Good schedules are the lynchpin of small businesses. Without them, everything from your labor budget to customer service and staff relationships falls apart, so you have to make sure yours are airtight.

But writing schedules is time-consuming and there are other work responsibilities to consider, not to mention your own work-life balance.

So, we’ve created this guide on how to make an employee schedule that fits your budget, respects your team’s preferences, and doesn’t take hours to make. Discover how Homebase can help you with every stage of the process. We’ve included:

• Business requirements to consider before you begin
• Tips for scheduling employees according to their availability and preferences
• How to create reusable schedule templates
• What to look out for when reviewing your schedule
• How to manage your schedule when last-minute changes occur

Step #1: Determine schedule requirements

There’s a lot to consider before starting an employee schedule. You have to balance:

• Fulfilling labor needs
• Sticking to your budget
• Having the right mix of roles
• Complying with applicable federal and state laws

Take care of several items on that list by using Homebase scheduling’s forecasting tool. Instead of spending hours pouring over figures, you can auto-calculate how many employees you need and the sales you can expect to make based on past data. Homebase even includes your sales-to-labor ratio, so you’ll notice if your staff levels are under or over-average instantly (and whether you’ll be under or over-staffed).

As you move through the next steps, you can keep checking the forecasting sidebar to check if you’ve strayed too far from your targets.

Caption: Homebase’s forecasting tool displays all your predictive data in a sidebar at the bottom of each employee schedule.

Now that you know how many employees you need, it’s time to go into finer detail. Identify which roles, departments, and senior team members you’ll require for each shift. For example, if you run a restaurant, what ratio of chefs to wait staff should you have? How many takeaway orders does your delivery team get on average? Are there any new hires that require a manager’s close supervision?

As you create your roster, you’ll probably end up making changes as you go. If you’re using a pen and paper or a spreadsheet and keep having to cross out or copy-paste items, your schedule will get messy and confusing quickly. Use Homebase to create a list of shifts at the top of your employee schedule for each day with all the roles you need, along with the shift hours and any relevant notes.

Caption: Create a color-coordinated list of shifts on top of your Homebase schedule to stay on top of what roles you need for each day.

All that’s left is brushing up on state and federal laws so you can bear them in mind as you write your schedule. The Fair Labor Standards Act (FLSA) regulates:

• How many days employees can work in a week
• The number of breaks hourly workers should have
• How much time off you should give each employee
• How many hours minors can work and what tasks they can perform
• How far in advance you need to share your schedule with employees
• The overtime rate you have to pay employees who work over 40 hours a week

If staying on top of all that sounds exhausting to you, consider using Homebase’s HR and compliance tools. We notify you about potential compliance issues like missed breaks and alert you about changing labor laws.

Step #2: Take employee availability into account

Once you know your schedule requirements, it’s time to collect each employee’s availability. We can’t understate the importance of this step. Respecting your staff’s preferences shows you care about their well-being and acknowledge you respect their lives outside work.

From a practical point of view, understanding employee shift preferences means fewer issues with late arrivals, absences, and constant shift swaps. And keeping your team happy makes them less likely to search for another job with more convenient hours.

Start by asking each team member to fill in a form with their availability and preferred shifts. Some staff may wish to dictate the specific hours they want to work. If that’s not possible, forewarn them that their limited availability may affect the number of hours you can give them.

But here’s the tricky part. Your team’s availability might fluctuate due to factors like family responsibilities, school holidays, or second jobs. If you don’t have time to keep chasing everyone around, prompt your staff to fill in Homebase’s form the moment their situation changes. The platform will then notify you, let you approve the availability form, and block out the employee’s unavailable days on your schedules.

Caption: Homebase provides an easy way to collect each employee’s availability and get an overview of who can work which shifts.

Another factor to consider is time off. If you don’t keep proper track of vacation days, you may end up with too many absent team members at the same time. Then, you’ll risk being understaffed and burning out the employees who can work.

Get ahead of this problem with the following steps:

• Create a time off policy: Figure out how many people can take days off at once and set that number as a limit. For popular times of the year, use a fair system, like taking turns to decide which employees get the first pick.
  Ask for time off requests in advance: Tell team members you need their vacation requests a certain number of days in advance so you have enough time to arrange cover. Employees can use the Homebase app to fill in their request forms and send them to you.
  Track time off on your schedule: When you approve staff requests, Homebase will automatically block the time off on your schedule so you can’t forget about it.

By creating a fair and transparent time off system, you’ll make sure employees almost always get the vacation days they want. That goes a long way toward boosting morale and building strong relationships with your team.

Step #3: Create a schedule template

By this stage, you should have all the information you need to write your employee schedule. It’s just a matter of taking the shifts you created in step one and organizing them around the team availability you collected in step two.

You can automate that process by using Homebase to auto-populate your schedule based on roles and availability. But if you prefer to organize your schedules down to the last detail, you can simply drag shifts from the top bar into the spaces on the timetable.

Caption: Once you decide what shifts you need filled, you can drag them from the top bar and drop them into empty spaces on your Homebase schedule.

Your labor needs and team availability may often remain unchanged for weeks. So if you’ve got a schedule that works for everyone, you can reuse it. Homebase lets you save your best schedules into a template library that you can easily access from the dropdown menu.

Caption: Create schedules for different times of the year. Then, rename and add them to Homebase’s unlimited template library for easy access.

As well as being a time saver, schedule templates help you stay consistent. You can see which hours and roles employees are used to working so you don’t disrupt their routines unnecessarily. For example, someone who’s happy working late shifts and flies through the closing checklist may react badly if you suddenly switch them to morning shifts without any explanation.

That’s not to mention the friendships your staff build with each other and regular customers during their normal shifts. If you keep moving team members around for no reason, you could unintentionally affect morale and customer satisfaction.

Step #4: Review and approve your schedule

Now that you have your schedule draft finished, avoid the temptation to share it with your team straight away and check it for any issues. Ask yourself:

• Does each employee have at least two consecutive days off per week?

• Do they have enough time to rest between late finishes and early opens?

• Do any employees have too many undesirable shifts (for example, split shifts, nights, or busy periods?)

• Do new hires have an experienced member of staff to supervise them?

• Are there any scheduling conflicts you may have missed?

At first glance, you may not notice these kinds of problems, but it’s important to iron them out as soon as possible. If your staff work too many challenging or undesirable shifts, their morale will plummet, and they may get burnt out. Homebase helps you spot issues like scheduling conflicts and employees approaching overtime with built-in alerts.

Caption: Homebase alerts you about problems like scheduling conflicts immediately.

For extra accuracy, get your employees to review their hours too. They’ll be able to give their schedule more individual attention than you’ll ever be able to. So, when you publish your schedule to the Homebase mobile app, encourage staff to send you feedback. Then, make any necessary tweaks and re-publish it with just a couple of clicks.

Step #5: Share your schedule

Make sure employees can view the schedule as soon as you’ve published it. Then, they can plan their personal lives around their shifts well in advance and won’t get overwhelmed by last-minute arrangements. The last thing anyone wants is staff turning up stressed out because they’ve spent the whole day calling babysitters or trying to find someone who can give them a ride to work.

The free Homebase app publishes your finished schedule and instantly notifies all your employees that it’s ready. Then, you can use message confirmations to verify whether each team member has seen their latest shifts or not.

Caption: Send your finished schedule to the entire team using the free Homebase mobile app.

Step #6: Make any last-minute changes

No matter how hard you try, your employee schedule won’t ever be flawless. There will always be last-minute changes to make due to sickness, traffic jams, or emergencies.

In those circumstances, all you can do is reach out to your team and see who can pick up their shifts. That’s no easy task when you’re unsure who might be available to replace them and may be concerned about what’s happened to them. Homebase can help by letting you filter your staff based on who’s available and send them a message.

Caption: Homebase notifies you about no-shows and automatically creates a message request for cover to send to all available employees.

And if someone gives you a few days’ warning they won’t be able to work, you can also list the absent person’s hours as open shifts for team members to claim.

Sometimes unexpected problems that come up are less serious, like employees forgetting their friend’s birthday party or suddenly discovering their favorite band is coming to town. In those cases, staff members can try to arrange their own cover by requesting trades via the Homebase app.

Make scheduling easy with Homebase

While you recognize scheduling is important, you don’t want to dedicate hours of your life to it. That’s why it’s essential to find a way to make employee schedules that prioritizes time-saving techniques.

Homebase lets you speed through scheduling without risking your staff’s well-being, going over budget, or dealing with compliance issues. Businesses report saving hours every week with our scheduling, forecasting, and communication tools. That’s time you can spend expanding your business, checking in with your team, or simply relaxing.

The post How to make an employee schedule in six easy steps appeared first on Homebase.

via Homebase https://joinhomebase.com/blog/how-to-make-an-employee-schedule/

If the prospect of inaccurate timekeeping, accidental time theft, and headache-inducing payroll runs aren’t enough to make you reconsider manual time tracking methods, then how about the likelihood of underpaid employees?

One short paycheck is easy enough to fix — simply edit your timesheets and submit a new check or direct deposit. But a series of insufficient paychecks could lead to the loss of a valued staff member or costly legal troubles.

That’s what you risk when you stick to conventional, error-prone time tracking methods. But don’t stress. We’re going to talk about how you can track employee time effectively and discuss:

• How to choose the right time tracking method
• How simple it is to track time with Homebase
• The benefits of time tracking software

Choosing the best employee hour tracking method

Many business owners may find time clock apps and software helpful to streamline their time keeping processes, while others prefer manual approaches for their simplicity. Let’s look at a few different methods so you can decide which will best serve your small business.

Web-based time tracking software

Manual systems like spreadsheets and pen and paper seem straightforward, but they can easily lead to errors, instances of buddy punching, and inaccurate paychecks. Web-based time tracking software is designed to eliminate these issues in a few ways:

• Employees can clock in and out from a computer with a secure PIN, preventing them from signing in for their teammates.
• Once someone punches in, the time tracking system instantly logs their hours on their time cards, helping you avoid double-entry errors.
• The system will notify you about timesheet discrepancies like missing breaks or unusually long or short shifts before you process employee checks.
• Once you’ve reviewed the timesheets, you can export the data to third-party software. Or, if you use Homebase, you can run payroll directly from the timesheets dashboard.

Mobile time tracking apps

If you run a business like a restaurant, cafe, or shop, you probably get a lot of extra foot traffic at certain times of the day. That means employees won’t always have much time to access the nearest clock in station when they arrive during peak hours, which makes mobile time tracking apps especially useful.

Mobile time clock apps typically work together with a web-based platform to turn any team member’s mobile device into a clock in kiosk. Employees simply have to enter a unique PIN to start and end their shifts straight from their phones. And apps like Homebase also have GPS and geofencing capabilities that prevent staff from clocking in before they get to work.

Source: https://joinhomebase.com/time-clock/

Caption: Mobile time clock apps like Homebase make clock ins easier for those who arrive at work at peak hours.

Mobile time tracking apps are also effective because they reduce no-shows by sending team members reminders when their shifts are about to start. Plus, they make it easier for staff to coordinate shift swaps and submit time tracking requests, saving managers time and administrative work.

Biometric systems

Biometric time clocks use physical features like fingerprints, palm identification, iris scans, or facial recognition to verify an employee’s identity when they clock in. Although they may provide an extra layer of protection against time theft, they’re currently restricted or illegal in several states, prompting the question: Are biometric time clocks worth it?

Like other electronic systems, they can give you more precise timekeeping data. They also make buddy punching impossible, saving the money you might lose from stolen time.

But they also require employees to share their biometric data, which may feel like an invasion of privacy. And if that data is leaked, it could compromise their personal security for life. Additionally, people with disabilities or facial and body differences may not be able to use them, affecting the accessibility of your work environment.

Manual time cards

Small business owners appreciate manual time cards and spreadsheets because they’re straightforward and highly customizable. It doesn’t take very long to train employees to record their hours this way, and it shows that you trust them to be honest when logging their start and end times.

However, manual systems aren’t very efficient for running payroll. You have to be thorough when combing through each person’s time card and check it against their shift schedules to make sure they match. Additionally, you won’t have help with tracking breaks, personal time off (PTO), and overtime.

How to track employee time with Homebase

Web-based systems like Homebase aren’t just built to make time tracking accurate — they’re designed to make payroll and compliance simpler for small business owners. But before you start using them yourself, it’s best to learn about all the tasks they can help you with. Let’s walk through how Homebase works, step by step.

1. Set your work hours

Source: https://demo1.joinhomebase.com/settings/time_tracking/overtime

Before you schedule any employee shifts and start tracking hours, set your work hours and establish parameters for overtime. It’s simple to start: Go to Settings on the sidebar and click Overtime. You can customize your overtime rules at the top of this page. And at the bottom, you can enter the desired day of the week and time you want staff schedules and shifts to begin.

Source: https://demo1.joinhomebase.com/settings/time_tracking/overtime

2. Establish break and meal periods

Source: https://demo1.joinhomebase.com/settings/time_tracking/overtime

Stay on the Settings page and go to Breaks & Compliance to establish breaks and meal periods. You’ll have the ability to customize:

• How long breaks last
• Whether breaks are paid or unpaid
• How often they occur
• Whether they’re mandatory or optional

Here, you can also define other rules for staff breaks. For example, you can award employees additional paid hours for missed breaks and subtract unpaid breaks from scheduled hours and wage forecasting.

3. Create employee schedules

Source: https://app.joinhomebase.com/schedule_builder#week/employee/2/6/2023

Homebase makes scheduling team members simple with its interactive, intuitive schedule builder. Start by clicking on empty spaces across from an employee’s name and below the day of the week. Then, fill in:

• Start and end times
• Days of the week
• Roles
• Shift notes
• A designated color (for easier readability)

Once your schedule’s complete, you can send it to staff by clicking Publish in the top right-hand corner. And to save yourself more time in the future, go to Tools and then Templates to name your current schedule and turn it into a recurring template to reuse later in the month or year.

Source: https://app.joinhomebase.com/schedule_builder#week/employee/2/6/2023

4. Set up your chosen time tracking method

When you’re ready to start time tracking, go back to Settings and then Time Clock Options to establish parameters for clocking in and out. For example, you can create rules to round start and end times to the nearest five or 15-minute increments to make payroll calculations even easier.

