TrustRadius
https://media.trustradius.com/product-logos/5Z/sg/XZJTWH12WBEX.pngHotSchedules has changed the way our organization does business!HotSchedules is currently being using across our whole organization. We use HotSchedules for our employee scheduling as well as our time cards. Before Hotschedules we were using Excel spreadsheets to schedule employees, this is by far a better system. It allows for employees to take the responsibility into their own hands. It allows for the employee to set their availability on their own without a drawn-out process of contacting a manager and sitting down with them. It allows the employee to find coverage for their shift, again without intervention from a manager beyond approving the shift change through HotSchedules. The employee can also use it to request time off before we were using a Google Form that the manager would have to check for new submissions and move the information over to their Excel spreadsheet schedule.,All the information needed for your employees can all be found in one place. From the availability of an employee to their pay rate to their phone number. It's all just a click away. Before HotSchedules all of this information was kept in different places and the managers would need to open several documents and contact lists to find what they were looking for about a single employee. Control over how indepth you use the product. The possibilities of this service are seemingly endless. However if you are solely looking for a specific feature HotSchedules offers you have the ability to soley use that feature. HotSchedules can simply schedule, or it can automatically schedule, or you can assign a specific job to a specific person on a specific day. For us, we have employees who are doing a specific job/task one week and then they are needed for a different job/task the next week. HotSchedules allowed us to narrow down our options starting with department, moving to location, moving down to the job they would be preforming for that scheduled day. The ease of changing/releasing shifts. If an employee wants more hours they can go in and select shifts that are up for grabs or request to work on a specific day at a specific time. The opposite is also true. If an employee is worried they will have too many hours that week, they can release their shift and put it up for grabs by a different employee. And of course, all of this is fairly customizable to what you want your employees to have the ability to do, with or without your intervention and approval. In our case, if a shift lead releases a shift we only want other shift leads to be able to pick up the shift. HotSchedules allows us to do just that.,Clocking In and out can be a little slow. It takes longer to clock in then our previous method. Before we just had a card you swiped and it would clock you in. Took 2 seconds. Now with the Hotschdules method we use it take 30 seconds or so. Not a huge issue but it can add up if you have one computer and a line of employees waiting to clock in. Time Cards. It does not allow you to view someones current time until the "punch" has ended. If the manager would like to check what time the employee clocked in/out from lunch they have to wait until the employee has clocked out for the day before the record is generated. As a shift lead you may send and employee to lunch but forget to note what time you sent them. Awhile passes and you feel like they should be back by now, so you want to go in and see what time they left for lunch but it does not show you that punch record because the employee is still "clocked in" they are just on their "Meal Break" The ability to customize the restrictions for Clocking in and out. You can set it up so that employees can only clock in from a specific location, however if you have a manager who is allowed to work from home they would not be able to clock in without being at the same location as set in the software. It would be nice to see it able to be customized per user.,7,Time & Attendance has certainly helped us in many aspects. It has helped managers see an overall view of their employees hours worked and has helped them analyze where they need to make adjustments to the schedule. It has certainly helped streamline our process. Having the ability to export a document and with a few minor adjustments have it ready to be sent to our payroll company. Before Hotschedules our payroll department would spend hours moving information from one software to another.,Excel,HotSchedules has certainly improved business outcomes for our organization. The general manager in each department would spend approximately 10 hours each week dealing with the schedule; between getting the schedule put together and then dealing with all of the changes and requests and call-ins. Now most of that work is put back into the employees hands. The employee makes any changes they like and the manager is quickly able to review and approve/deny change requests. I would say each manager spends on average 2 hours a week working on scheduling with HotSchedules. HotSchedules has also help us increase communication. Having every employee's info in one place and ability to contact them at a click of a button. Having the ability to send out company wide messages quickly and efficiently has been a huge help as well. Labor costs and analysis has improved by leaps and bounds. The managers have the ability to at a glance see labor costs for shifts, etc.Hotschedules for the non resturant work place.The entire organization uses the product to manage ski area employees. I used it in my department. It addresses the employees ability to know their schedule as well as trade shifts and communicate with the manager. it did help keep folks accountable to their schedule and lets me deal with other issues that before we used the app, had to be addressed by me to find replacements for shifts.,It helps with schedule shift trades and publishes the entire schedule for each day so folks can tell who is on shift and when. It enables a staff of mostly teenagers to be able to contact me and help them with any issue regarding scheduling and HR issues they needed to approach me with from time to time. It enables the manager to force the employee to be responsible for their attendance. Saves time in dealing with shift exchanges and various requests dealing with time off and so on.,It is extremely difficult to use for my weekly set up. because our shift times differed from the other two resorts that used it, the time slots for when shifts started were different due to different operating hours. Because I had to put in different availability times I had to drag and drop each employee (73 of them) on to the shifts. Because they were not seen as available the program would not show them in the drop down to easily select them as being available for the highlighted shift box If I was able to set up my own shift start times for a.m. and p.m and those parameters for myself versus having to have our rep be contacted to see if the change was possible. On our end, the call never was made and I had to spend a lot of time dragging and dropping each week. I did re-use schedules but with so many folks needing different days each week it ended up being less of a shift change and hey you forgot ..... fight that I dragged and dropped each week. I think simplifying the system for availibilties and letting the user set them up themselves (like campground master reservation system) would have been great. the time I spent each week would have