sling all operate in isolation from your HR system. The scheduler has no visibility into employee certifications, time off balances, compliance limits, or payroll implications. They schedule someone who's on approved leave. They put a new hire on a shift that requires a certification they don't have yet. They push someone into overtime because they can't see the hours from last week. The schedule looks fine until reality hits.

Workzoom scheduling sees what standalone tools can't: the full employee record. Because scheduling is built into the HRIS, every shift decision is informed by real data. The system knows who has the right qualifications, who's on leave, who's approaching overtime, and who's available based on their stated preferences. Managers don't have to cross-reference three systems. The schedule is built with full context from the start, not patched after the fact.

How employee records inform scheduling decisions How time off balances prevent scheduling conflicts

When a shift opens up, someone starts making phone calls.

An employee calls in sick at 6 AM. The manager pulls up a contact list and starts dialing. They don't know who's qualified for that specific role. They don't know who's already at their weekly hours limit. They don't know who said they're available on Tuesdays. They just call people until someone says yes.

Island Luck operates 60+ locations across the Bahamas. When a vacancy appears at a gaming location, the manager needs someone with the right certifications, at the right location, within their hours limit, available that day. Without a system that knows all of those things at once, filling that shift is a scramble. Multiply that across dozens of locations and you're burning hours every week just managing coverage gaps.

Workzoom shows a ranked list of qualified staff the moment a vacancy appears. When a shift opens through approved leave, a call-out, a termination, or a change in work requirements, the system automatically identifies the vacancy and presents a ranked list of employees who can fill it. Ranked by qualifications, availability, hours worked, and compliance rules. Managers can assign directly or offer the shift to multiple people at once. They can also make open shifts visible to qualified employees through self-service and let them bid. No phone calls. No guesswork. The right person in the right shift based on real data.

How org structure defines work areas and qualified roles How employees clock against their scheduled shifts

Overtime surprises show up in payroll, not in the schedule where they could have been prevented.

The schedule says one thing. The timesheet says another. Payroll has to reconcile the difference. Scheduled hours don't compare to actual hours until after the pay period closes. By then the overtime is already on the books. Nobody caught it because scheduling, timekeeping, and payroll are three separate systems.

This is the most expensive version of the disconnected-systems problem. The schedule creates the plan. Timekeeping captures what actually happened. Payroll calculates the cost. When those three things live in different tools, there's no feedback loop. The scheduler can't see the payroll impact of their decisions in real time. Compliance violations, overtime spikes, and break requirement gaps all get discovered after the fact, when it's too late to fix them.

Schedule, timekeeping, and payroll are one connected pipeline. No exports. No reconciliation. In Workzoom, the schedule sets the plan. Timekeeping captures actual hours against that plan. Payroll processes the approved time. It's one continuous flow on the same platform. Overtime rules and break requirements are enforced at the scheduling stage, before shifts are assigned, not discovered after the pay run. Scheduled hours compare to actual hours in real time. When the schedule changes, timekeeping and payroll reflect it immediately. No CSV exports. No manual reconciliation. No surprises.

How timekeeping captures hours against the schedule How approved time feeds directly into payroll processing

How It Works

Build the schedule. Fill it with qualified people. Connect it to everything.

Schedules created here drive Timekeeping actuals and Payroll processing. The schedule is the plan. Everything else executes against it.

01 Shift Filling

Fill every vacancy from a ranked list of qualified staff

Vacancies surface automatically from approved leaves, shift drops, terminations, and work requirement changes. Managers see a ranked list of who can fill each shift based on skills, availability, hours worked, and compliance limits. Assign directly or offer shifts to multiple people at once.

Real-time vacancy detection across all schedule sources
Qualified fill lists ranked by skills, availability, and compliance
Add extra shifts to open schedules to increase capacity on demand

Watch Scheduling in action

Employee records Time off balances

Workzoom shift filling dashboard showing ranked qualified staff list for vacancy coverage

02 Requirements & Compliance

Enforce overtime, breaks, and hour limits before the shift is assigned

Compliance is checked at the scheduling stage, not discovered in payroll after the damage is done. Build schedules from repeating patterns, generate them automatically on a set frequency, and distribute to supervisors in batches. Crossover shifts account for work on the correct day based on your policies.