Source: https://demo1.joinhomebase.com/settings/time_tracking/time_clock

You can also set up permissions on this page for a tablet or web time clock depending on which devices you want your employees to use.

Source: https://demo1.joinhomebase.com/settings/time_tracking/time_clock

Source: https://demo1.joinhomebase.com/settings/time_tracking/time_clock

And if you choose to turn on the mobile time clock option, you can click Enable Geofence to enter your address and select a radius of 150 feet, one block, or five blocks. By doing so, employees won’t be able to sign into work until they’re within your specified perimeter.

Source: https://demo1.joinhomebase.com/settings/time_tracking/time_clock

5. Train employees to clock in and out

If you’ve decided to give your staff the ability to clock in and out of work from their phones, you’ll have to train them how to do so to avoid any preventable mistakes.

Source: https://demo1.joinhomebase.com/team/1138924/job_details

Show each team member how to download the app, and once they have access to it, give them their unique PIN. If you go to Team and then Roster, you’ll find their PIN under their job details.

Once they have their PIN, ask them to do a practice clock in before their first shift so they don’t have to figure it out when they’re arriving at work and get overwhelmed.

6. Monitor breaks, estimated wages, and overtime

Source: https://demo1.joinhomebase.com/timesheets

Once your employees have a handle on signing in and out of work with Homebase, you can monitor their estimated breaks, wages, tips, and overtime on the Timesheets page, allowing you to handle potential problems before they get out of hand. You can also add columns for tracking tip credits, PTO, and holiday pay, which will save you an extra step when it’s time to run payroll.

7. Review reports

Source: https://demo1.joinhomebase.com/reports/on_time

If you visit the Reports page, you’ll find detailed charts to help you track trends and changes in attendance, labor costs, sales, and previous payroll runs. Not only can the Homebase reports feature help you with workforce planning and money management — it also makes performance management easier with on-time arrival statistics and graphs based on employee shift feedback.

8. Review and approve timesheets

Source: https://demo1.joinhomebase.com/timesheets

Homebase’s timesheets tool is ideal for any small business owner who starts to panic around payday. It makes the process for reviewing and editing time tracking data straightforward: The platform automatically displays any time cards that need review at the top of the Timesheets page. You simply click on the time card, and that individual’s timesheet will pop up in the center of the screen for you to review, as seen in the image below.

Source: https://demo1.joinhomebase.com/timesheets

So, for example, according to Jermaine Good’s time card above, he worked 11 minutes over schedule during this pay period. You can address this easily by messaging him to find out what might have happened. But he also missed two breaks, which you can either add or dismiss.

9. Process payroll

Source: https://demo1.joinhomebase.com/timesheets

Once you’ve reviewed and edited your timesheets, Homebase also makes paying employees hassle-free with built-in payroll processing. Just stay on the Timesheets page and click Run Payroll in the top right corner to get started.

Source: https://demo1.joinhomebase.com/timesheets

First, you’ll review PTO, sick leave, paid holiday, tips, and extra earnings data for every employee. You can input this data manually, but Homebase can also populate those fields if you choose to track that data on the timesheets page, sparing you extra data entry.

Source: https://demo1.joinhomebase.com/timesheets

Click Next to make sure every team member’s gross wages and net pay are correct. Homebase also automatically deducts employee and company benefits from paychecks.

Source: https://demo1.joinhomebase.com/timesheets

Finally, review and submit payroll to make sure your total payroll cost aligns with the totals from the previous page. And if you notice any errors at this point, you can always hit Save and Exit and go back to Timesheets to make the necessary adjustments.

The benefits of using an employee hour tracking system

Now that we’ve taken a detailed look at how Homebase’s system works, you have a better idea of how much flexibility and control time tracking software gives you. But here are a few other reasons why app-based time clocks make life easier than manual methods.

Improved productivity

When business owners find a more efficient way to manage their workload, they have more time to work on tasks and projects that help to move their business forward. And that’s what time tracking systems are designed to do: They save you hours you might otherwise spend reviewing employee timesheets one by one and transferring the data to your accounting system.

And with automatic reminders and alerts, app-based time clocks like Homebase also eliminate the need for team members to closely monitor their own hours just to avoid missed breaks and overtime. That way, they’ll be able to focus on the tasks at hand.

Reduced payroll errors

Payroll mistakes can result in employees being underpaid or overpaid — which can either lead to dissatisfied team members or losses in revenue.

But time tracking software removes the potential for error by cutting out the middleman and turning staff hours into timesheets complete with wages for you. Comprehensive platforms like Homebase can also flag time card discrepancies like missing breaks or irregular hours so you can make edits before running payroll.

Better decision-making

Detailed timekeeping data can make it easier for small businesses to plan for the future. How? By analyzing timesheets against staff member productivity, you can determine precisely how long it takes people to complete certain tasks or how much they can accomplish during a shift. And if you use Homebase, you’ll also have access to labor cost reports and sales data from your point of sale (POS) system, meaning you can make better long-term financial decisions, too.

Increased efficiency

A mobile time tracking system makes logging hours faster for team members. But it can also streamline internal processes for swapping shifts, updating availability, and requesting time off, reducing the need for time-consuming back-and-forth texting.

And if the platform comes with built-in payroll like Homebase, you’ll also save the time you’d otherwise spend transferring data to another platform or handling paychecks yourself.

Make better use of your time with Homebase

Now that you know how a time tracking platform like Homebase can help you streamline time tracking and stay compliant with labor laws, it’s time to start brainstorming how you’ll use your extra time and energy.

Maybe you’re ready to hire new team members, update your internal policies and procedures, or find creative ways to improve employee satisfaction.

Homebase can help with those things, too. We don’t just have tools for time tracking, scheduling, and payroll — we also offer hiring and onboarding, messaging, HR and compliance, and employee happiness features, giving you everything you need to manage your growing team and help your small business thrive.

The post How to track employee time effectively appeared first on Homebase.

via Homebase https://joinhomebase.com/blog/how-to-track-time-of-employees/

Business is going well, your employees are happy, and you’re growing a loyal customer base. But there may still be one piece of the puzzle missing in your small business operations — figuring out how to make payroll less of a chore.

But paying staff, keeping records, and managing taxes don’t have to create hours of extra work for you each week. With the right process and tools, you’ll get more face-to-face time with employees and customers and prevent payroll from running into your free time.

That’s why we created this guide on doing payroll for small businesses. We cover everything from how to set up payroll to what you need to know when the time comes to file taxes, as well as what software you can use to simplify payroll and everything that comes along with it.

Step #1: Understand payroll laws and regulations

Often, it’s not just the physical act of running payroll that eats into your day — it’s figuring out the complex rules and regulations behind the process that takes up so much time.

Following payroll laws and regulations is essential to avoid serious legal and financial consequences, so it’s important to do things right. And that can mean keeping track of lots of moving parts — think local, state, and federal tax regulations, as well as wage and hour laws.

For example, each state has unique payday requirements, and failure to follow them can mean dealing with fines or even legal action.

You also need to correctly classify staff members as exempt or non-exempt, which will determine whether they’re eligible for overtime pay and other Fair Labor Standards Act (FLSA) protections.

That’s not to mention accurately determining whether workers are independent contractors or employees. Up to a third of employers misclassify staff as independent contractors, a mistake which can cost hundreds, even thousands, in penalties.

Learning and staying up to date with all these regulations may feel like a whole job in itself. That’s why we recommend using a tool like Homebase HR and compliance, which can track all your employee hours in one place and help you stay on top of wage and hour laws, especially when it comes to breaks and overtime.

Our platform can also notify you when labor laws change at the state or federal level, and our team of HR Pros is always there to review your procedures and give you advice when you’re feeling lost.

Step #2: Set up payroll systems

Once you have a general understanding of the laws and regulations you need to follow, it’s time to record your business with the government. That means registering your business name with local and state governments and applying for your tax ID, or employer identification number (EIN).

But one of the most important steps when doing payroll for your small business is selecting and setting up your payroll system. And choosing a manual process can be tricky as it can mean hours of extra work and costly mistakes.

So, look for payroll software that makes your job easier while helping you maintain accurate and efficient payment systems. Some features to look for include:

• Instant conversion of timesheets into hours and wages so they’re ready for payroll
• Automatic tax filing and issuing of W-2s and 1099s
• Automatic issuing of payments to employees, the state, and the Internal Revenue Service (IRS)
• Self-onboarding and document e-signing for employees
• Time card record storage for compliance with the FLSA’s record-keeping rules

Essentially, you want a payroll system that lets you pay employees and file taxes with the click of a button. The system should also be smooth to implement and easy for staff to use on autopilot.

And ideally, choose a tool that offers other HR features, like hiring and onboarding and team communication, so you can keep all your main internal processes under one roof.

Step #3: Calculate payroll

Now that you know how to set up payroll, it’s time to get on with your calculations. That means determining gross pay, estimating taxes, and making pre-tax deductions for things like 401(k) plans and health insurance.

Figuring out payroll taxes can be complex, but when you use software like Homebase, the tool can automatically calculate, pay, and file for you. Our platform is designed for hourly teams with unique pay rates and exemptions, and it’s suitable for businesses in just about any industry.

Caption: Homebase can give you a clear overview of what each employee is making and what portion of your total payroll goes to taxes.

Homebase payroll also lets you set roles, wages, and employee classification for each of your team members and allows you to run payroll for your whole team with just a couple of clicks.

Caption: Homebase lets you set unique wages, roles, and payroll classifications for each employee.

Plus, using a comprehensive tool like Homebase takes the stress out of making sure you’re complying with laws and regulations and helps you avoid over or underpaying your employees.

Step #4: Pay employees

Now, it’s time for your team’s favorite part of this whole process — payday! And with 50% of workers reporting they’d consider quitting their job as a result of repeated payroll mistakes, making sure the right amount shows up in people’s bank accounts is critical.

Payroll accuracy isn’t just important for maintaining team morale but also for staying compliant with laws and regulations and protecting your business.

But paying team members isn’t just about handing over a check. You need to keep track of preferred payment methods, issue people’s payments via paycheck or direct deposit on time, and distribute the correct tax forms.

Again, automating these processes helps minimize mistakes and reduce your workload.

Caption: The Homebase app notifies employees when they get paid, making it easy for them to view their pay stubs and see exactly how much they made.

Step #5: Keep accurate records

Even once you’ve sent out your payments, your work isn’t done yet. The FLSA requires employers to keep basic records for all their non-exempt employees consisting of correct data about the worker, their hours, and their wages.

Storing accurate records is also important for making informed decisions about payroll. After all, payroll costs can make up as much as half of all your business expenses, depending on the industry you’re in.

And when profit margins are tight, it’s essential to know exactly where your revenue is going. Having detailed payroll records helps you determine whether you’re running your business sustainably.

So, keep in-depth documentation about employee hours and wages, and be sure to store payroll data securely to protect your team members and your business. You don’t want people to worry about their privacy, and you certainly can’t risk that information getting into the wrong hands.

This is another reason why using a comprehensive payroll tool that generates and stores reports is a must — you won’t have to go through the extra work of creating them yourself and will know they’re stored in a safe place.

Caption: Homebase accurately generates and stores payroll reports for you, from comprehensive summaries to W-2 previews.

Step #6: Manage payroll taxes

It’s a fact of life: “nothing is certain except death and taxes.” We’re sure you already know how important it is to stay on top of your payroll taxes to stay compliant with laws and regulations and avoid penalties and late fees.

And while no one can get out of taxes, Benjamin Franklin didn’t have to be so morbid about the topic. When properly managed, payroll taxes don’t have to be such a hassle.

Managing your payroll taxes means:

• Establishing who your taxable workers are
• Identifying which wages are taxable
• Determining which payroll taxes apply to you
• Familiarizing yourself with the forms and procedures for filing taxes
• Submitting quarterly and annual tax reports

Again, we recommend automating this process with a specialized tool that can calculate, pay, and file your taxes for you. Because let’s face it — unless you’re a certified public accountant (CPA), paying taxes can feel like trying to read a foreign language.

And remember, different states have different payroll laws and tax rates, which can be hard to keep up with by yourself. This is where a specialized tool can help you out.

Perfect payroll to send out paychecks on time and keep your business thriving

Now that you’ve read and understood these tips on how to do payroll for a small business, it’s time to put your learnings into practice. Follow the above steps for how to set up payroll, pay your employees, keep records, and file your taxes to keep your people happy and your business running smoothly.

And remember, you don’t have to take care of payroll alone. Consider using a tool like Homebase payroll to simplify and automate the process and manage all your HR duties in one place.

The post How to do payroll for a small business appeared first on Homebase.

via Homebase https://joinhomebase.com/blog/how-to-do-payroll-for-a-small-business/

When you begin keeping track of staff hours, your first instinct may be to keep your method simple. So, you might ask hourly employees to log their shifts using a paper timesheet or punch clock.

But human error and lack of oversight end up complicating that kind of time tracking process. It also leads to inaccuracies with employee paychecks, and manually entering data into spreadsheets for payroll takes a lot of time.

Time tracking software can make recording employee hours simple. In this article, we’ll explore how it can make a difference for your business and discuss:

• How time tracking software works
• Six popular time tracking solutions
• The pros and cons of time tracking systems
• Best practices for accurate timekeeping

How does time tracking software work?

Time tracking software typically works by letting employees clock in and out of their shifts from a web browser or an app on their mobile devices. Some tools also allow staff to log the time they spend on different tasks and projects.

Once employees enter their hours into the system, most time tracking solutions convert their hours into timesheets for payroll prep, saving employers from having to gather time cards and enter their data manually.

Time tracking software also helps business owners stay on the right side of state and federal labor laws by alerting them when team members are approaching overtime. And if you use a platform like Homebase, you can store your attendance and time information for up to four years, keeping you compliant with the Fair Labor Standards Act (FLSA).

How to track employee hours with Homebase

Source: https://app.joinhomebase.com/schedule_builder#week/employee/1/23/2023

Caption: Once you publish an employee schedule with Homebase, the app will remind team members of their upcoming shifts.

Homebase works by integrating time tracking with scheduling, which saves you and your staff members from switching between different applications. Once you build and publish your schedule, employees can use their mobile devices to clock in at the start of each shift with their unique PIN. And the Homebase platform will notify you when staff are late for clock ins, so you can check in with them via messaging within the same app. Forget about having to scroll through your phone to try and find individual team member’s contact information.