come from the initial set up phase and would have saved time down the road.,8,I had not used that feature yet, it had not completed set up and implementation last season.,,It is a definite help to the manager, less time spent with shift changes, employees who lost a paper schedule no longer have that excuse. They can easily get a hold of the manager and not play phone tag for long periods of time. Enabled me to spend more time out in the field versus in the office tracking folks down.Hot SchedulesHot schedules is used company wide within our organizations. It is used to create a one-stop shop for all team members needing to check their schedules, trade shifts, request days off, change availability, etc. It has an additional function allowing team members to clock in but we do not currently use this function.,Easy to read schedule any time you need it Can change availability for schedule writer whenever I want Ability to swap shifts or pick up days with other team members,We do not use the clock in function Sends a lot of notifications No way to limit how much team members can swap around,8,We do not use this function of Hot Schedules.,,Easy to use, one stop shop for all things having to do with schedules for our team members.Hot, Hot, HotSchedules!HotSchedules is used across our entire company to make scheduling at each individual location more personalized. It helps keep the location up to date with the most recent schedule changes and since we are in an industry working with primarily first time job holders and high school students, it helps bridge the gap of having to contact each employee whenever a schedule change occurs or if they need to swap shifts or take an unexpected day off. I think some of the best features are how interactive both the application for mobile devices and the browser version are and that they update in real time as soon as a change is made with a push notification to everyone assigned at my location.,The template system for shifts that occur every day at our location and that I can drag and drop them to ensure that I am meeting our company’s staffing guidelines are a huge plus for me. The ability for employees to handle shift change on their own with my approval so I am kept in the loop but not having to constantly log on every time an associate calls me with an unexpected need to change their schedule is a nice feature. The mobile application is ten times greater than the previous program we were using to generate a schedule. It is very interactive and allows me to do almost everything from the convenience of my smartphone or tablet.,My biggest complaints are just bug fixes that were supposed to be pros of the product. Right now there is a bug that has gone on since we rolled out the product at our company that does not allow us to share employees between locations for employees needing to cover a shift or transfer to another location for an extended period of time. I would really like to see them add the actual schedule creation into the mobile application or at least be able to create the schedule on a mobile browser to eliminate the need to use my home computer. If I could generate a schedule from my phone or tablet, I would be able to make any necessary changes on the fly and it would not necessarily interrupt my time off or when I am not at the location.,7,Kronos Workforce Central,I can create a week of schedules in a matter of minutes with HotSchedules. This allows me to focus less on spending time on a computer and more time working with my team to ensure customer satisfaction. If we could just figure out how to make all of the features usable to benefit locations that are borrowing employees from another stores it would absolutely help us optimize labor costs so we can ensure all shifts are covered and I can spend less time on the phone double checking with employees from other locations to ensure they have the availability to come over to our store.Managers Want Easier Ways to Clock-In EmployeesHot Schedules is used for all aspects of employee scheduling, and the managing of labor hours, clock punches, and shift forecasting. Hot Schedules is currently used throughout the company.,Copy & Paste shifts save time and help to eliminate errors when scheduling. The ability to determine and calculate labor hours per employee and department Easy user interface,I wish there was an ability to "clock-in" employees separately, As in when they arrive outside of their scheduled time. Currently, you either have to get the employee to clock-in, followed by a manager approval, or you must wait until their shift is over to adjust. No ability to adjust clock-ins, while an employee is still on the clock. An employee starts a shift, manager is delayed in getting them clocked in when they arrive, requiring later adjustment. Does not show reasons for managers allowing employees to clock in, when a shift isn't scheduled. I'd like to know why.,8,Without a need for much detail, Hot Schedules is far more convenient than prior systems that I have used. It works well, and I would recommend.,,Hot Schedules achieves all of that. It saves greatly on each aspect.HotSchedules in a hot minuteWe use it for hourly and management employee scheduling. We also use it for a lot of our intercompany communications - especially broad announcements that we need to get out to many people very quickly. HotSchedules is also great for keeping track of employee certifications. HotSchedules allows us to maintain a healthy sense of accountability, since all communications are easily referred to.,Group communication Certification tracking Employee accountability,Schedule layouts can be difficult to read Slow response when editing schedule blocks Messaging center could be more elegantly designed and user-friendly,9,We have definitely improved in these areas, though we haven't explored many of the payroll features on HotSchedules. However, the easy to use, centralized and easily modified employee blocks allow managers to easily and efficiently collaborate on employee reviews. The mobile capability makes this especially useful when one's organization is multi-tiered and spread across various properties.,Paylocity Web Pay and Aloha POS,We have been able to delegate scheduling to shift leads and closers as a way of training them for future management positions. The ease with which one can build, correct, and post schedules provides upper management more time to focus on projects aimed at generating revenue, while also allowing lower-level employees increased responsibility.Hot Schedules was probably GREAT......10 years agoWe are using it to schedule employees for a coffee shop and to time punch.,The app works well for employees It is easy to copy and use schedules,Hot Schedules is too complicated for a 1-3 shop environment It defaults to not having an ending time on a shift....who does that?? It is not easy enough to delete some of the layers---i.e. we have a manager who is scheduled on the floor and we want others to be able to see her hours and when she is working, so we can't use multiple schedules or else the supervisors would not be able to see her In my "day" job, we operate over 50 franchise restaurants and I always wanted to use Hot Schedules which is why I tried it for this consulting gig I have.....unfortunately, it seems they have not stayed up with the technology currently being offered in this category,2,Having the separate above store console is tedious and the items in each bucket really don't make sense. The time punch process