Repeating patterns with automatic batch generation on a set frequency
Crossover shift handling based on company day-boundary policies
Overtime, break, and max-hour rules enforced in the schedule, not after

Timekeeping Payroll processing

Workzoom shift requirements showing overtime rules, break compliance, and repeating schedule patterns

03 Visibility & Communication

Give employees real-time access to their schedules everywhere

Schedules push to employees through self-service with direct sync to Google Calendar, Outlook, or Apple Calendar. Changes reflect immediately. Managers can post open shifts for qualified staff to bid on. Printable extracts are available for workplaces that need physical copies.

Calendar sync to Google, Outlook, and Apple with real-time updates
Shift bidding through self-service with manager review and approval
Auto-generated call-out lists and printable schedule extracts

Clocking methods Employee communication

Workzoom schedule visibility with calendar sync, shift bidding, and printable schedule extracts

Schedule it. Then verify it.

7 ways to clock in
against the schedule.

The schedule is the plan. Clocking captures what actually happened. Every punch compares against the scheduled shift in real time, so variances surface before they hit payroll.

See All Clocking Methods

Mobile App

iOS & Android with GPS

Biometric

Fingerprint & facial

GPS Geo-fencing

Location verified

Web Browser

Any device, no install

7 Methods

The connected advantage

Scheduling that talks to every module it touches

Schedules pull from your org structure, feed hours into timekeeping, flag overtime for payroll, and backfill vacancies from approved time off. One change ripples everywhere.

Scheduling

Organization Locations and departments define who gets scheduled where

Timekeeping Actual hours compare against scheduled shifts automatically

Payroll Overtime, shift differentials, and premiums flow to pay processing

Time Off Approved leaves create vacancies that need backfilling

Personnel Skills, certifications, and availability drive qualified shift assignment

Why Workzoom

Scheduling that sees your entire workforce, not just a calendar.

Standalone tools build schedules in isolation. Workzoom builds them with full visibility into qualifications, leave balances, compliance limits, and payroll.

Workzoom

Scheduling connected to everything

Qualified fill from real employee data. Skills, certifications, availability, and hours come from the HRIS, not a separate contact list
Compliance enforced before the shift is assigned. Overtime, breaks, and max-hour rules checked at scheduling, not discovered in payroll
Schedule feeds directly into timekeeping and payroll. One pipeline. No CSV exports, no manual reconciliation, no surprises
Leave balances visible when building the schedule. No more scheduling someone who's on approved time off
Shift bidding and calendar sync built in. Employees bid on open shifts and sync schedules to Google, Outlook, or Apple Calendar
$4/employee/month for the full Workforce suite. Scheduling, timekeeping, time off, and clocking included. No per-feature add-ons

Standalone Scheduling Tools

Scheduling that operates blind

No access to employee qualifications or certifications. Managers guess who's qualified for each shift
Overtime violations discovered after the pay run. No real-time visibility into hours worked across systems
Requires payroll integration. Data exports, sync errors, and two systems to maintain
No visibility into leave balances. Scheduling conflicts surface when employees report it themselves
Shift swaps only. No qualified fill lists ranked by skills, compliance, and hours worked
$2-8/user/month for scheduling alone. Time tracking, payroll, and HR cost extra from other vendors

See How Scheduling Works

No setup fees. No long-term contracts.

Configuration

How we get your scheduling up and running.

Your implementation coach builds schedules around the locations and teams you already have, wires them into timekeeping and payroll, and sets up vacancy rules so approved time off turns into open shifts your managers can fill in seconds.

01

Set Up Your Groups

First we organize people into work areas and teams. A work area is where someone reports. A team is where they actually work. So "Production" might be the work area, with "Assembly" and "Quality Inspection" as teams underneath it. Each team gets a supervisor who handles their schedules and approves leave requests. Simple hierarchy that mirrors how you actually run things.