Source: https://joinhomebase.com/time-clock/

Caption: Managers can enable GPS and geofencing with Homebase, ensuring off-site employees can’t clock in until they arrive at work.

Once someone starts their shift, the platform automatically tracks their hours, breaks, overtime, and personal time off (PTO). Homebase also turns employee hours into timesheets automatically, which means you don’t have to waste time on double entry when it’s time to pay your staff members.

And managers who work with remote and offsite teams can turn on Homebase’s GPS and geofencing functions. That way, no one can report to work until they get to the right place.

6 popular time tracking software solutions

Timekeeping software can come with various features and integrations for processes like messaging, payroll, HR, task tracking, and inventory management. Let’s break down six popular solutions to give you a closer look at the range of options and paid plans currently on the market.

Source: https://joinhomebase.com/time-clock/

Caption: The Homebase mobile app lets you know when employees are late for work.

1. Homebase: As an all-in-one tool, Homebase combines time tracking, scheduling, hiring and onboarding, team messaging, payroll, and HR and compliance in one system, saving small business owners from investing time and money into multiple tools and integrations. What sets Homebase apart is how it integrates core HR processes for a seamless employee management experience — and you can do it all from your mobile device. Homebase is also more cost-effective than similar platforms because you can use a free account to schedule and track hours for an unlimited number of team members.
   

   Source: https://wheniwork.com/features/time-clock

   Caption: When I Work notifies employees when they’ve reached their limit and prevents them from taking shifts that push them into overtime.

2. When I Work: When I Work is a scheduling app for shift-based businesses. And like Homebase, you can use it to set up mobile punch clocks, track time and attendance, create and share employee schedules, and communicate with staff about absences and updates. But unlike Homebase, When I Work prices its plans per user rather than location, which means that as your team grows, so will the cost of your subscription.
   

   Source: https://www.deputy.com/features/time-and-attendance

   Caption: Deputy provides detailed labor reports so you can make more informed hiring decisions.

3. Deputy: Employers can use Deputy to build and publish employee schedules, easily make changes to weekly timetables, track time from any device, and stay on top of staff overtime and breaks. You can also access detailed labor reports and weigh them against sales data for more accurate financial forecasting. However, some users say they find the features and user interface (UI) difficult to maneuver.

   Source: https://getsling.com/employee-scheduling/

   Caption: Sling’s employee directory makes it simple to manage multiple business locations.

4. Sling: Sling is a great option for small business owners who need to handle scheduling and time tracking for employees across multiple business locations. With its staff directory, you can organize team members based on location, department, and position, making it easier for you to set up location-specific timetables, communication, and tasks. However, you may find that Sling’s free plan is limited because it only includes the scheduling tools.
   

   Source: https://www.fourth.com/solution/workforce-management/time-attendance

   Caption: With Fourth, employees can make changes to their own time logs, saving managers from having to manually update timesheets.

5. Fourth (formerly HotSchedules): Fourth’s Workforce Management tool lets you schedule employees, manage tasks, and track staff hours. It also gives team members more control over their time tracking by allowing them to make changes to their time logs and acknowledge edits the next time they sign in for work. But Fourth doesn’t have its paid plans listed on the website, making it hard to learn more about what you’re signing up for before you commit.
   

   Source: https://quickbooks.intuit.com/time-tracking/mobile/

   Caption: Quickbooks Time allows crew managers to clock entire teams in at once for more efficiency.

6. Quickbooks Time (formerly Tsheets): Employees can track employee hours with Quickbooks Time’s mobile app, and it also has crew functionality which lets crew managers sign entire teams into work at once. You may prefer Quickbooks Time if you’re already using other Quickbooks accounting products, but at $15 per month for a Basic plan, it’s still not as affordable as Homebase.

Pros and cons of using time tracking software

While time tracking software has the potential to make your life easier, some platforms come with potential pitfalls to be aware of. Here are a few pros and cons to consider before you invest in a time tracking tool.

Pro #1: Accuracy and security

Paper-based systems and spreadsheets might seem like straightforward timekeeping methods, but they don’t prevent errors and inconsistencies. Time tracking software, on the other hand, is designed to notify you about timesheet issues and discrepancies so you can review and fix errors before you run payroll.

Time tracking tools also help prevent buddy punching, which is when employees take advantage of the analog punch clock system to sign in for absent coworkers. And when you use Homebase’s free time clock, you can also guard against time theft by requiring staff to sign into their shifts with a unique PIN.

Pro #2: Quick and easy payroll

When you’re a new small business owner with only a few employees, gathering staff timesheets and manually entering the data into your accounting software may only take a couple of hours. But as your team grows, that system will quickly become less manageable.

Time tracking software gives you those hours back by integrating time clocks with timesheets and payroll. Homebase, for example, automatically updates employee timesheets when they clock into work. That way, when it’s time to process your team’s paychecks, it’s only a matter of clicking Run Payroll.

Pro #3: Compliance

The FLSA legally requires employers to store timekeeping documents for up to two years, which can include:

• Time cards
• Wage rate tables
• Schedules
• Records of wage additions and deductions

Both digital and hard copies of these documents take up space and can get disorganized and misplaced quickly. But a time tracking platform can organize and store everything for you.

Time tracking systems also help you stay on top of breaks, PTO, and overtime hours. And platforms like Homebase will notify you when a staff member is getting close to crossing the overtime threshold so you don’t infringe on local and state labor laws.

Con #1: Cost

Not all platforms offer their time tracking tools for free like Homebase. Some platforms, like Quickbooks Time, have flat monthly rates that start around $12 to $15 dollars per month, but many charge between $2 and $10 per user per month, making them less ideal for growing small businesses. Other competitors may also charge you extra for unnecessary add-ons and features, which could leave you with a large monthly bill.

Con #2: Difficulty of use

Employees need time to get the hang of new tools. But if the software you choose has a poor or complicated user interface (UI), your team may end up tracking hours incorrectly, causing more work for you in the long run.

Con #3: Decreased employee morale

Paper-based systems and punch clocks largely rely on the honor system. And if you ask employees to transition to more secure and accurate time management software, they may feel you don’t trust them.

That’s why it’s best to choose an all-in-one tool like Homebase rather than a platform that handles time tracking alone. By doing so, you can explain that you want to streamline overall timekeeping, payroll, and HR processes and, ultimately, make the work experience more manageable for everyone.

Tips for choosing the right time tracking software for your business

Using software can make time management more straightforward for you and your employees. But do your research before investing in a tool that burdens you with too many extra features, add-ons, and unnecessary costs. Here are a few tips:

• Consider your time tracking needs -- Are you looking for a simpler and more accurate way for employees to clock in and out of work daily? Or do you need more team management features that allow you to create schedules, communicate with staff, and access labor costs for better financial forecasting?
• Decide if you want payroll integrations -- Many platforms — like Homebase — build payroll tools into their offerings so you don’t have to export your timesheets to third-party software. In addition, they’ll notify you of any potential errors in your records, providing you with more accurate accounting.
• Research different pricing packages -- For small business owners, it’s better to avoid per-employee pricing. Instead, opt for location-based pricing, which ensures your subscription cost won’t go up as you hire more staff.
• Look at the built-in integrations -- Before investing in new software, make sure it has built-in integrations for the accounting, point-of-sale (POS), HR, and payroll tools you already use. Otherwise, it might be tricky to maintain the current way you do business.
• Check out the platform’s mobile app -- The right software should have a mobile app that reminds staff members when their shifts are about to start and makes it simple for them to clock in. It should also allow you to access all the same features you can use on a web browser.

Ways to track employee hours manually

Despite the limitations of manual time tracking systems, some have more to offer than others. Here are a few common ways to keep track of staff hours manually.

Paper timesheets.

Business owners can purchase pre-made timesheets or create their own simple templates. Then, team members can record their daily hours and submit them to their supervisor at the end of every pay period. It’s up to managers or business owners to review the timesheets and ensure they’re accurate before calculating the total hours each employee worked and processing payroll.

Punch clocks

At the start and end of each shift, employees clock into work by placing a time card into a machine or entering a code or ID number. The time clock device records their working hours, and employers can export the data to an accounting system to run payroll.

Card-based systems

Employers issue each staff member a card with a magnetic strip or chip. Employees can then swipe their cards or hold them up to a smart card reader to record the start and end times of their shifts.

Pros and cons of tracking employee hours manually

If you’re still on the fence about whether or not to stick with a manual timekeeping system, here are some advantages and disadvantages to keep in mind:

• Pro #1 — Easy implementation. Training employees to use a manual system is a relatively simple task. New hires won’t need prior experience with specific software or tools to feel confident about tracking their time.

• Pro #2 — Highly customizable. You have more control over your time tracking system. You can design a manual system to fit everyone’s needs, and it’s easy to adjust your timekeeping workflows over time.

• Con #1 — No way to accurately track remote employees. Offsite and remote team members may have to travel to your central office to punch in and out of work or log their hours. And even if they do, you can’t be sure their time tracking data will be 100% accurate.

• Con #2 — Harder to comply with federal, state, and local labor laws. Manual systems can’t detect or prevent human error. And you’re on your own when it comes to tracking breaks, PTO, and overtime hours. You’ll also have to create an organized system for storing your time and attendance data for the next two years to stay compliant with FLSA recordkeeping rules.

Best practices for accurately tracking employee hours

You have options when it comes to choosing the right time tracking system. But here are a few tips to ensure you build and maintain a more streamlined, accurate timekeeping process.

Use a web or app-based time clock

Web-based time clocks are more precise and accurate than paper-based systems. They also have the precision of mechanical time clocks but are better at preventing time theft and buddy punching.

Web-based time clocks are also designed to keep business owners compliant with labor laws by tracking breaks, overtime, and PTO. Plus, they make it so you can easily export your time tracking data to a third-party payroll software — or use a platform like Homebase and run payroll straight from your timesheets.

And with GPS and geofencing capabilities, web-based time clocks also make it easier for employees to clock into work off-site.

Let employees know why they need to track their hours

If you aren’t transparent about your reasons for time tracking, your team might feel they’re being penalized for no reason. Make it clear to your staff that you’re upgrading your software because it’ll make their work lives easier — and simplify your payroll and compliance tasks as a small business owner.

Make clocking in easy

Team members sometimes forget to punch in when they arrive at work, especially when they start their shift in the middle of a busy day. An app like Homebase helps you avoid this issue by reminding employees when their shifts are about to start. And it’ll even ping you when someone’s late for work so you can check in with them.

Streamline your time tracking with Homebase

The choice to switch from an analog time tracking system to web-based software isn’t just about your business needs and budget, although those are important considerations.

It’s also about paying your employees accurately and making the work experience easier for everyone in the process — and taking extra tasks off your plate so you have time to focus on more important, business-building projects.

Making life easier for hourly teams is what Homebase was created to do. That’s why we bring time tracking, scheduling, hiring, and messaging into one comprehensive free plan. And we integrate those with our tools for payroll and HR features, so it’s easy to stay compliant as you grow.

The post How to track employee hours effortlessly: A go-to guide appeared first on Homebase.

via Homebase https://joinhomebase.com/blog/how-to-track-employee-hours/

As a small business owner who’s focused on growth and team development, you have limited time to spend on everyday management tasks like scheduling, time tracking, payroll, human resources, and compliance. That means it’s time to invest in employee management software.

But time constraints also mean you need a tool you can implement at your own pace. And it should be simple for your team to use and adopt, too.

So, how can you find an affordable, intuitive employee management tool that has everything you need — without spending hours researching? We’ve done the legwork for you with this shortlist of the top ten employee management solutions in 2023.**

What is employee management software?

Employee management software helps business owners simplify their core human resources (HR) and operations tasks and stay on the right side of labor and tax laws. A comprehensive employee management platform will let you do things like schedule staff, track employee hours, process payroll, and recruit and hire new team members. Employee management platforms may also give you access to the reports and analytics you need to track labor costs and monitor sales data.

Why employee management software is important for your business

If you’re a small business owner, you probably don’t have much HR help, so employee management software is crucial. You need a way to make time tracking, payroll, scheduling, and hiring simple so you can focus on the more important, big-picture initiatives that are vital to the long-term success of your business. Robust employee management software can also help reduce errors and stay compliant with federal, state, and local labor laws.

Key features to look for in employee management software

The right software solution can make your small business HR tasks more efficient and straightforward — and help you avoid tax and labor law pitfalls. But with so many options on the market and different ranges of features available, how do you know which one is right for you?

• Time tracking and attendance: Time and attendance features typically let you schedule team members and monitor when they start and end their shifts. Most time tracking systems let employees clock in and out of work from their mobile devices. And the most effective options remind people when they’re late for a shift. You can also use time and attendance features to manage time off requests, stay on top of employee personal time off (PTO), and get ahead of overtime hours.
• Recruiting and onboarding: Without hiring and onboarding features, small business owners have to write their own job descriptions and post them manually on popular job boards. Then, they have to spend time replying to dozens of emails from job seekers. Employee management software makes this easier with features that let you write job descriptions, post them to job boards, screen applications, and communicate with candidates all in one place.
• Payroll: These tools save you time and help you avoid paycheck errors by automatically turning employee hours into timesheets you can use to process payroll. And because team members upload their tax documents into the system before you pay them, payroll tools can often take care of employee tax deductions and filings for you. And once you pay staff, the system should securely maintain payroll history and previous pay stubs.
• Compliance and legal requirements: As a small business owner, you’re legally responsible for obtaining and keeping accurate employee tax documentation. And with a staff management system, you can send staff the documents they need to read and e-sign via a mobile app. Then, they simply have to submit them back to you before their first day of work. With a more robust platform, you’ll also get regular labor law updates and access to HR experts.
• Employee engagement and communication: Messaging tools make it easier for managers to engage with team members and allow for accessible communication between coworkers. And if your team often works on their feet or off-site, team communication features are a must to keep everyone on the same page with projects, tasks, updates, and announcements.
• Mobile app: A well-designed mobile app makes staying in touch with team members a breeze. That’s why staff management software should come with a mobile app that acts as an employee self-service portal, letting people clock in and out of shifts, check their schedules, swap shifts, request time off, and even access pay stubs.

Our top pick for employee management software in 2023 (+ the rest ranked)

With our feature-packed free plan, ease of use, transparent pricing, and flexible upgrade options, Homebase is our top choice for all-in-one employee management software in 2023.