itself is OK.,Crew, ROSnet and Paycom,It takes less time to create a schedule and it's easy to push the schedule out to the employees. We like the request time off and trading shift capabilities that it offers.Good System, some Advancement NeededWe currently use HotSchedules for all scheduling and training needs at 8 locations across the country. The system is also used as a timekeeping function within 1 of those venues. We recently went live with the Schoox program through the system this year. The system currently addresses the scheduling needs and has provided an online training option for our remote locations.,Easy end user interface, our employees can very quickly access their schedules and hours through the mobile platform. Easy to read schedules, there is no trouble identifying when someone is scheduled to be at work. Management of timekeeping records is clean when the system is used directly for clock in/out.,Not user friendly with POS systems, we recently experienced a major issue with our payroll run because the system was not able to identifying two separate rates of pay in the middle of a pay period. Schedule rotation functionality does not always work consistently. It would be great if inconsistencies in the schedule were identified by the system, at present we have to identify issues manually. Reporting options will only allow us to look back and pull reports for 30 day increments. This is not helpful when we are responding to legal suits which require all payroll/schedule data for an employees tenure with the company.,8,We have not implemented this specific option in all of our locations so it is not possible for me to give clear feedback on this question.,Streamlined scheduling and ease of access to our employees. Minimized the administrative burden of scheduling in excel, it takes less time for Manager's to create and post schedules than before. Training has become better streamlined with a quicker access to employees within our remote locations.HotSchedules is the new Hotness in Labor ManagementWe use HotSchedules for shift scheduling and timecards, initially for our tasting room but now for the whole business. We had previously used paper timecards, so this is a big step forward for the company. We have a mix of salaried and hourly employees, and to my knowledge all hourly employees track their time through HotSchedules.,Ability for field employees to clock in and out on their phones Easy management of staff and timecards by managers Easily altered options for various levels of staff Robust reporting options,Reliance on internet connections can sometimes be an issue with HotSchedules, given our rural location, this is an issue with all SAAS suites however. We have only one account for our many departments, which means we occasionally run into issues using some features, as each department operates differently but our options in HotSchedules must be the same. A minor pet peeve, but I would love it if, when I was altering employee's punch in/out times, that the date/time would not reset until I hit the "submit" button. Sometimes a man just wants to make changes in his own order. Support for a card-based timecard solution. Ability to host a local instance on our own servers,6,For our department, exact start times are far less important than consistent attendance. We do not use the attendance portion of the module as scheduling production staff is an exercise in futility. I will say that the timecard system is the big benefit to us, as it eliminates the rather iffy paper timecards and gives me as a manager much more transparency in real time as to what people's status and hours are.,adp,We are much better able to track employee hours in real time, and therefore have a much better chance of successfully managing overtime.Hot or NotUsed to clock in, & post schedules. It is used by our entire company (5 restaurants). It addresses topics of making schedules easily accessible to employees and for punching in and out.,Mostly reliable, sometimes the server stops responding when trying to access the site but not very often Decent interface for both managers and employees App is a great feature,Time clock lags Spanish speaking employees struggle with the new time clock since the prompts are solely in English. Scheduler is difficult to use. Can only see 1-2 lines of employees while inserting house shifts. Can only see 1-2 lines of house shifts and it’s difficult to scroll through while scheduling Employee availability is no longer easy to use since the update. The drag and drop availability toggle when adding new availability has caused several issues. Employees shouldn’t be able to submit their own availabilities—it makes it a management nightmare when a ridiculous availability comes through for approval and you deny it the employee doesn’t understand there are minimum availability requirements for our company. I don’t like this feature what so ever. Availabilities should ONLY be adjusted by managers. Another issue is that employees make themselves available for 2 hour increments, our company doesn’t have shifts that are as short as 2 hours so this complicates their availability when I’m viewing it on the scheuduler. Worst feature you have added,8,,Labor costs are more apparent and easy to realize adjustments need to be madeHotSchedules reviewScheduling,Builds templates well. Easy drag and drop scheduling. Allows online viewing and shift change management by team members. Many labor strategy reports to help dial in schedule template efficiency. Good integration with POS and time management systems.,Report printing can become an issue. Building budgets can be hard and needs much tutoring to utilize for maximum efficiency.,9,Yes. The integration with other systems is strong, and aids in time accounting. Adjustments are approved by the team members before payroll can move forward. Errors are caught more easily.,,Reduced schedule build times and templates. If Hotschedules could have a system to warn us before the California break violation occurs or OT is about to occur then it would be even more amazing.HotSchedules reviewHotSchedules has given our company a chance to manage labor across the organization and the capability to compare labor strategies with other leaders In the company. The internet based format allows leaders to complete task while away from the operations.,User friendly Reporting Customization,Terminated employees info Request days off Mgr has overwrite ability,7,TMX,Helped reduced labor across companyUse HotSchedules to streamline your routineUsed for scheduling, labor reports, requests, and messaging between employees.,Easy to use, love the dashboard User-friendly when making requests swaps or time off Great tech support,Notes for specific employees on specific days Turning off certain notifications It seems to take a while to load,9,Easy to show employees hours worked and when to help clarify any concerns regarding total hours worked,ADP Workforce Now,Saves time when making schedules, great for answering employees scheduling questions vs them trying to look for a manager.HotSchedules ReviewWe use it to schedule retail staff, communicate, and try to forecast sales for weeks ahead.,Graphically intuitive Updating through different forms of communication Covers a wide array of aspects, not just scheduling,Editing punches through a shift Sometimes there are glitches when I am dragging shifts to a staff member. Cannot access multiple windows very well, if I want to double check someone's message or availability