02

Build Your Schedules

Two ways to do it. If your team's shifts change week to week, you create a repeating schedule, set a shift once, and it carries forward every two weeks. A chain link icon lets changes flow to all future shifts, or you can break the chain and adjust just one. If your team works the same hours every week (say 9 to 5 Monday through Friday), you set a default schedule and it generates automatically. Both types stay aligned to your pay period.

03

Define How Vacancies Get Filled

When a shift opens up, Workzoom shows your manager a ranked list of who can take it. You control the rules: does the person need the same job title? Specific certifications? You can score candidates by seniority or distance from the location, cap weekly hours so nobody gets overworked, and even let employees bid on open shifts. Your coach sets this up with you so the qualified fill list actually makes sense for your operation.

04

Connect Everything Else

Employees subscribe to their schedule from their dashboard and it shows up in Google Calendar, Outlook, or Apple Calendar on their phone. Managers get a "Set Upcoming Schedule" to-do item and can adjust shifts right from their dashboard. Behind the scenes, scheduled shifts flow into timekeeping so you can compare planned vs actual hours, and overtime and shift premiums feed straight into payroll.

See it live

See how scheduling actually works.

Pick a time and we'll build a schedule together. Repeating shifts, vacancy fill lists, calendar sync, and how it all connects to timekeeping and payroll without a separate scheduling tool.

15-60 minutes

No commitment

No separate scheduling tool

Scheduling connects to Organization, Timekeeping, Time Off, Payroll, and Personnel across the full Workzoom platform.

FAQ

Common questions about employee scheduling software.

Employee scheduling software automates the creation, management and communication of work schedules. It handles shift assignments, tracks employee availability and qualifications, manages schedule changes in real time, and gives employees visibility into their upcoming shifts. Workzoom's scheduling module is built directly into its HRIS, so scheduling decisions are informed by employee skills, time off balances and compliance rules without needing a separate tool.

Workzoom automatically identifies vacancies created by approved leaves, shift drops, terminations and changes to work requirements. When a vacancy appears, managers see a ranked list of qualified staff who can fill the shift based on skills, availability, hours worked and compliance rules. Managers can assign directly or offer the shift to multiple employees at once. Filled vacancies are marked with a purple visual indicator so substitutions are easy to spot on the schedule.

Yes. The vacancy policy controls whether shift bidding is enabled. When turned on, available shifts are made visible to qualified employees through self-service. Employees submit bids for shifts they want, and managers review and approve bids to fill open slots. The policy also controls whether the employee's job title must match the vacant job and whether specific certifications are required to qualify.

Yes. Workzoom handles basic, rotating and crossover shift schedules. Repeating schedules use a chain icon to control whether changes to one shift carry forward to all future occurrences. Default schedules define fixed hours like 9 to 5, Monday to Friday, with each day set as a workday or off day. For crossover shifts that span midnight, Workzoom accounts for the work on the correct day based on your company policies.

Standalone scheduling tools operate in isolation from your employee data, payroll and time tracking. When scheduling is built into the HRIS like Workzoom, managers see real-time time off balances, employee qualifications, compliance limits and payroll implications all in one place. Qualified fill lists draw from real employee records, not a disconnected contact sheet. The schedule feeds directly into timekeeping and payroll with no CSV exports, no manual reconciliation and no data silos.

Yes. Managers define schedule templates based on repeating patterns and set them to generate automatically on a regular frequency. Schedules are built in batches aligned to pay periods and distributed to the appropriate supervisors. Both repeating schedules with biweekly or custom patterns and default schedules with fixed daily hours are supported. The base date aligns to a past pay period start date, and the system generates schedules in advance based on your lead time settings.

Workzoom enforces overtime rules, mandatory break requirements and maximum working hour limits at the scheduling stage, not after the pay run. The vacancy policy lets you set a maximum number of scheduled hours per week. When filling shifts, the system checks compliance limits before suggesting qualified staff. You can also grade employees using boost criteria like distance and seniority, and require job title matches or specific certifications before someone qualifies for a vacant shift.

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