 

Unlike the other options on this list, a free Homebase account lets you track employee hours, build and publish schedules, access timesheets, hire new team members, and message staff. And we price our plans per business location rather than per employee, making Homebase more cost-effective for small business owners who are planning to grow and expand their teams.

1. Best overall: Homebase
2. Best for frontline workers: Beekeeper
3. Best for mid-sized companies: Rippling
4. Best for benefits administration: Namely
5. Best for retirement services: Paychex
6. Best for task collaboration: Connecteam
7. Best for larger businesses: Gusto
8. Best for managing workflows: Monday.com
9. Best for performance management: BambooHR
10. Best for people ops professionals: Zenefits

Comparison chart: Top 10 employee management software solutions for 2023

Software	Time tracking	Employee scheduling	Hiring and onboarding	Payroll	Labor compliance	Team communication	Mobile app	Free plan	Pricing
	✓	✓	✓	✓	✓	✓	✓	✓	Plans range from free to $100 per location per month. Homebase payroll costs $39/month base fee and $6/month per active employee.
	✓	✗	✗	✗	✗	✓	✓	✗	Pricing not readily available.
	✓	✗	✓	✓	✓	✗	✓	✗	Pricing starts at $8 per user per month.
	✓	✗	✓	✓	✓	✓	✓	✗	Pricing not readily available.
	✓	✗	✓	✓	✓	✗	✓	✗	Paychex Flex Payroll starts at $39 per month plus $5 per employee. Contact sales for additional pricing.
	✓	✓	✗	✗	✓	✓	✓	✓ -- for up to 10 users	Plans range from $29 to $49 per month.
	✓	✗	✓	✓	✓	✗	✓	✗	Plans start at $40 per month plus $6 per employee.
	✗	✗	✗	✗	✗	✓	✓	✓ -- for 2 users	Plans start at $8 per employee per month.
	✓	✗	✓	✓	✓	✗	✓	✗	Pricing not readily available.
	✓	✓	✓	✓	✓	✓	✓	✗	Plans start at $8 per employee per month.

A breakdown of the 10 best employee management software

1. Best overall: Homebase

Source:https://app.joinhomebase.com/schedule_builder

Caption:Homebase’s schedule builder lets you create, publish, and even save previous schedules as templates for future use.

Top features

As an all-in-one solution, Homebase has features for:

• Payroll
• HR and compliance
• Live HR guidance
• Hiring and onboarding
• Team communication

But Homebase is particularly well-known for its scheduling and time tracking tools. When you build a schedule with Homebase, simply hit publish and employees will receive a notification that their timetable is ready to view. And once you’ve created a weekly schedule, you can turn it into a reusable template, making it faster to organize staff hours week after week.

Homebase time tracking also lets you create rules to prevent employees from starting their shifts too early and set up geofences so people can’t clock in before they reach their worksite. And once a team member punches in, the platform instantly converts their hours into timesheets for payroll.

Source:https://joinhomebase.com/

Caption: Employees can clock in and out of work with the Homebase mobile app, which is free to use.

Pros and cons

Unlike most of the other options on this list, Homebase’s free plan includes an unlimited number of employees. And while most platforms charge for services like scheduling and time clocks, Homebase’s free plan is versatile and lets you build schedules, track time, message team members, and hire employees without having to upgrade.

And because it’s an all-in-one solution, Homebase is perfect for small business owners because they can access all the tools they need in one place — they don’t have to budget for multiple platforms. And managers and employees alike will enjoy the fact that they can access almost all of Homebase’s features on our mobile app, too.

However, Homebase doesn’t offer features for performance management or learning and development, so it might not be the right fit for you if that’s what you’re interested in.

Pricing

Homebase has an unlimited free plan. You can also upgrade your subscription to:

• The Essentials plan, which starts at $24.95 per location per month. It provides more features for team announcements and employee performance tracking.
• The Plus plan, which starts at $59.95 per location per month. It includes tools for tracking labor costs, budgeting, and managing employee PTO.
• The All-In-One plan, which starts at $99.95 per location per month. It has more features for new hire onboarding and employee document storage, as well as more robust HR and compliance options, including access to live HR experts.

You can also add payroll to any plan for $39 per month and $6 per person per month.

2. Best for frontline workers: Beekeeper

Source:https://www.beekeeper.io/frontline-success/

Caption:Beekeeper lets you create start-of-day and end-of-day task lists for your frontline teams.

Top features

Beekeeper makes team collaboration and productivity easier with features for task management, shift handovers, and daily announcements and briefings. Managers and supervisors can also use the platform to message their team and assign start-of-day and end-of-day checklists, which is ideal for restaurant and retail frontline workers who rely on regular processes for opening and closing storefronts.

And because you can access all the platform’s features on their mobile app, it’s ideal for workers who spend most of their time on their feet.

Beekeeper can also automatically translate and interpret messages between different language speakers for more seamless communication. For example, the platform can convert Spanish texts into English. You can also use it to run pulse surveys and get real-time employee engagement data.

Pros and cons

While Beekeeper is great for keeping frontline workers engaged and on the same page, it doesn’t provide features for scheduling, payroll, or compliance. You’ll need to set up integrations to process employee paychecks and organize shifts, which means Beekeeper may not be the best option if you’re looking for an all-in-one solution.

And with some users reporting a disorganized, unintuitive interface, Beekeeper might not be a good fit for teams that require a more accessible learning curve. (1) (2)

Pricing

Beekeeper doesn’t make its pricing readily available on the website. You have to start with a free 14-day trial and set up a discovery call with the sales team to get started. The platform has three levels of pricing: Standard, Professional, and Advanced.

3. Best for mid-sized companies: Rippling

Source:https://www.rippling.com/

Caption: Rippling makes it simple to get new employees set up in their positions.

Top features

Rippling has features for companies that need assistance with HR, IT, and financial management. And like Homebase, Rippling simplifies paying employees with its synced time tracking and payroll tools, eliminating the need to fill out timesheets manually. You can also schedule your payroll to process automatically if there’s no missing employee information when you use Rippling.

Pros and cons

You can use the platform to buy and set up laptops or desktops for new hires. So, Rippling may be a good fit for you if you run a remote team and want to equip them with secure hardware and software. And you may also want to take advantage of its tools for managing employee expenses and creating corporate cards.

You may also prefer Rippling if you need support while getting started — the platform can assign you an implementation manager who’s responsible for walking you through the platform. And with customers reporting that the system is challenging to navigate, you’ll likely need guidance when learning how to use it (3). Rippling might not be right for you if you’re looking for tools you can pick up and use right away.

Pricing

Rippling starts at $8 per user per month, but you’ll have to contact the sales team to get a custom quote based on the services you need.

4. Best for benefits administration: Namely

Source:https://www.namely.com/product-video-tours/

Caption:Employees can sign up for benefits right from Namely’s platform.

Top features

Like many of the options on this list, Namely has tools for employee time tracking, payroll, compliance, and recruiting and onboarding. But what makes the platform noteworthy is its benefits administration features. With the Open Enrollment Wizard, administrators can easily set up a self-service benefits sign-up system for their employees. And when insurance enrollment opens, staff can easily register from within the Namely platform. Then, the software will automatically sync their benefits information with their timesheets for payroll.

Pros and cons

As mentioned, Namely is an ideal option for businesses that need robust tools for benefits administration. And although many users report that some of their features don’t sync well (4), many customers say they enjoy their overall experience with the platform, particularly its tools for performance reviews and payroll.

Pricing

Namely doesn’t offer transparent pricing, but they do have tiered pricing plans: HR Fundamentals, HR Complete, and Enhanced Services.

5. Best for retirement services: Paychex

Source:https://www.paychex.com/retirement-services

Caption:Employees can sign up for and track their retirement plans with Paychex.

Paychex is an employee management platform with small, medium, and enterprise-level solutions. Besides their payroll, HR, and time tracking features, Paychex offers business insurance and employee benefits administration. More notably, you can use the platform to set employees up with retirement plans and integrate their retirement contributions with payroll. Paychex also provides users with access to their retirement plan information, giving them more control over their finances.

Pros and cons

While Paychex has a variety of pricing packages, they bundle their HR, payroll, and time and attendance features separately, making it difficult to compare plans. The platform also needs more scheduling and communication tools to make it more suitable for small business owners who employ hourly teams or offsite workers on the move.

Pricing

A Paychex Flex Essentials plan starts at $39 per month and $5 per employee. Contact the Paychex sales team for more customized pricing options.

6. Best for task collaboration: Connecteam

Source: https://connecteam.com/industries/cleaning-services-app/

Caption: Use Connecteam to consolidate task lists, safety forms, onboarding information, and internal policies in one digital space.

Top features

With its tools for time tracking, scheduling, and communication, Connecteam is comparable to Homebase when it comes to improving team collaboration. But what differentiates it from other platforms on this list are its task management tools.

You can use Connecteam to assign detailed tasks and subtasks to team members — and even include images and files so they have everything they need to get the job done. The platform also lets you set up task-related channels where employees and supervisors can monitor task progress.

Pros and cons

Connecteam makes it easy to consolidate operational checklists, safety forms, onboarding information, and standard operating procedures in one digital platform. And employees can access all the forms and checklists they need from their mobile phones, which means they never have to worry about finding a computer or printing out physical copies.

However, Connecteam doesn’t offer payroll tools, so you’ll have to export your timesheets to external payroll software.

Pricing

Connecteam bundles its pricing around its three main products — Operations, Communications, and HR and Skills. Besides their free plan for small businesses with up to ten users, every bundle has three tiers:

• Basic plan for $29 per month
• Advanced plan for $49 per month
• Expert plan for $99 per month

7. Best for larger businesses: Gusto

Source: https://gusto.com/product/time-tools

Caption:Gusto has tools for benefits administration and performance management, as well as features for time tracking, payroll, and hiring.

Top features

As an HR platform designed for businesses of all sizes, Gusto includes time tracking, payroll, and hiring and onboarding features. On top of that, the platform provides tools for benefits administration and performance management, making it a more suitable solution for mid-sized and large companies that need more support retaining employees in the long term.

Pros and cons

Reviewers say it’s difficult to get in touch with Gusto’s support team when they encounter issues (5). And because the Gusto mobile app is only for employees — not managers — business owners and supervisors may find it challenging to manage their teams remotely.

Pricing

Gusto offers tiered pricing options:

• The Simple plan starts at $40 per month plus $6 per person per month
• The Plus plan starts at $60 per month plus $9 per person per month
• Contact the sales team to get a custom quote on the Premium plan

8. Best for managing workflows: Monday.com

Source:https://monday.com/work-management

Caption: Monday.com is ideal for business owners who are looking to create more detailed project workflows.

Top features

Monday.com is a well-known task management platform designed for three main types of teams:

• Sales and customer-facing teams
• Development and product teams
• Operations and project-based teams

Business owners can use Monday.com to set up project workflows for their teams, and managers and team leads can assign, track, and supervise tasks, preventing bottlenecks and making sure staff complete projects on time.

Pros and cons

If creating detailed project workflows is your priority, Monday.com is a great option. And with a free plan that includes up to two team members, it can also be useful for managing small business endeavors. However, it’s not a practical standalone option for small business owners who want to build detailed employee schedules, track staff hours, or message their team members.

Pricing

Monday.com has a free plan for up to two employees. After that, the paid packages include:

• Basic plan for $8 per employee per month
• Standard plan for $10 per employee per month
• Pro plan for $16 per employee per month
• Enterprise plan, which requires you to contact sales for a custom quote

9. Best for performance management: BambooHR

Source:https://www.bamboohr.com/hr-software/tour/

Caption:BambooHR is a practical option for teams that need tools for in-depth performance reviews.

Top features

In addition to tools for payroll, time tracking, and hiring and onboarding, BambooHR provides features for performance management. The platform lets you conduct three types of employee reviews for a complete picture of your team member’s progress:

• Manager and self-assessments
• Peer evaluations
• Goal appraisals

BambooHR also has employee survey tools so you can get a read on staff engagement levels.

Pros and cons

Similar to Homebase, BambooHR caters to small businesses with its tools for time tracking, payroll, and hiring. But it doesn’t have employee scheduling and messaging features, making it less effective for hourly teams that rely on a shift-based system.

And while BambooHR has a mobile app, it doesn’t give customers access to all the features they can use on the desktop version. Some users also say it’s hard to navigate BambooHR’s user dashboard (6).

Pricing

BambooHR doesn’t publish pricing on its website, but review sites say the Essentials package starts at around $6 per employee, and the Advantage plan starts at around $8 per employee.

You can also add these features for an extra fee:

• Payroll
• Time tracking
• Performance management

10. Best for people ops professionals: Zenefits

Source:https://www.zenefits.com/hr/

Caption:You might prefer Zenefits’ platform if you’re a people ops expert who wants to create a better work experience for employees.

Top features

Like BambooHR and Gusto, Zenefits is designed to be an end-to-end solution for small business human resources. As such, it includes features for HR, payroll, hiring and onboarding, time tracking, and scheduling. But the suite of tools is also designed around one philosophy: people ops instead of HR. That means Zenefits prioritizes services that make a more engaging work experience for employees, shifting the focus from HR processes centered around enforcing rules and monitoring staff.

Pros and cons

HR and people ops professionals at larger companies may be excited to test out a platform that’s dedicated to improving the employee experience. But you may be at a disadvantage if you’re a small business owner with limited HR or payroll experience.

And while Zenefits offers transparent pricing, it lacks a free plan that customers can test out. Zenefits users also say that the pricing structure isn’t straightforward, so it’s hard to tell what features you get with every package (7).

Pricing

With Zenefits, you can choose from three different plans:

• Essentials plan for $8 per employee per month
• Growth plan for $16 per employee per month
• Zen plan for $21 per employee per month
• You can also add tools for payroll, HR advisory services, and recruiting separately and at an extra cost.

How to buy employee management software

Employee management software can take a lot off your plate. But how can you make a wise buying decision so you don’t end up with overpriced tools and excess features?

Business size

Many employee management solutions on the market claim to be suitable for small business owners, but how do you know that’s really the case? Think about your budget and your time. In the context of a small business, it’s not uncommon for one person to take on multiple roles. So, you and your team may not have much extra time to learn an entirely new management platform. The right software shouldn’t take too long for you to test out, learn, and implement.