while making the schedule I have to exit the scheduling tab to access the availability.,7,I use this while processing payroll, and find it useful.,Starbucks Global Labor System,Allows for streamlined scheduling, before we used Excel spreadsheets and word of mouth. Also, allows different stores to schedule each other's staff.HotSchedules reviewWe use HotSchedules for scheduling, roster reports and messaging our staff and vice versa.,Scheduling Roster reports Messaging,Layout of site Going back without having to repost Deleting denied requests,8,Decreased time to make scheduleHot Schedules...Worth ItWe currently utilize HotSchedules for all of our scheduling needs at a location level. This allows the management team and the associates to interact with the schedule outside of the location. As an administrator I am able to see requests off and schedule updates without needing to be at the location.,The app is very user friendly. Once you create your schedule templates, scheduling becomes increasingly easier. The chat feature is very valuable.,We have 30+ locations. We sometimes “borrow” associates from location to location to cover shifts. As of now the borrowed associates do not always show up on the schedule. This has caused associates to miss shifts. We do not utilize it yet, but not being able to clock in unless you are on the schedule seems like an issue waiting to happen.,7,Kronos Workforce Central,As of now, we have trimmed the time to create a schedule by 25% with hopes of streamlining it to 50% time savings.This app is Hot!The app is used company wide across 30 locations and our corporate team. Each location has between 10 and 25 employees. It's great to conveniently see your own schedule and roster. We've had issues sharing employees with other locations. I believe the problem has since been fixed.,Easy to use. Your schedule is laid out plain to see what day you work. You can check your roster to see what other employees you will work with. You can navigate backwards to an extent to review who has worked previous shifts. You can send messages through the app in case you don't have a coworker's number.,Sharing employees. Making a schedule on the phone / tablet.,7,The convenience of seeing all the schedules has increased. The app is much more streamlined than our previous app. Creating a schedule seems to be about the same since we still have to use a computer.HotSchedulesFor clocking in and scheduling. Used by all locations and all employees. Addresses overtime well.,Scheduling, allows a manager to see when they forget to schedule a specific shift that is needed for a day. Punctuality, it easily allows companies to watch when employees are on break, punch in and leaving. Allows me to see who else is working each day, on the mobile app.,Scheduling, it is incredibly hard to add a different shift or change the time of a specific shift if we wanted. A late employee cannot clock in without supervisor assistance, in our size company that is not necessary.,8,It has definitely helped streamline time theft and prevent overtime, or manage the overtime allowance.,Paylocity Web Pay,It has definitely increased communication between managers as well as employees and staff to management. It has smoothed out our approval process for time off requests, and it has optimized our ability to track labor costs.HotSchedules: A Hot Way To Schedule!We use HotSchedules for scheduling, messaging and as a time clock across several departments including food and beverage (front of house and back), the golf shop, and our golf course maintenance department. This addresses several business problems for us including managing requests, offering an online messaging portal and keeping an on eye on our labor.,It is a great scheduling platform. As its main focus, it is easy to use for management and our staff. It makes managing requests for our staff very easy and efficient. For managers, it is simple to manage these requests. Its reporting features are great. It's always nice to be able to quickly pull a report outlining just the information you are looking for.,The Time Clock feature could definitely use some help. We have to manually review each person's hours to make sure they didn't miss a punch. If we don't do this, it will manually clock them out at 4 am, in effect paying them for a very long day that they didn't work. You should be able to copy and paste shifts when scheduling non-house shifts. Let's say I am scheduling for a special event and I need 10 servers in at 5 pm to serve, I have to manually enter all of those instead of being able to just schedule one and copy and paste it to everyone else. When messaging, you should be able to respond to messages directly from your email like you can on Shift Note.,8,Shift Note,We have found that while using HotSchedules we can create a schedule more efficiently, saving valuable time for our managers. Our managers are also able to keep better track and honor requests off because of the shift swapping and request features. We are also able to increase the reach of our communications through the messaging features.An app that's Hot Hot Hot, and beats many others that are Not Not NotWe currently use HotSchedules for 3 very different businesses, an entertainment center with 100+ employees, a restaurant with 50+ employees and a liquor store with 15 employees. It works for all 3 businesses and we find it VITAL to use the store logs to provide comparisons and insight from staff to better future events. From an HR standpoint, we keep a log of interactions with your staff, good and bad, providing proof for coachings, merit reviews and even labor audits. From a business operations viewpoint, we post in the logs regarding maintenance issues, new product introductions and customer requests. Todays' employees want their schedule information quick, HotSchedules provides a platform to share that information in the text messages, emails. The entertainment center uses the budget feature and we are working to introduce that feature to our other two businesses. Is HotSchedules pricey? Yes and no. A product is only as good as the person that chooses to use all of the features, we value the store logs MORE than just using the scheduler. Add in that we occasionally use the budgetary segment, we believe we get more value out of HotSchedules. Overall, I would highly recommend HotSchedules for any company - small, medium, and large!,Store Logs - the ability to record daily events. It provides the review for the monthly results, or even a staff members training progress. Scheduler - divide your staff into various departments so your managers can focus on meeting guest needs in smaller groups. Also a great communication tool as it sends out the schedules in a way convenient to the staff member. Reports - we only use 5 of 30+ reports, but those provide us material for managers to keep the business on track throughout the day.,Configuration is key - there can be bumps after bringing a new business into HotSchedules so the terminology has to be different for each one. Scheduler - on the old one, there use to be a key that explained the hot keys, now its missing. Probably under Support, but it used to be on the scheduler screen.,10,When I Work,We have used HotSchedules to provide the best method of communication with our staff - text messages primarily, emails secondly. We have also used the platform to reduce labor costs (ex: we use the store logs to point out areas of opportunity around events or certain times of the year, then the