When it comes to your budget, it’s crucial to think about both the present and the future. Does the platform you’re interested in have a free plan, a free trial, or a low-cost option you can use while you’re getting started? And does it charge per location or employee? Location-based pricing tends to be more scalable and practical for small business owners who want to grow and expand their teams in the future.

Specific features and functions

Not all employee management platforms offer the same selection of features, so make sure the solution you choose has all the capabilities you need. Verify that the software’s tools will work for you by watching demo videos, signing up for a free trial, and reading reviews.

You should also check that your platform of choice has a feature-packed mobile application that both managers and employees can use.

Integrations

If your business already relies on accounting, time tracking, or point of sale (POS) software, make sure your preferred employee management platform can integrate with those tools. Doing so ensures your data will sync easily, avoiding the need to re-enter information from other platforms. It also means you’ll be able to continue with your current workflow if that’s how you like to do business.

Ease of use

The most powerful tools can sometimes be the most complex to learn and use. But small business owners don’t have time to spend hours figuring out a new platform or training employees on how to use it. With that in mind, it should be easy to create an account with your software of choice and navigate your way through it.

Your employee management tool should also have a dedicated support page with in-depth articles, videos, and tutorials to answer any questions that come up.

Technical support

Before investing in employee management software, make sure it comes with a support team you can contact via phone, email, or chat.

In most cases, a customer service representative should be able to get back to you or resolve your technical issue within a couple of days. And some platforms — like Homebase — include access to live HR experts who can answer questions about taxes, labor laws, and compliance, making it even more helpful for business owners going it alone.

Choosing the right employee management software

While it can make your life easier, switching to employee management software is a big step.

It’s important to choose a tool that fits with your budget and makes sense for your business needs — and doesn’t bog you down with extra features and add-ons you won’t use.

That’s why Homebase fits the bill for small business owners with hourly teams and salaried employees alike. With our easy-to-use and versatile free plan, you get tools for time tracking, scheduling, hiring, and messaging — all with mobile access. And our transparent, location-based pricing model makes Homebase a sustainable option if you want to grow your business little by little.

References

1. G2 review about Beekeeper
2. G2 review about Beekeeper
3. Capterra review about Rippling
4. G2 review about Namely
5. Capterra review about Gusto
6. Capterra review about BambooHR
7. Capterra review about Zenefits

**The information above is based on our research on employee management software. All user feedback referenced in the text has been sourced from independent software review platforms, such as G2 and Capterra, in February 2023.

The post Top 10 employee management software solutions in 2023 appeared first on Homebase.

via Homebase https://joinhomebase.com/blog/top-employee-management-software/

Spreadsheets and calculators may have served you well in the beginning, but as your small business has grown, you’ve likely realized how error-prone analog systems are for staff management. And when it comes to taking care of human resources and administrative tasks, you can’t take chances with discrepancies and mistakes.

There’s no use wasting time managing staff hours, processing payroll, scheduling employees, and hiring new team members all on your own.

Upgrading to staff management software is the answer. But how do you land on a platform that suits your team, industry, and small business needs? We’ve done the homework for you with this detailed breakdown of the top ten staff management solutions on the market in 2023.**

What is staff management software?

Staff management software are systems business owners use to coordinate and simplify their daily human resources (HR) and operations tasks. Most management platforms can help you streamline employee scheduling, time tracking, payroll, and hiring — and keep you up to date on labor costs and sales data with reports and analytics. They also help you comply with local, state, and federal labor and tax laws.

Why staff management software is important for your business

You need staff management software for your small business because:

• You have a wide range of duties on your plate and need support with HR and administrative tasks so you can focus on your team and more high-level projects.
• You’re tired of making errors on things like employee schedules, time tracking, and payroll.
• You need help staying compliant and avoiding unsatisfied staff and even legal issues.

Key features to look for in staff management software

How do you choose staff management software that makes your small business HR easier without adding to your workload? Keep an eye out for features like:

1. Time and attendance -- Making mistakes when tracking staff hours can easily lead to payroll errors. Time clock tools can prevent this by allowing employees to clock in and out of work from any device — and even remind them to do so. They also let you monitor overtime hours and breaks more closely.
2. Payroll -- Staff management software should include payroll tools that instantly convert employee hours into timesheets, letting you process payroll efficiently and without errors. These features mean you don’t need to worry about tax deductions and filings — the right platform can do them for you.
3. Recruiting and onboarding -- Comprehensive staff management tools can streamline the hiring process, giving you access to templates and hiring features for writing job descriptions. The platform should then let you post your ads to job boards, screen applications, and communicate with candidates without needing to switch tools.
4. Compliance -- It’s essential to record and store employee information and tax documents to comply with labor laws. That means you should opt for a staff management platform that allows you to send, receive, and securely store onboarding documents electronically, eliminating the need for cumbersome paperwork.
5. A mobile app -- Choose a staff management solution with a fully-functional mobile app. This makes it easy to communicate with your team, process payroll, schedule employees, and track their hours — all from your phone. But staff should also be able to use the app to clock in and out of shifts, view schedules, swap shifts, ask for time off, and check previous payroll history.
6. Integrations -- Are you already using accounting, time tracking, or point-of-sale (POS) software for your small business? If yes, be sure to verify the employee management software you prefer can integrate with those tools. Doing so makes it easier to sync data and information between platforms.
7. Technical support — You may need help adopting new software. So, make sure you have the option of contacting a customer support agent by phone, email, or chat. And if your platform of choice’s plans include access to live HR experts who can answer questions about taxes, labor laws, and compliance? Even better.

Our top pick for staff management software in 2023 (+ the rest ranked)

Homebase is our number one pick for small business owners who are ready to streamline their staff management tasks in 2023.

Why? Homebase offers:

• A free plan that includes unlimited employees and has features for time tracking, scheduling, hiring, and team messaging.
• Easy setup and use. It only takes a few minutes to sign up for a free Homebase account. You don’t have to talk to a sales representative or demo the product first.
• Location-based plans. We don’t price per employee, making Homebase a more cost-effective option as you grow.

And unlike many other alternatives on this list, we offer transparent pricing, so it’s easy to compare tiers of paid plans before you commit.

However, there are other staff management software solutions that work well for different use cases. Here’s how we’ve broken them down:

1. Best all-in-one: Homebase
2. Best for hiring and onboarding: Eddy
3. Best for workforce planning: Hibob
4. Best for scheduling staff: Deputy
5. Best for task management: Connecteam
6. Best for temporary staffing: Zoho
7. Best for employee benefits: Paycor
8. Best for fast payroll processing: ADP
9. Best for remote teams: Deel
10. Best for managing labor costs: Workday

Comparison chart: Top 10 staff management software solutions for 2023

Software	Time tracking	Employee scheduling	Hiring and onboarding	Payroll	Labor compliance	Team communication	Mobile app	Free plan	Pricing
	✓	✓	✓	✓	✓	✓	✓	✓	Plans range from free to $100 per location per month Homebase payroll costs $39/month base fee and $6/month per active employee
	✓	✗	✓	✓	✓	✗	✓	✗	Pricing not readily available, but review sites say plans start at $8 per employee per month
	✓	✗	✓ -- onboarding only	✓	✓	✓	✓	✗	Pricing not readily available
	✓	✓	✗	✗	✓	✓	✓	✓ -- 100 shifts per month	Plans range from $3.50 to $4.90 per user. You need a custom quote for the Enterprise plan
	✓	✓	✗	✗	✓	✓	✓	✓ -- for up to 10 users	Plans range from $29 to $49 per month
	✓	✓	✓	✓	✓	✓	✓	✓ -- for up to 20 users	Zoho’s HR suite People Plus starts at $10 per user per month
	✓	✓	✓	✓	✓	✓	✓	✗	Pricing not readily available
	✓	✓	✓	✓	✓	✗	✓	✗	Pricing not readily available, but users say the Essentials plan starts at $59/month plus $4 per employee
	✗	✗	✓ -- onboarding only	✓	✓	✗	✗	✓	Plans range from $49 to $599 per month
	✓	✓	✓	✓	✓	✗	✓	✗	Pricing not readily available, but some users report plans start at $99 per user per month (7)

A breakdown of the 10 best staff management software solutions

1. Best all-in-one: Homebase

Source: https://app.joinhomebase.com/schedule_builder

Caption: Use Homebase to manage payroll, schedule employees, track time, hire new staff members, and stay compliant — from any device.

Top features

What sets Homebase apart from other solutions on this list? To start, the free plan covers an unlimited number of employees — and never expires. It also has features for:

• Time tracking
• Employee scheduling
• Hiring and onboarding
• Team communication

You can also upgrade your plan or get add-ons for:

• Payroll
• HR and compliance
• Live HR guidance

Pros and cons

Homebase was designed to be an end-to-end solution for hourly teams they can use every day. That means you’ll have all the tools you need in one place — and won’t need to pay for several different applications to manage your core HR processes. Plus, the Homebase mobile app gives you access to almost all of our features, making it easy for managers and employees to work together while they’re on the go.

However, Homebase doesn’t offer the tools for performance management or benefits administration that many mid-sized staff management solutions do. So if that’s what you’re looking for, Homebase might not be the best fit for you.

Source: https://joinhomebase.com/

Caption: Employees can clock in and out of their shifts securely from the Homebase mobile app.

Pricing

Homebase offers a free plan for unlimited employees. You can also upgrade to:

• The Essentials plan, which starts at $24.95 per location per month. It provides more features for team announcements and employee performance tracking.
• The Plus plan, which starts at $59.95 per location per month. It gives you more tools to track labor costs, budgeting, and employee PTO.
• The All-In-One plan, which starts at $99.95 per location per month. It has more features for new hire onboarding and employee document storage, as well as more robust HR and compliance options, including access to in-person HR experts.

You can also add payroll to any plan for $39 per month and $6 per person per month.

2. Best for hiring and onboarding: Eddy

Source:https://eddy.com/product/hire/

Caption: Eddy lets you create streamlined workflows for hiring and onboarding employees.

Top features

Eddy is a staff management solution with features for HR, payroll, time tracking, and compliance. But what makes it noteworthy is its hiring and onboarding features. You can use the platform to design branded careers pages for your website and create quick links for coworkers to post your job openings on social media.

Job candidates can also book interviews through Eddy’s hiring interface. And once you decide to bring them on board, the platform will automatically send a customized offer letter and notify you when the candidate accepts.

Pros and cons

Customers appreciate Eddy’s onboarding features, like its DocuSign tools for HR documents and training reminders (1). They also enjoy Eddy’s tools for time tracking and leave management (2).

However, Eddy doesn’t have features for employee scheduling or communication. And as a result of its recent entry into the market, users have also pointed out its current lack of integrations (1).

Pricing

Eddy’s pricing isn’t readily available on its website, but review sites say plans start at $8 per employee per month.

3. Best for workforce planning: Hibob

Source: https://www.hibob.com/features/workforce-planning/

Caption:Hibob works best for mid-sized and large organizations that need in-depth tools for workforce planning.

Top features

With its tools for managing performance and compensation, conducting surveys, and monitoring people analytics, Hibob is a platform well-suited to mid-sized companies and larger organizations looking to help their employees grow in their careers.

HR professionals may benefit from the platform’s workforce planning tools. They allow organizations to predict staffing needs by taking a granular look at their current employee headcount, workforce budgets, and turnover data, ultimately simplifying recruitment.

Pros and cons

Hibob is a comprehensive HR solution, offering features for payroll, time and attendance, and time off management in addition to performance management services. And although the platform doesn’t have team messaging and communication tools like Homebase, Hibob has an anonymous reporting tool where people can express their concerns without fear of judgment or confrontation, allowing for more internal transparency and accountability.

However, Hibob doesn’t offer any information about its pricing packages on the website. And with email as the only way to contact the customer support team, some users have difficulty resolving the bugs and issues they encounter (3).

Pricing

You have to contact Hibob’s sales team for a custom quote.

4. Best for scheduling staff: Deputy

Source: https://www.deputy.com/features/scheduling-software

Caption: Deputy lets users post open shifts that available employees can claim and cover.

Top features

Deputy has plenty in common with Homebase with its capabilities for time tracking, team messaging, and compliance. And like Homebase, it also simplifies scheduling for hourly teams by allowing managers to create reusable schedule templates. You can also put scheduling in your team’s hands by posting open shifts for them to pick up if it fits with your business model.

Pros and cons

Deputy doesn’t just help teams automate scheduling — like Homebase, its smart scheduling tools provide detailed labor reports so you can weigh sales data against labor costs, helping you make more informed choices.

However, some Deputy customers find its scheduling tools — and interface in general — difficult to navigate (4).

Pricing

You can use Deputy for free if you need to post 100 shifts or less a month, and you can access all of its features for free for 31 days. You can also get:

• Scheduling tools for $3.50 per user per month
• Time tracking tools for $3.50 per user per month
• Scheduling and time tracking for $4.90 per user per month

5. Best for task management: Connecteam

Source:https://connecteam.com/industries/cleaning-services-app/

Caption: Connecteam lets you consolidate task lists, safety forms, onboarding information, policies, and procedures in one place.

Top features

Like Homebase, Connecteam has tools for time tracking, scheduling, and messaging. It also offers additional employee engagement features for onboarding, training, and surveys. But what sets Connecteam apart is its features for task management. You can assign tasks to team members and include subtasks, images, and files to set them up for success.

The platform also lets you create task-related channels where employees and supervisors can check in on progress — and you can communicate over Connecteam’s mobile app, giving you more flexibility to manage your team off-site.

Pros and cons

You can use Connecteam to store operational checklists, safety forms, onboarding information, and standard operating procedures in one digital platform. That means you can easily access reusable templates and forms when you assign a task.

However, the platform doesn’t have any options for running payroll or hiring new employees, so it’s not ideal for small business owners who need help with those core HR processes.

Pricing

Connecteam has three main products -- Operations, Communications, and HR and Skills. Besides its free plan for small businesses with up to ten users, it offers three different pricing tiers for each product:

• A Basic plan for $29 per month
• An Advanced plan for $49 per month
• An Expert plan for $99 per month

6. Best for temporary staffing: Zoho

Source:https://www.zoho.com/workerly/?ireft=nhome&src=home1-dd

Caption: Streamline your temporary staffing management with Zoho Workerly.