following year, we may cuts or adjustments to staffing to make sure we are better covered). I have also used the task assignments to keep managers focused on the next big thing on their plate, and as they work on it, HotSchedules provides me feedback on their progress. Bulletin board feature has been used to help intro new products, communicate future events to the staff all at one time, or to thank/encourage the staff.,Scheduler Requests for Time Off Messaging Staff Journal,Budget setup Adapting or configuring the terminology to a different industry.,Yes,9Save time, money and keep people happy!We currently use HotSchedules for scheduling across two of our four restaurants. We also take advantage of the logbook on a daily basis for both restaurants. Currently only our FOH is using HotSchedules but we will be implementing it into the BOH as well. HotSchedules helped us to eliminate the breakdown in communication we were having with staff swapping shifts, shifts that became available, and changes to schedules. Having the ability to manage those changes in real-time and have everyone be accountable has made a huge difference for how we manage our labour and guest experience.,The ability to approve shift swaps helps us to manage labour, improve staff morale, and maintain strong communication. The ease of creating the schedule with hot-keys and being able to duplicate schedules is a huge time saver and makes creating the schedule less of a burden. The mobile app is very user-friendly both from an employee and employer perspective. As an employee, it's very easy to trade shifts, view your schedule and message staff members. As the employer it is easy to approve shift changes, view the logbook, toggle between restaurants, view the day's roster, and many other useful features.,It would be great if there was the option to "select all" in messages rather than having to individually select messages to delete.,8,None,HotSchedules has allowed our managers to spend less time creating the schedule, less time tracking down staff members and their shift swaps. It has helped us to better control our labour and has made our employees happier as well. They receive their schedule directly to their phone, can swap shifts in the app and can easily message other staff as well. The increase in communication alone without that breakdown has been revolutionary.,No,Product Features Product Usability Product Reputation Prior Experience with the Product,We wouldn't change anything.,Saving time on scheduling means our managers can focus more on guest experience, managing the floor and other areas that contribute to the success of our business.Efficient Scheduling For The Non-Traditional: Staffing In The Service IndustryWe utilize HotSchedules for managing and maintaining our front of the house staff (Servers, Bartenders, Floor Managers, etc). HotSchedules allows for the easy dissemination of the schedule to the staff, while providing the flexibility for them to request time off, swap shifts, pickup/release shifts, and set/change availability. With the advent of smart devices and the app, I have my entire front of the house staffs information available to me at fingertips to include email, phone & text, full roster, and the ability to address everyone as a whole or as an individual. As a manager I not only have control over the approvals, but I also have the ability to justify the with the individual why a request off or swap would not be approved, which keeps an open dialog with the employee reducing confusion and workplace conflict. HotSchedules also allows management to track employee hours, so as schedules change due to swaps and pickups we are able to better control and determine labor.,Dissemination of schedule to all individuals on staff using HotSchedules. Allows staff to have flexibility in their schedule while ensuring that shifts are covered. As changes/approvals are made the system updates, allowing for everyone to look at the schedule as it is in its current form.,As far as my experience with the system goes, it does not have a backlog of who does approvals. This would be helpful as, with a management team that also has approval authority, it would allow you to see who is authorizing changes to the schedule. Having the ability to send attachments through the email system would help greatly in being able to spread much needed information to the staff (new menus, upcoming event information, picture attachments, etc.). Being able to set [parameters] for things like the maximum number of approvals reached would be helpful and give employees an immediate feedback letting them know that max number of staff has been reached that can request off for a particular day. It would help both ways by stopping someone with approval authority from accidentally approving too many request offs.,9,,Through the use of HotSchedules we have cut down on the labor cost in two areas. The first being the amount of time spent creating the schedule and the second being the time spent on unnecessary OT. This has allowed for a reduced work load on the employees which is vital when you consider that many of our staff are part of the non-traditional workforce (students, parents, small business/entrepreneurs, etc.) and the extra time they have allows them to focus on other things than work, reducing the amount of burn out/turn over that can occur in a over worked staff. It also is an informal bridge between the staff and management that does allow for open communication when utilized correctly.Old fart gets technologicalWe use it mainly for primary scheduling and allowing staff to make shift changes, update their availability and view schedules electronically. It is also a great way to track and manage requests for time off. Right now we have not delved into the features also available for tracking dollars and labor.,Scheduling Managing shift switch requests Managing time off requests,Sometimes I feel the interface is a little clunky. It would be easier if I could make changes to employees with fewer steps. Easier to use on an Ipad.,9,,Overall it has been about better time management and happier employees. The ease of use of the app for employees has been the real success. I do wish that the app was free. I don't like that I pay a fee each month and if my employees want the app they have to spend their own money.Must have for even the smallest businessWe use HotSchedules for all front of house staff scheduling. HotSchedules addresses employee shift swaps, pickups, time off requests.,Customer service in regards to trouble shooting technical issues. Customer service for answering any questions employees or managers may have. Training on the use & functions of HotSchedules.,Sometimes the HotSchedules system goes down for no apparent reason. The updated scheduler interface is sometimes confusing. The updated employee requested time off interface is more confusing and difficult to understand now than it used to be.,10,I always receive exceptional support from HotSchedules but the time that stands out the most was when the HotSchedules system went down and I couldn't see the roster of who was working a particular shift one day. The representative was quick and professional and provided me with the information I needed in a quick and timely manner.,Using HotSchedules has made communication amongst not only the employees more efficient but amongst managers as well.,30,4,Scheduling Communication Shift swaps,Keeping employee logs Evidence against unemployment applications Broadcast messages for everyone to see,Store logs Cash deposit bank logs Inventory,10,MICROS PoSHotSchedules Has My Business Smokin' The CompetitionHotSchedules is used at the restaurant where I am employed for all staff. Not only does it help schedule efficiently and manage labor, it is a great tool for communication among managers. We use it in every department (FOH, BOH and management). Everything we need is at the click of the button. We love how it keeps lines of communication open and our staff loves being able to release and pick up shifts with the press of a button. Hot schedules has helped streamline labor issues and has kept us running efficiently.,HotSchedules helps to manage labor costs. We are able to enter labor forecasts, special events, weather, etc. and compare anywhere from last week or last year to the current week. This simple feature is huge when it comes to managing profits and labor costs. HotSchedules prevents scheduling errors. Employees can block out when they are not available as well as show when they are available and that makes scheduling much easier. Schedule requests are documented as to the date when submitted and managers can prevent last minute requests by setting due dates for all scheduling requests. Communication: Everyone's phone numbers and emails are in the program which helps us contact each other with the simple press of a button. If we are ever short staffed or need to call someone in, we can send a message to the masses or quickly text/call someone. Gone are the days of having to go look up staff phone numbers in a file or office computer when you are slammed with a lunch or dinner. Documentation: the log-book feature is such an important tool for the restaurant. We are able to document everything such as employee or guest incidents, repair and maintenance issues, staff announcements and more. Having everything recorded is vital for efficient restaurant management.,The only thing I wish that could change is being able to log into multiple accounts from one user name. Where I work, I am a catering manager and we have 3 restaurants. If I need staffing, I have to log in separately to each restaurant. I hate having 3 log-ins. I would love to have color coding on shift rosters for am and pm shifts to make them easier to read.,9,When I first starting using the program and was trying to get set-up, I felt a bit lost. I made a phone call to customer support and was blown away by the ease of direction they gave me and I was up in running in about an hour. Since then, there have been very few times when I have had to call them but when I do, they are outstanding in getting me the support that I need.,We have achieved several positive outcomes since implementing HotSchedules. First and foremost being the ease of scheduling for over 50 employees. Quite frankly, I do not know what we would do without it. Secondly, we no longer have to deal with scheduling issues in regards to employee requests. Everything is black and white. If you request a day off, it either gets approved or denied. If you fail to request a day off in a timely fashion, you have to get coverage. Running a restaurant can be filled with employee issues that get in the way of operations and with HotSchedules, a lot of this is eliminated.
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HotSchedules
221 Ratings
Score 7.8 out of 101
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HotSchedules Reviews

HotSchedules
221 Ratings
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Score 7.8 out of 101

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Score 7 out of 10
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HotSchedules is currently being using across our whole organization. We use HotSchedules for our employee scheduling as well as our time cards. Before Hotschedules we were using Excel spreadsheets to schedule employees, this is by far a better system. It allows for employees to take the responsibility into their own hands. It allows for the employee to set their availability on their own without a drawn-out process of contacting a manager and sitting down with them. It allows the employee to find coverage for their shift, again without intervention from a manager beyond approving the shift change through HotSchedules. The employee can also use it to request time off before we were using a Google Form that the manager would have to check for new submissions and move the information over to their Excel spreadsheet schedule.
  • All the information needed for your employees can all be found in one place. From the availability of an employee to their pay rate to their phone number. It's all just a click away. Before HotSchedules all of this information was kept in different places and the managers would need to open several documents and contact lists to find what they were looking for about a single employee.
  • Control over how indepth you use the product. The possibilities of this service are seemingly endless. However if you are solely looking for a specific feature HotSchedules offers you have the ability to soley use that feature. HotSchedules can simply schedule, or it can automatically schedule, or you can assign a specific job to a specific person on a specific day. For us, we have employees who are doing a specific job/task one week and then they are needed for a different job/task the next week. HotSchedules allowed us to narrow down our options starting with department, moving to location, moving down to the job they would be preforming for that scheduled day.
  • The ease of changing/releasing shifts. If an employee wants more hours they can go in and select shifts that are up for grabs or request to work on a specific day at a specific time. The opposite is also true. If an employee is worried they will have too many hours that week, they can release their shift and put it up for grabs by a different employee. And of course, all of this is fairly customizable to what you want your employees to have the ability to do, with or without your intervention and approval. In our case, if a shift lead releases a shift we only want other shift leads to be able to pick up the shift. HotSchedules allows us to do just that.
  • Clocking In and out can be a little slow. It takes longer to clock in then our previous method. Before we just had a card you swiped and it would clock you in. Took 2 seconds. Now with the Hotschdules method we use it take 30 seconds or so. Not a huge issue but it can add up if you have one computer and a line of employees waiting to clock in.
  • Time Cards. It does not allow you to view someones current time until the "punch" has ended. If the manager would like to check what time the employee clocked in/out from lunch they have to wait until the employee has clocked out for the day before the record is generated. As a shift lead you may send and employee to lunch but forget to note what time you sent them. Awhile passes and you feel like they should be back by now, so you want to go in and see what time they left for lunch but it does not show you that punch record because the employee is still "clocked in" they are just on their "Meal Break"
  • The ability to customize the restrictions for Clocking in and out. You can set it up so that employees can only clock in from a specific location, however if you have a manager who is allowed to work from home they would not be able to clock in without being at the same location as set in the software. It would be nice to see it able to be customized per user.