Top features

Don’t be overwhelmed by the sheer number of Zoho products. With its suite of business tools, it has a dedicated solution for almost every department you’d find within a large company, including:

• Marketing
• Sales
• HR
• Project management
• Operations
• Legal
• IT
• Finance
• Customer service

And as part of its HR suite — Zoho People Plus — you’ll find tools for hiring, onboarding, scheduling, time tracking, running payroll, and staff communication. But what makes Zoho a unique addition to our staff management software list is its temp management product, Zoho Workerly.

Zoho Workerly helps manage temp workflows with job requisition forms that detail your client’s scope of work. Then, you can assign temps from your internal database and submit job requests to the most appropriate candidates. Temps can then track their hours with Workerly so you can easily invoice clients.

Pros and cons

As mentioned, Zoho has products to fit almost every business need. But it’s probably not ideal for small businesses that typically don’t need such a wide range of tools. Plus, the variety of products could also be a disadvantage when you’re trying to determine what features you need, resulting in an excess of tools and expenses. For example, products like Workerly don’t come as part of the core HR suite Zoho People Plus — you’ll have to add it for an extra fee.

Zoho also has transparent pricing and follows a tiered subscription model. But it also prices every product individually, which can lead to confusion about what you’re getting for your money.

Pricing

Zoho People Plus starts at $10 per user per month.

7. Best for employee benefits: Paycor

Source:https://www.paycor.com/hcm-software/benefits-software/

Caption: Paycor’s self-service enrollment portals make benefits administration a breeze.

Top features

Paycor is a human capital management (HCM) software solution that provides HR, payroll, and time and attendance features for small to medium-sized businesses.

Companies use Paycor to manage employee data, payroll processing, and tax compliance processes. But it’s the platform’s benefits administration features that make it a particularly attractive addition to this list. It streamlines benefits administration with employee self-service portals, so team members can sign up for a health plan or make changes to their current plans during open enrollment periods on their own.

Pros and cons

Paycor tools are best suited to medium-sized businesses with HR teams. And HR experts will appreciate its Affordable Care Act-compliant benefits reporting software, which generates the ACA compliance forms HR departments are legally required to complete and submit.

Paycor customers also find the platform easy to use and navigate and rave about its recruiting features in particular. But when they encounter issues, many people say they have difficulty getting in touch with customer support, making it a less viable option for busy small business owners who may need immediate assistance (5).

Pricing

Paycor’s pricing isn’t readily available — you have to get in touch with sales for a custom quote.

8. Best for fast payroll processing: ADP

Source: https://www.adp.com/what-we-offer/products/run-powered-by-adp.aspx

Caption: While ADP is well-known for its payroll features, it also has useful tools for time tracking and scheduling.

Top features

There are two versions of ADP’s product:

• ADP Workforce Now, which focuses on mid-sized to large businesses that have in-house HR professionals and/or departments.
• RUN Powered by ADP, which serves small businesses of between one and 50 people.

As a small business solution, RUN ADP lets you track time, schedule employees, and recruit and hire new staff members. But its standout feature is the RUN and Done tool that allows users to schedule payroll cycles in advance. As long as you enter the same pay data every week or month, this feature means you can run payroll without checking timesheets for errors or discrepancies every pay period.

Pros and cons

With 70 years of expertise in HR and payroll, it comes as no surprise that customers enjoy RUN ADP’s suite of products and extensive list of integrations.

But although RUN ADP caters to small businesses, its performance management, benefits, and insurance options make it more suitable for small accounting or consulting firms with salaried employees rather than nimble hourly teams in the restaurant or retail industries. And it’s worth noting that you can’t access ADP RUN’s features on its dedicated ADP RUN mobile app — you have to switch to an ADP Workforce plan.

Pricing

Pricing information isn’t readily available on ADP’s website, but users say the Essentials plan starts at $59/month plus $4 per employee.

9. Best for remote teams: Deel

Source: https://www.deel.com/global-payroll

Caption: Deel is best for global organizations that have to navigate the legal complexities of international hiring.

Top features

Focused on global and remote team management, Deel’s tools help companies hire employees abroad and support them with getting their work visas in order. And if you use its payroll tool, Deel’s in-house experts also make it easy to figure out international tax systems, compliance, and health benefits by processing payroll directly for global organizations.

You can also equip your team with laptops, monitors, headphones, and other remote working equipment through Deel’s direct partnership with Hofy. This collaboration means you can shop, ship, and provide tech support exclusively through Deel’s platform.

Pros and cons

Customers who use Deel appreciate its intuitive interface, and people ops professionals mention how easy the platform makes it to hire and onboard employees internationally (6).

However, Deel is lacking in a few areas. It doesn’t have team messaging and scheduling features, and as of February 2023, it doesn’t have a mobile app. And Deel probably isn’t an ideal solution for you if you don’t need to hire international employees or contractors.

Pricing

Deel plans include:

• A free plan, which lets you manage employees in 90 countries and gives you access to features for payroll, onboarding and offboarding, benefits, and time off management.
• Contractors plan for $49 per month, which gives you more advanced features for hiring and managing international freelancers.
• EOR Employees’ plan for $599 per month, where Deel hires remote employees for you and handles your local agreements, HR, payroll, and exceptional benefits.

10. Best for managing labor costs: Workday

Source: https://www.workday.com/

Caption: Workday offers powerful labor costing features for mid-sized to large companies.

Top features

With customers like Netflix, Target, Airbnb, and Bank of America under its belt, Workday’s HCM caters to large organizations and enterprises with multiple locations. And as such, its labor costing tools make it a standout on this list.

Workday lets you monitor labor expenses in real time with detailed analytics broken down by pay range, role, and location. That’s ideal for global companies looking to see if their current labor data supports their strategic goals for growth.

You can also use the platform to model “what-if” market and labor scenarios, so you can prepare for unforeseen circumstances and contingencies.

Pros and cons

According to Workday users, the platform’s interface is intuitive and user-friendly, and its mobile app makes remote work convenient for managers and employees. Some even refer to it as the “gold standard” of HCM systems.

But even with its great reputation, medium-sized businesses describe the system as complicated, difficult to implement, and “extremely costly” (8). Given those shortcomings, Workday likely wouldn’t be suitable for small business owners working with tight budgets and limited free hours.

Pricing

While its pricing isn’t readily available, some users report that Workday plans start at $99 per user per month (7).

How to buy staff management software

We hope we’ve saved you hours of research with this staff management software breakdown. But it’s ultimately up to you to make the right choice for your business. Here are a few other factors to consider.

Business size

While many staff management options offer a similar range of features, not all are small business-friendly. With that in mind, pay attention to pricing and ease of implementation. Does the platform offer location-based plans, which tend to be more scalable for small businesses? And how long will it take to set up and train your team on your new software of choice? Can you afford to devote the necessary time and resources to get the most out of it?

Specific features and functions you require

Choosing a platform that has all the capabilities you need is essential since not all employee management platforms have the same features. Read reviews, watch demo videos, and sign up for free trials to make sure the software will work for you. And don’t forget to download and test out the mobile app, which should give managers and employees access to the same features they’d have on a desktop browser.

Ease of use

Small business owners typically don’t have hours to spend learning a new platform or training employees how to navigate it. So, the software solution you choose should make it easy for you to create an account and figure out how it works without help from a sales rep.

And when you need assistance, you should have access to a dedicated help center that provides detailed articles, videos, and step-by-step tutorials.

Choosing the right staff management software

It’s okay to take your time when deciding which staff management software to adopt for your small business. After all, you need to consider how the new tool will impact your team and how effective it’ll be. You also have to take stock of your finances and business needs before you invest.

But Homebase is the perfect fit for small business owners with hourly teams and salaried employees. You can sign up for our feature-packed free plan right now to test out tools for time tracking, scheduling, hiring, and messaging. And once you do, you’ll soon see that our transparent, location-based pricing makes our platform the most practical solution for any small business owner who wants to scale sustainably.

References

1. G2 review for Eddy
2. G2 review for Eddy
3. G2 review for Hibob
4. G2 review for Deputy
5. G2 review for Paycor
6. G2 review for Deel
7. Forbes review for Workday
8. G2 review for Workday

**The information above is based on our research on staff management software. All user feedback referenced in the text has been sourced from independent software review platforms, such as G2 and Capterra, in February 2023.

The post Top 10 staff management software solutions in 2023 appeared first on Homebase.

via Homebase https://joinhomebase.com/blog/top-10-staff-management-software-solutions-in-2023/

As small businesses grow, their old scheduling methods like spreadsheets and pieces of paper often can’t keep up. That’s when managers turn to online employee scheduling apps to streamline their business operations, improve communication, and boost productivity.

But you don’t want to tie your business to an app that doesn’t suit your needs. That’s why it’s so vital to consider your size, industry, and common scheduling challenges before you make your choice. Otherwise, managing your scheduling app may cancel out the time you’re trying to save.

We’ve researched and compared the top ten online employee scheduling apps of 2023 to help you find the right one.** Read this article to discover:

• A checklist of the most essential scheduling app features
• An overview of the top ten scheduling apps in 2023
• An in-depth look at each solution’s top features, pros and cons, and pricing
• Key factors to consider when choosing a scheduling app

Key features to look for in online employee scheduling apps

The features small businesses need in employee scheduling tools vary from industry to industry. However, there are some essential tools every app should have:

• Scheduling and roster management -- You need the ability to create schedules and then edit, reuse, and track them effortlessly.
• Time tracking and attendance -- These features accurately record the hours team members work. Many tracking tools can also verify staff location with GPS technology.
• Reporting and analytics -- Versatile apps can use your scheduling and time tracking data to help you forecast staffing needs and stay within your budget.
• Team communication -- Communication tools assist with a wide range of scheduling tasks, from arranging cover to checking in with absent employees and delivering important updates.
• Mobile apps -- Mobile apps help you and your team. As an admin, you can manage employee schedules when you’re away from your desk. And your team members can use the app to view their schedule, clock into shifts, and more.

Top 10 online employee scheduling apps in 2023

Platform	Price per month	Support	Noteworthy features
Homebase	Free plan for one location Plans range from $24.95 to $99.95 per month	✓ -- phone, chat, and email	• One click auto-scheduling • Unlimited schedule templates • Robust free communication tools • Self-scheduling features (the ability to post open shifts and allow for shift swaps) • Integrations with time tracking and payroll features
Connecteam	Free plan for up to ten users Plans range from $35 to $119 per month (for the first 30 users, then additional fees apply) There’s also a custom-priced Enterprise plan	✓ -- phone and email	• Highly granular settings • Task management • Custom forms and checklists
Clockify	Free plan for time tracking features Plans range from $3.99 to $14.99 per user per month	✓ -- phone, chat, and email	• Calendar management • Time tracker with a range of web integrations ​​• Idle detection and timed reminders
Shiftboard	Prices aren’t readily available	✓ -- phone, chat, and email	• Auto-scheduling • On-call scheduling • Industry-specific scheduling
Quickbooks Time	Plans range from $20 per month plus $8 per employee to $40 per month plus $10 per employee	✓ -- phone, chat, and email	• Location tracker for remote employees • Mileage tracker • Project feed
Deputy	Plans range from $3.50 to $4.90 per user per month There’s also a custom-priced Enterprise plan	✓ -- phone, chat, and email	• Auto-scheduling tools • Schedule templates • Self-scheduling tools
Sling	Free plan with unlimited employees and locations Plans range from $2 to $4 per employee per month	✓ — chat and email	• Employee directory • Team newsfeed • Self-scheduling (with options for first come, first served or admin approval policies)
Skedulo	Prices aren’t readily available	✓ -- phone, chat, email, and post	• Travel recommendations • Sidebar for roster • Support for appointment booking
7Shifts	Free plan for up to 30 employees at one location Plans range from $34.99 to $150 per month	✓ -- phone and email	• Forecasting and budgeting tools • Tip pooling • Range of POS integrations
OpenSimSim	Free plan for up to 10 employees at one location Plans range from $15.99 to $39.99 per month There’s also a custom-priced Enterprise plan	✓ -- phone and email	• Robust free communication tools • Shift countdowns • Lock shifts

1. Homebase

Caption: Homebase lets you auto-schedule employees according to their availability and roles in seconds.

Top features

Homebase’s most popular feature is our versatile schedule management tool. You can choose between auto-populating your timetable, using unlimited templates, or letting staff self-schedule by claiming open shifts.

But a close second is the robust team communication feature. It lets you publish schedules to the Homebase mobile app and notify staff instantly. From there, employees can view their hours, request covers or trades, and read notes about their shifts. And when emergencies come up, you can quickly message custom groups, individuals, or the whole team to organize last-minute schedule changes.

Pros and cons

Homebase’s major advantage is value. We have a comprehensive free plan that includes all the essential scheduling features like automation, communication, and time tracking. If you need more functionality, you can upgrade to one of our affordable paid plans. And we only charge by location (rather than by employee), so you don’t have to worry about costs rising as you hire more staff.

Our platform is also designed for small businesses with hourly workers. Homebase lets you assign different roles, rates, and availability to individual employees. Then, the software auto-calculates wages and subtracts breaks so you can easily track labor expenses and stay compliant.

One of Homebase’s drawbacks is we have fewer project management tools than some other scheduling apps. However, you can perform many of the same actions with our scheduling and roster features. For instance, you could assign all the employees working on the same project to the same department.

Pricing

Homebase has a free plan with all the essential features you need for one small business location. And unlike many competitors, an unlimited number of employees can access and use our app, no matter what paid plan you’re on.

Otherwise, we have three monthly paid plans you can choose from:

• The Essentials plan for $24.95 monthly, which includes performance tracking and remote team management tools.
• The Plus plan for $59.95 monthly, which has labor cost controls like overtime alerts and automatic clock outs.
• The All-In-One plan for $99.95 monthly, which adds expert HR support to review your scheduling policies.

2. Connecteam

Source: https://www.g2.com/products/connecteam/reviews

Caption: Connecteam’s granular settings make it easy to personalize the platform according to your business needs.

Top features

The Connecteam app’s most interesting feature is its granular settings. You can select and filter employees and tasks based on several different categories. For example, when you’re allocating a shift, there are eight settings, including job title, tasks, and location.

Pros and cons

Connecteam’s main strength is how its wide range of settings makes the platform highly customizable. You can decide whether to keep your schedule management simple or add details like color coordination and tasks for your employees to do.

One of Connecteam’s challenges is its lack of integrations. As of February 2023, Connecteam only partners with seven other apps. That means you’re more likely to outgrow the platform as your business needs change and you want to integrate new software.