It is very well suited for the restaurant industry, sometimes I think almost too much. If you are not in the restaurant industry it seems there are some features that you won't be able to/won't have a need to utilize. If HotSchedules can integrate into your point of sale it becomes even more useful and you can use it to analyze sales, etc.
HotSchedules has certainly improved business outcomes for our organization. The general manager in each department would spend approximately 10 hours each week dealing with the schedule; between getting the schedule put together and then dealing with all of the changes and requests and call-ins. Now most of that work is put back into the employees hands. The employee makes any changes they like and the manager is quickly able to review and approve/deny change requests. I would say each manager spends on average 2 hours a week working on scheduling with HotSchedules. HotSchedules has also help us increase communication. Having every employee's info in one place and ability to contact them at a click of a button. Having the ability to send out company wide messages quickly and efficiently has been a huge help as well. Labor costs and analysis has improved by leaps and bounds. The managers have the ability to at a glance see labor costs for shifts, etc.
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Score 8 out of 10
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The entire organization uses the product to manage ski area employees. I used it in my department. It addresses the employees ability to know their schedule as well as trade shifts and communicate with the manager. it did help keep folks accountable to their schedule and lets me deal with other issues that before we used the app, had to be addressed by me to find replacements for shifts.
  • It helps with schedule shift trades and publishes the entire schedule for each day so folks can tell who is on shift and when. It enables a staff of mostly teenagers to be able to contact me and help them with any issue regarding scheduling and HR issues they needed to approach me with from time to time.
  • It enables the manager to force the employee to be responsible for their attendance.
  • Saves time in dealing with shift exchanges and various requests dealing with time off and so on.
  • It is extremely difficult to use for my weekly set up. because our shift times differed from the other two resorts that used it, the time slots for when shifts started were different due to different operating hours. Because I had to put in different availability times I had to drag and drop each employee (73 of them) on to the shifts. Because they were not seen as available the program would not show them in the drop down to easily select them as being available for the highlighted shift box
  • If I was able to set up my own shift start times for a.m. and p.m and those parameters for myself versus having to have our rep be contacted to see if the change was possible. On our end, the call never was made and I had to spend a lot of time dragging and dropping each week. I did re-use schedules but with so many folks needing different days each week it ended up being less of a shift change and hey you forgot ..... fight that I dragged and dropped each week.
  • I think simplifying the system for availibilties and letting the user set them up themselves (like campground master reservation system) would have been great. the time I spent each week would have come from the initial set up phase and would have saved time down the road.
It seems well suited for the employee user end, so they can work with their manager and be accountable for their schedule. I think you can better adapt it to non-restaurant settings by increasing the ease of use for the scheduler with lots of employees. The difficulty is for the person making the schedule if it has been adapted to a different setting. Universal shift parameters which can be set up by each scheduler on their own, without having to have the app provider make the changes on their end to meet each need is what would make it really great to use. I did like it, it really helped me save time and put shift trades back on the person who was working the shift.
It is a definite help to the manager, less time spent with shift changes, employees who lost a paper schedule no longer have that excuse. They can easily get a hold of the manager and not play phone tag for long periods of time. Enabled me to spend more time out in the field versus in the office tracking folks down.
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January 22, 2018

Hot Schedules

Score 8 out of 10
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Hot schedules is used company wide within our organizations. It is used to create a one-stop shop for all team members needing to check their schedules, trade shifts, request days off, change availability, etc. It has an additional function allowing team members to clock in but we do not currently use this function.
  • Easy to read schedule any time you need it
  • Can change availability for schedule writer whenever I want
  • Ability to swap shifts or pick up days with other team members
  • We do not use the clock in function
  • Sends a lot of notifications
  • No way to limit how much team members can swap around
Hot Schedules is good for a medium-sized business looking for an easy way for team members to access their schedules. The app is also very easy to use and is available on nearly any smartphone. There are many functions featured own the app and the user can pick and choose what they want to use.
Easy to use, one stop shop for all things having to do with schedules for our team members.
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December 13, 2017

Hot, Hot, HotSchedules!

Score 7 out of 10
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HotSchedules is used across our entire company to make scheduling at each individual location more personalized. It helps keep the location up to date with the most recent schedule changes and since we are in an industry working with primarily first time job holders and high school students, it helps bridge the gap of having to contact each employee whenever a schedule change occurs or if they need to swap shifts or take an unexpected day off. I think some of the best features are how interactive both the application for mobile devices and the browser version are and that they update in real time as soon as a change is made with a push notification to everyone assigned at my location.
  • The template system for shifts that occur every day at our location and that I can drag and drop them to ensure that I am meeting our company’s staffing guidelines are a huge plus for me.
  • The ability for employees to handle shift change on their own with my approval so I am kept in the loop but not having to constantly log on every time an associate calls me with an unexpected need to change their schedule is a nice feature.
  • The mobile application is ten times greater than the previous program we were using to generate a schedule. It is very interactive and allows me to do almost everything from the convenience of my smartphone or tablet.
  • My biggest complaints are just bug fixes that were supposed to be pros of the product. Right now there is a bug that has gone on since we rolled out the product at our company that does not allow us to share employees between locations for employees needing to cover a shift or transfer to another location for an extended period of time.
  • I would really like to see them add the actual schedule creation into the mobile application or at least be able to create the schedule on a mobile browser to eliminate the need to use my home computer. If I could generate a schedule from my phone or tablet, I would be able to make any necessary changes on the fly and it would not necessarily interrupt my time off or when I am not at the location.