Connecteam also charges an extra rate if you have more than 30 employees. So, it’s not the best choice for growing businesses.

Pricing

​​Connecteam has a free plan for up to ten users. Otherwise, there are three paid plans with a limit of 30 users:

• Basic for $35 monthly and $0.60 per extra employee for basic scheduling and time tracking tools for one location.
• Advanced for $59 monthly and $1.80 per extra employee for extra tools like auto clock outs and geofencing for up to three locations.
• Expert for $119 monthly and $3.60 per extra employee to add an extra layer of settings to schedules and limit employee working hours and shifts per week.

There are also custom paid plans available for businesses with more than six locations.

3. Clockify

Source: https://clockify.me/feature-list#features-scheduling

Caption: Clockify’s calendar view gives you a clear picture of your business and staff’s weekly activities.

Top features

Clockify’s best feature is its intuitive calendar management. You can break days into color-coordinated blocks and track how long it takes people to complete individual tasks. That makes it easier to calculate how much time you’ve spent on a client’s project and invoice them correctly.

Pros and cons

Many Clockify users praise the app’s ease of use. It has a simple interface that’s intuitive for admins and employees to navigate. Plus, the time tracker integrates with over 80 other apps, so you can better understand what your staff are working on.

However, many of Clockify’s top features are best suited for desk-based work, so the app may be unsuitable for shift workers.

And since Clockify is mainly a time tracking app, it doesn’t prioritize scheduling. You can only manage availability and delegate shifts on the $7.99 monthly account. And that’s per user, so it can be costly for larger teams.

Pricing

Clockify has a free plan for its essential time tracking features. Then, it has four paid plans that are priced per user:

• Basic for $3.99 monthly
• Standard for $5.49 monthly
• Pro for $7.99 monthly
• Enterprise for $11.99 monthly

4. Shiftboard

Source: https://www.shiftboard.com/

Caption: Shiftboard helps businesses in the manufacturing and healthcare industries solve their unique scheduling challenges.

Top features

Like Homebase, Shiftboard has highly configurable auto-scheduling tools. You can generate schedules for staff based on roles, availability, and previous shift patterns. The software also lets you advertise open shifts for team members to claim.

Bonus: you can schedule employees to be on call. That’s essential for businesses in the health and social care industries.

Pros and cons

Shiftboard is designed for the manufacturing and healthcare industries. You can create timetables based on your production line and automatically block shifts that violate union contracts.

But Shiftboard’s limited customer base is also a disadvantage. If you’re not in the manufacturing or healthcare industries, you may end up paying for features you don’t need.

Pricing

Shiftboard prices aren’t readily available.

5. Quickbooks Time (formerly Tsheets)

Source:https://quickbooks.intuit.com/time-tracking/whos-working/

Caption:Manage your remote team with Quickbook Time’s ‘who’s working’ feature.

Top features

Quickbooks Time’s (formerly Tsheets’) top feature is its ‘who’s working’ tool, which lets you pinpoint all your staff members’ locations on a map. You can see which employees are closest to an address and dispatch them quickly. That’s especially helpful for businesses with mobile team members, like taxi companies and home repair services.

Pros and cons

One advantage of Quickbooks Time is the support it offers remote teams. For example, the GPS location tracker lets you verify staff locations when they clock into off-site jobs and even monitor travel times.

The downside is that GPS tracking depletes smartphone batteries faster than usual. On long shifts, employees may have to recharge their phones or risk losing contact with you.

Another downside is Quickbooks Time has fewer features than most competitors. For instance, it doesn’t have auto-population scheduling tools like Homebase and Shiftboard.

Pricing

Quickbooks Time has two paid plans:

• Time Premium for $20 per month plus $8 per user
• Time Elite for $40 per month plus $10 per user

Although Quickbooks Time doesn’t have a free plan, there’s a 30-day free trial available.

6. Deputy

Source:https://www.deputy.com/gb/features/scheduling-software

Caption: Deputy’s standout features are its scheduling tools like automations, templates, and open shifts.

Top features

Deputy’s best features are its range of scheduling tools. Similar to Homebase, you can auto-schedule based on employee availability and the lowest labor cost. Or, you can select from premade schedule templates or allow staff to self-schedule by posting open shifts.

Pros and cons

Deputy is good for dynamic scheduling as you can make quick tweaks to your timetable and let staff trade and cover shifts with minimal managerial involvement. That’s ideal for businesses like bars and restaurants where your staffing needs can fluctuate quickly due to factors like the weather, festivals, or other local events.

A disadvantage of Deputy is the complicated user interface (UI). Some users complain they dislike the complexity of the features, so this app may be most suitable for tech-savvy users.

Pricing

Deputy doesn’t have a free plan, but it does offer a 31-day free trial. There are also three paid plans:

• Scheduling for $3.50 per user per month
• Time tracking at $3.50 per user per month
• Combination for $4.90 per user per month

You can also arrange a custom-priced plan for businesses with over 250 employees.

7. Sling

Source: https://getsling.com/employee-scheduling/

Caption: Sling makes it simple for colleagues to keep in touch with each other via the mobile app.

Top features

Sling’s top feature is its comprehensive employee directory. You can view and group team members based on many criteria, including position, location, and department. This could make it easier to manage multiple business locations, especially if they occasionally share staff and customers.

Pros and cons

One pro of Sling is the unlimited admins, employees, and locations included within its free account. That means you have tighter control over costs as you don’t have to pay extra as your team grows.

But the con of using Sling is the free account’s limited features. And because its paid plans are priced per employee, you may end up paying more for those features than you would with another similar app.

Pricing

Sling has a free plan with basic scheduling tools and templates. Or, you can upgrade to one of the paid plans:

• Premium is $2 per user per month
• Business is $4 per user per month

8. Skedulo

Source: https://www.skedulo.com/scheduling/

Caption:Skedulo’s sidebar shows your employee roster, which makes it easier to delegate shifts based on staff roles and qualifications.

Top features

One interesting Skedulo feature is the travel recommendations. When scheduling, you can receive prompts to group mobile workers’ jobs based on proximity and reduce their travel time. You can even design your own rules to apply to schedules based on the specifics of your business operations.

Pros and cons

Skedulo is good for appointment booking for remote workers. The side-by-side roster and timetable make it easy to match qualified staff with customers. And the travel recommendations make sure each employee’s schedule works well for them.

But a major disadvantage of Skedulo is there’s no free plan, free trial, or monthly payment option. That means you have to make a year-long commitment without knowing whether or not the app suits you. However, Skedulo lets you decrease your number of users and costs during the year if you need to.

Pricing

Skedulo’s prices aren’t readily available.

9. 7Shifts

Source: https://www.7shifts.com/restaurant-employee-scheduling-software/

Caption: 7Shifts’ forecasting tools let you see how many employees you’ll need across different departments and restaurant zones.

Top features

7Shifts has interesting forecasting and budgeting tools. The app was designed with restaurants and cafes in mind, and lets managers schedule employees by department, business area, and location.

Pros and cons

7Shifts is a good choice for restaurants and catering businesses. It has a huge range of integrations with point-of-sale (POS) apps like Toast and Square. Plus, it auto-calculates tip pooling along with team wages to save you time.

However, 7Shifts has limited features in its lower-cost plans. So, you have to pay more than you would with other apps to access features like shift notes and reminders.

Pricing

7Shifts has a free plan for one location with up to 30 employees. Otherwise, there are three paid plans:

• Entree for $34.99 monthly with a limit of 30 employees and 50 locations.
• The Works for $76.99 monthly with a limit of 30 employees and 50 locations.
• Gourmet for $150 monthly with unlimited employees and locations. This is better suited for corporations than growing small businesses.

10. OpenSimSim

Caption: OpenSimSim is a cost-effective employee scheduling app with a robust free plan.

Top features

OpenSimSim has an interesting feature where employees can see a countdown to their next shift on their mobile device. This makes sure your team knows when they’re working next and doesn’t accidentally miss any shifts.

There’s also a feature to lock important days so employees can’t trade or cover shifts. That gives you more control over scheduling at busy times of the year or during important events.

Pros and cons

Compared to many competitors, OpenSimSim has affordable paid plans. The most expensive plan includes all the essential features and some advanced ones, but it’s still more competitively priced than some other popular scheduling apps at $39.99/month per location.

A disadvantage of OpenSimSim is its limited range of integrations. As of February 2023, it only has eleven available. And because OpenSimSim doesn’t have its own payroll or hiring features, you may be forced to choose between a payroll app that doesn’t suit your business or manually exporting data between platforms.

Pricing

OpenSimSim has a free plan for up to ten employees at one business location. Then, there are two paid plans:

• Starter for $15.99 per location per month
• Premium for $39.99 per location per month

There’s also a custom-priced Enterprise plan that includes unlimited business locations.

How to buy employee scheduling apps

Now you have all the essential information about some of the top employee scheduling apps, you need a system to find the right one for you. Here’s our step-by-step guide:

1. Identify your needs. Understand what your business requires based on factors like industry type, business size, and staff priorities and preferences. For instance, your business may be similar to another retail store, but if you have more student staff coming and going, you’ll need a more sophisticated scheduling tool to keep track.
   
2. Evaluate your options. You can often watch demos, use free trials, or even sign up for free accounts before you commit to an app. That might mean an hour of playing with the software settings or doing a full test run for a week.
   
3. Get feedback from your team. As you won’t be the only one using your scheduling software of choice, ask your employees for their opinions, too. They may find certain products to be more or less intuitive. Some may dislike the sound of features like location tracking because they feel it invades their privacy or will have an effect on their phone battery.
   
4. Train staff. Even if you choose the perfect solution for your business, don’t introduce your team to it out of the blue and expect them to hit the ground running. You need to show them where to download it and introduce the features to them one by one for successful adoption.
5. Reflect and upgrade when necessary. If your business is growing, make sure your scheduling app can keep up. That means checking whether the platform still meets your needs and upgrading or switching plans as your scheduling and team management requirements become more complex.

Common pitfalls to avoid when buying an online employee scheduling app

It can be easy to make these mistakes when purchasing a scheduling app. Here’s what to watch out for:

• Integrations. Your scheduling app should connect with all your existing software and preferably any future apps you’d like to use. Otherwise, you won’t save time because you’ll constantly be switching between windows and exporting data.
• Ease of use. Some apps are more demanding than others to learn. Choose an option that was designed for small businesses as it likely won’t expect users to have much prior experience with technology.
• Scalability. If you think your business will grow, even if only by a few employees, don’t choose a scheduling app that charges per user. The extra costs will cut into your budget for expansion, and there are many options that charge per location.
• Support. As a busy business manager or owner, you won’t have time to set everything up by yourself. Your app of choice should provide tutorials and robust customer support to help you and your team through the onboarding and adoption process.

Why Homebase is the best all-around employee scheduling app

When choosing an online employee scheduling app for your small business, there’s a lot to consider. You have to think about your budget, industry needs, and future plans for growth. So, making the right decision can be tricky.

If you work in an industry that has unique challenges, you may be interested in an app like Shiftboard or Quickbooks Time (formerly Tsheets). These solutions solve problems that typically come up in the construction, manufacturing, and healthcare industries.

But if you’re looking for an online employee scheduling app that ticks all the boxes for small businesses, go with Homebase. We have a versatile range of scheduling and time tracking features on our free plan. And if you plan to expand or need tighter control and flexibility over staff management, we have affordable plans that are priced per location, so your costs will stay low.

References

• G2 Clockify reviews
• G2 Deputy review

**The information above is based on our research on online employee scheduling apps. All user feedback referenced in the text has been sourced from independent software review platforms, such as G2 and Capterra, in February 2023.

The post 10 best online employee scheduling apps in 2023 appeared first on Homebase.

via Homebase https://joinhomebase.com/blog/10-best-online-employee-scheduling-apps-in-2023/

Setting up a payroll schedule can be tricky — and not just because small business owners aren’t HR professionals.

There’s the challenge of balancing payroll frequency against your business income and cash flow needs. Plus, small businesses often employ hourly workers with inconsistent hours and wages, which makes payroll more complicated.

And payroll doesn’t only affect business owners. Even one mistake could negatively impact the employee experience in a big way.

That’s why we’ve put together this guide to payroll schedules. We’ve addressed all the most common questions and issues, including:

• What is a payroll schedule?
• What to consider when choosing a payroll schedule
• Five of the most common payroll schedules

Included is a step-by-step guide on how to transition to a new payroll schedule once you’ve decided to make the switch. We’ve also explored why using Homebase to set up your payroll schedule could be a great option for your business.

What is a payroll schedule?

A payroll schedule outlines when employees get paid. It includes a pay period and pay dates:

• Pay period -- The time period when an employee worked
• Pay date -- The day an employee receives their wages

Employers can pay their employees on a weekly, biweekly, semimonthly, or monthly payroll schedule. Their choice will depend on cash flow needs, industry standards, payment structure (for example, hourly wages or salary), and local and state laws.

Things to consider when choosing a payroll schedule

When choosing a payroll schedule, you should first take into account:

• Your specific company needs — Especially if you’re a new small business owner who needs to save as much time and money as you can.
• Employee needs — It’s best to follow a schedule that leads to as few paycheck errors and late pay dates as possible.

In addition, keep the following factors in mind:

Your business’s cash flow cycle

If you’re a small business owner, there will be times in the month when you need more cash in the bank than others because you’ll need to pay monthly rent and stock up on inventory. This means you’ll have less money to spend on payroll at that particular time.

Create a payroll schedule that coincides with when you’re more cash-flow positive. That way, you won’t have to pay employees late or worry about checks bouncing unexpectedly.

Industry standards

For example, if you own a small cafe, you probably pay your employees hourly, like many other businesses in the hospitality industry.

And because people who employ hourly workers typically pay them weekly or biweekly, it’s best to follow that norm. Employees in this industry tend to have a greater need for weekly earnings.

State pay frequency laws

Make sure you follow your state’s laws. Some states, like Arizona, for example, specify that you have to pay your employees at least twice a month and not more than 16 days apart. In fact, most states require employers to pay staff members at least once a month (to prevent overly infrequent payments).

Homebase’s HR and compliance tool is designed to remind you about these regulations. You can even set it up to send automatic alerts for important dates so you don’t violate any laws.

You’ll also want to make sure that you comply with federal laws and stick to rules about overtime and minimum wage requirements. Each payroll schedule, like weekly vs. monthly, may have different legal implications, so it’s important to do your homework before you make any changes.

Research your state’s pay frequency laws to avoid violations. If you need help, Homebase also offers calls with HR experts who can help you audit your internal processes to ensure you’re doing everything right.

Employee preferences and needs

Some employees prefer to be paid more often than others, and certainly more than once a month.

If that’s something you can manage as you balance your business’s needs, then consider giving out more frequent paychecks. You could try paying team members twice a month or even once a week, depending on employee preferences and whether they’re hourly or salaried.

If you have a mix of hourly and salaried workers, a payroll app like Homebase can bring various pay arrangements into one view.

 

Source: https://app.joinhomebase.com/onboarding/sign-up

Caption: Consider employee needs and your mix of hourly to salaried workers when deciding on a pay schedule.

Whether you employ salaried or hourly workers

When setting up your payroll schedule, consider whether your team is made up of salaried or hourly workers or a combination of both. Each type of worker may prefer a different system you may consider, state laws permitting. Hourly workers are more likely to prefer weekly or more frequent pay, while salaried workers tend to prefer once or twice a month.

Using a system like Homebase makes it easy to set up payroll for both salaried and hourly workers. You can pay employees with different rates and agreements at the same time without having to do manual calculations for each separately.

Time and resources

Consider how often you’ll realistically be able to organize payroll.

If you’re taking care of the payroll process on your own with a manual system, it may take you a few hours at a time. If you don’t feel you can commit to doing that once a week, you may decide it’s better to run payroll every two weeks instead.

But using a tool like Homebase payroll can make paying employees much easier than doing it all by hand. You may find that you can run payroll more often as a result because it’s so much more straightforward than it used to be.

What are the most common payroll schedules?

The five most common payroll schedules in the US are:

• Weekly
• Biweekly
• Semimonthly
• Monthly
• Payroll in arrears

Let’s get more specific about how each of them works and whether or not they’d be suitable for your business.

1. Weekly payroll

Source: https://app.joinhomebase.com/onboarding/sign-up

Caption: With a weekly system, you can choose the day you want to start payroll.

A weekly payroll schedule means employees get paid on the same day every week, often on Fridays. That amounts to 52 payments per year:

• Typically used for hourly workers
• Very common in the restaurant and retail industries

Why it may work for you

• Can work well for part-time or seasonal employees whose schedules and hours change from week to week.
• Good for employees who prefer to be paid more frequently or only work on an as-needed basis.
• Works especially well during busy holiday seasons when employees may have higher financial needs.

Possible drawbacks

• May not work well for you if you have weeks with less predictable cash flow each month.
• May be less realistic if your business has small profit margins and makes a large inventory payment at the beginning of every month.

2. Biweekly payroll

Source: https://app.joinhomebase.com/onboarding/sign-up

Caption: With a biweekly system, you can set the date you want your next payroll period to begin and Homebase will calculate everything automatically.

A biweekly pay schedule means team members get paid on the same day every other week, also often on Friday. That equals 26 payments a year:

• Often combined with a week in arrears (which means the employer runs the past week’s payroll rather than the current week’s).
• 36% of employers pay their staff on a biweekly payroll schedule according to the Bureau of Labor Statistics, making it the most common payroll schedule for US workers.

Why it may work for you

• Tends to match the cash flow needs of both hourly workers and salaried employees nicely.
• Works well in restaurants, which have a mix of hourly and salaried workers like chefs, managers, waiters, and hosting staff.
• Salaried employees may appreciate biweekly payroll because there are two months when they have a third paycheck, which can act as a nice “bonus” check.

Possible drawbacks

• May not be the best option if you have income predictability issues due to the nature of your industry.
• Can be difficult for salaried employees to commit to a biweekly schedule. This is because you can’t cut back on their hours during off-peak periods the way you can with hourly employees.

3. Semimonthly payroll

Source: https://app.joinhomebase.com/onboarding/sign-up

Caption: On the Homebase system, you can select the exact dates in the month when you want to run payroll.

A semimonthly payment schedule means paying employees twice a month. However, unlike biweekly payroll schedules, employees receive their payments on fixed days:

• Semimonthly payroll schedule pay dates are typically the 1st and the 15th or the 15th and the 30th.
• Employees get paid 24 times a year.

Why it may work for you

• Works well if you employ salaried employees or have more salaried employees than hourly employees.
• Can help you balance payroll with your cash flow more easily because you don’t have to worry about the two extra pay periods that occur in a biweekly pay schedule.
• The predictability makes it simpler for staff to organize automatic payments for things like rent, mortgage, car payments, health insurance, and subscriptions.
• Lets employers and employees keep track of previous paychecks for record keeping.

Possible drawbacks

• If you’re wondering how semimonthly pays work for hourly employees — our advice is to avoid this kind of schedule if you rely mostly on hourly workers. This is because they’re often scheduled per week and have fluctuating schedules.
• Irregular timesheets mean their pay won’t be the same each period and their hours will be more difficult to calculate.

4. Monthly payroll

Source: https://app.joinhomebase.com/onboarding/sign-up

Caption: The Homebase platform makes it easy to select how often you want to run payroll and when with the dropdown menu.

Monthly payroll is common for employers who hire freelancers and independent contractors that work on a project-by-project basis. It’s also typical for salaried employees and higher-level executives.

With a monthly payroll schedule, employees are paid 12 times a year:

• Not legal in states like Arizona.
• Only legal on a provisional basis in states like Connecticut (where you can pay employees monthly if you get approval from the labor commissioner).

Why it may work for you

• Could be a good choice if you have a small, lean team of employees and rely partially on freelancers.
• You may want to incentivize employees who work on commission and need to meet certain sales goals every month.
• If you’re a new business owner, you may opt to start with monthly payroll and then transition into more frequent pay periods as your business and staff grows.

Possible drawbacks

• Could mean a long delay between your employees performing work and getting paid for it.
• Doesn’t work very well for hourly employees or part-time employees who have irregular schedules and paychecks.
• Employees tend to dislike monthly pay schedules because it can make budgeting challenging and make them feel as though they have to “make do” with their paychecks from month to month.
• Even if it’s technically permissible in your state, monthly payroll may put you under more scrutiny from your labor board, especially if you need approval from a commissioner or labor department.

If you’re only able to pay staff monthly, look into providing some other perks. This will help keep staff loyal and committed, even if they’re not getting paid every week.

Consider offering gift cards, a relaxed shift-switching system, gifts for work anniversaries or birthdays, or even regular workplace coffee, pizza, or doughnuts to show your team you appreciate them.

5. Payroll in arrears

Payroll in arrears refers to a payroll schedule where employers run payroll for the previous week rather than the current one. It’s useful for business models that deal with fluctuations in pay and tips. It’s worth noting:

• Hourly workers are typically paid in arrears.
• Salaried workers usually aren’t paid in arrears because the amount they get paid doesn’t change between pay periods.

If you realize you need to rely on payroll in arrears, you should communicate this with your employees so they understand why you have to make it a regular practice and ensure they’re on board.

Why it may work for you

• Best for a bi-weekly payroll schedule because employees still get paid every two weeks.
• You only have to calculate tips or irregular hours every two weeks instead of every week.
• If you have hourly workers, you’ll sometimes need time between pay periods and pay dates to gather hours, validate them, run calculations, and check that everything is correct.

This is even more so the case if you have tipped workers. You may not be able to run payroll until at least a few days after the pay period has ended because you need time to confirm and report employee tips, which aren’t recorded on timesheets.

Possible drawbacks

• Not recommended if paying in arrears means that staff are working for a long time without receiving their pay or knowing when they’ll get paid for work already completed.
• Employees usually prefer the predictability of weekly or biweekly systems. When being paid in arrears, workers may not be paid on the same day each week or month, and they may also have to wait a long time between completing work and getting paid for it.

How to transition to a new payroll schedule

Source: https://app.joinhomebase.com/onboarding/sign-up

Caption: Homebase makes it easy to transition to a new payroll schedule.

Whether you’re changing your payroll schedule or transitioning from a manual system to a digital one, Homebase makes it easy to switch:

1. Go to the Payroll dashboard in your Homebase app.
2. Click Settings. Choose the pay frequency you wish to switch to and the associated pay period for the new schedule.
   

   Source: https://app.joinhomebase.com/onboarding/sign-up
   Caption: It’s easy to select your Pay Period in your Timesheet dashboard on the Homebase platform.

3. If you’re paying hourly employees, we encourage selecting a weekly or bi-weekly pay period to ensure accurate overtime calculations.
4. Select your desired payday.
5. Add team members to your payroll with the Team Roster tool.
6. Once your team has signed up, they can clock in and out of their shifts right within the app.
7. That will sync their hours with the payroll tool and turn them into timesheets with tax information included automatically.
8. Then, Homebase will handle your calculations. The software will even submit your direct deposits and file your taxes for you, with no need to export data to a third-party payroll tool.
9. Your dashboard will also show your team’s hours, time off, and net pay before you hit Submit and run your payroll.

Setting up your new payroll system beyond those steps:

You need to communicate the payroll schedule change to employees as early and transparently as possible. It’ll be easier to make the shift if everyone is on board with the change, so choose a payroll schedule that will work for both your team and your business.

Set the right payroll schedule for your business with Homebase

Deciding on a payroll schedule is a crucial decision to make as a small business owner because it doesn’t just affect you. It affects your employees too, so you need to get it right.

But remember that what you decide doesn’t have to be permanent. You can always update your processes. And, as you grow, you’ll likely need to revamp your payroll schedule to save time and scale your business.

That’s what makes Homebase payroll especially useful.

Our powerful payroll features are designed for small business owners with hourly workers. They also work great for owners who are new to payroll.

You can also integrate our payroll tools automatically with our other features for hiring and onboarding, time tracking and timesheets, and team communication.

This saves even more time, avoids mistakes, ensures you stay compliant with your local tax and labor laws, and gives you access to a full suite of easy-to-use HR tools within a single digital platform.

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With the way technology has progressed in the last few years, it is clear that many different career paths are remote and hybrid compatible. Working in an office five days a week is no longer standard. Because of the way the world has changed, it is apparent that many businesses can still successfully operate remotely or partly remotely in a hybrid state.

How to Plan

• Working entirely remotely is possible for many businesses, and this does not take much to achieve if the proper communication is in place. Make sure the entire team can be on board and the same page.
• When planning a remote operation, a clear schedule must still be set. This will keep everyone organized.
• There needs to be a remote option and a working space for a hybrid situation for employees to come. Having the options available will make for an appealing position because of its flexibility.
• Even when the work is hybrid, clarify when employees are expected to come in and when they can choose to work remotely.

The Benefits

Employees tend to be happier when they feel they have more control of their schedules. Nobody enjoys feeling like they do not have enough free time, so remote and hybrid options can be great solutions. When planned well, these business models keep up with the current times while still allowing for a successful and profitable business.

It makes a difference when employees genuinely enjoy what they do as an employer. They will work harder and put in their best efforts when they feel valued and have options. This is a great way to balance a solid business model with low employee turnover rates.

It is clear why working remotely or even having a hybrid option appeals to potential employees. As a business owner, having a company that can function this way will allow for a more desirable job to keep. This is how most businesses operate today, and it does not look like it is slowing down soon.

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The past few months have seen economists and regulators worry about the impact of continued wage growth on inflation and employer outlook. After significant rate hikes from the Fed, indicators are beginning to slowly revert.

Our data from the US and Canada reflects a new year ebb in economic activity at small businesses.

Past versions of this report have discussed continued concern over the pace of wage growth and low jobless claims leading the Fed to maintain its strong approach to rate hikes. As signals of an economy running hot begin to abate, Homebase seeks to understand how the broader economic environment is affecting small businesses and their employees during the start of 2023 by analyzing behavioral data from more than two million employees working at more than one hundred thousand SMBs.

Summary of findings: Homebase high-frequency timesheet data indicate continued slowdown in hours worked and employees working, across most industries and major metro areas

• January has seen a slow start with a continuing downward trajectory; whereas 2022 saw growth in hours worked through Q1, 2023 levels for employees working and hours worked are 4-5 percentage points below their January 2022 marks.
• Post-holiday declines across industries are softer than what we saw pre-COVID with the exception of caregiving; workforce participation in entertainment has rebounded the most significantly from holiday lows, only 2.3% below mid-December levels.
• Hours worked across metro areas remain slightly below their pre-holiday levels, a trend similar to prior years; however, January 2023 levels have remained relatively constant through the month, rather than rising as they did in 2021 and 2022.

January has seen a slow start with a continuing downward trajectory; whereas 2022 saw growth in hours worked through Q1, 2023 levels for employees working and hours worked are 4-5 percentage points below their January 2022 marks.

Employees working

(Rolling 7-day average; relative to Jan. of reported year)

Main Street Health Metrics1

(Rolling 7-day average; relative to Jan. 2022)

1. Some significant dips due to major U.S. holidays. Pronounced dip in mid-February 2021 coincides with the period including the Texas power crisis and severe weather in the Midwest. Dip in late September coincides with Hurricane Ian. Source: Homebase data.

Post-holiday declines across industries are softer than what we saw pre-COVID with the exception of caregiving; workforce participation in entertainment has rebounded the most significantly from holiday lows, only 2.3% below mid-December levels.

Percent change in employees working

(Compared to January 2022 baseline using 7-day rolling average)1

Percent change in employees working

(Mid-January vs. mid-December of prior year, using Jan. ‘22 and Jan. ‘19 baselines)1

1. January 15-21 vs. December 11-17 (2022/2023) and January 12-18 vs. December 8-14 (2019/2020). Pronounced dips generally coincide with major US Holidays. Source: Homebase data

Hours worked across metro areas remain slightly below their pre-holiday levels, a trend similar to prior years; however, January 2023 levels have remained relatively constant through the month, rather than rising as they did in 2021 and 2022.

Hours worked

(Rolling 7-day average; relative to Jan. 2020 (pre-Covid))

1. Some significant dips due to major U.S. holidays. Pronounced dip in mid-February 2021 coincides with the period including the Texas power crisis and severe weather in the Midwest. Source: Homebase data.

For a PDF of our January report, please visit this PDF; if you choose to use this data for research or reporting purposes, please cite Homebase.

Link to PDF of: January 2023 Homebase Main Street Health Report

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