I think it is very appropriate in our industry. Being that we work in a retail industry it is perfect for employees to see when they are scheduled and be able to control their schedule on their own if needed. I think it will strive for businesses with multiple outlets or locations, such as ours, that have hundreds of employees spread out throughout many locations. I think it could still be useful for even smaller companies that may hire fewer employees on a regular basis, I just don’t know if the trade-off for the cost of the product would outweigh the fact that not all of the perks that HotSchedules is capable of doing for someone that may not need to keep track of only a few employees.
I can create a week of schedules in a matter of minutes with HotSchedules. This allows me to focus less on spending time on a computer and more time working with my team to ensure customer satisfaction. If we could just figure out how to make all of the features usable to benefit locations that are borrowing employees from another stores it would absolutely help us optimize labor costs so we can ensure all shifts are covered and I can spend less time on the phone double checking with employees from other locations to ensure they have the availability to come over to our store.
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Score 8 out of 10
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Hot Schedules is used for all aspects of employee scheduling, and the managing of labor hours, clock punches, and shift forecasting. Hot Schedules is currently used throughout the company.
  • Copy & Paste shifts save time and help to eliminate errors when scheduling.
  • The ability to determine and calculate labor hours per employee and department
  • Easy user interface
  • I wish there was an ability to "clock-in" employees separately, As in when they arrive outside of their scheduled time. Currently, you either have to get the employee to clock-in, followed by a manager approval, or you must wait until their shift is over to adjust.
  • No ability to adjust clock-ins, while an employee is still on the clock. An employee starts a shift, manager is delayed in getting them clocked in when they arrive, requiring later adjustment.
  • Does not show reasons for managers allowing employees to clock in, when a shift isn't scheduled. I'd like to know why.
Ease of use, and ability to access from any location is best. Difficult to manage time, however, when the internet is down, or the service is interrupted.
Hot Schedules achieves all of that. It saves greatly on each aspect.
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Score 9 out of 10
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We use it for hourly and management employee scheduling. We also use it for a lot of our intercompany communications - especially broad announcements that we need to get out to many people very quickly. HotSchedules is also great for keeping track of employee certifications. HotSchedules allows us to maintain a healthy sense of accountability, since all communications are easily referred to.
  • Group communication
  • Certification tracking
  • Employee accountability
  • Schedule layouts can be difficult to read
  • Slow response when editing schedule blocks
  • Messaging center could be more elegantly designed and user-friendly
Great for scheduling across various departments. The ease with which you can build discrete employee blocks is particularly useful. Also, HotSchedules provides easy to use group messaging features that correspond to specific employee blocks. HotSchedules' history features also make it easy to track employee performance - attendance, punctuality, certifications, etc.
We have been able to delegate scheduling to shift leads and closers as a way of training them for future management positions. The ease with which one can build, correct, and post schedules provides upper management more time to focus on projects aimed at generating revenue, while also allowing lower-level employees increased responsibility.
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Score 2 out of 10
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We are using it to schedule employees for a coffee shop and to time punch.
  • The app works well for employees
  • It is easy to copy and use schedules
  • Hot Schedules is too complicated for a 1-3 shop environment
  • It defaults to not having an ending time on a shift....who does that??
  • It is not easy enough to delete some of the layers---i.e. we have a manager who is scheduled on the floor and we want others to be able to see her hours and when she is working, so we can't use multiple schedules or else the supervisors would not be able to see her
  • In my "day" job, we operate over 50 franchise restaurants and I always wanted to use Hot Schedules which is why I tried it for this consulting gig I have.....unfortunately, it seems they have not stayed up with the technology currently being offered in this category
Well suited for a full-service restaurant environment with multiple locations. Less suited for fast casual or fast food or a single store owner.
It takes less time to create a schedule and it's easy to push the schedule out to the employees. We like the request time off and trading shift capabilities that it offers.
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Score 8 out of 10
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We currently use HotSchedules for all scheduling and training needs at 8 locations across the country. The system is also used as a timekeeping function within 1 of those venues. We recently went live with the Schoox program through the system this year. The system currently addresses the scheduling needs and has provided an online training option for our remote locations.
  • Easy end user interface, our employees can very quickly access their schedules and hours through the mobile platform.
  • Easy to read schedules, there is no trouble identifying when someone is scheduled to be at work.
  • Management of timekeeping records is clean when the system is used directly for clock in/out.
  • Not user friendly with POS systems, we recently experienced a major issue with our payroll run because the system was not able to identifying two separate rates of pay in the middle of a pay period.
  • Schedule rotation functionality does not always work consistently. It would be great if inconsistencies in the schedule were identified by the system, at present we have to identify issues manually.
  • Reporting options will only allow us to look back and pull reports for 30 day increments. This is not helpful when we are responding to legal suits which require all payroll/schedule data for an employees tenure with the company.
HotSchedules is the perfect program if you wish to have an online tool to create schedules and communicate them to employees. Additionally, the online training platform is useful when you are dealing with employees in remote locations.

The system is not well suited for companies that need easy access to scheduling data in a user friendly way or for companies that have heavy union presence as the system does not always catch inconsistencies with scheduling.
Streamlined scheduling and ease of access to our employees. Minimized the administrative burden of scheduling in excel, it takes less time for Manager's to create and post schedules than before. Training has become better streamlined with a quicker access to employees within our remote locations.
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Score 6 out of 10
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We use HotSchedules for shift scheduling and timecards, initially for our tasting room but now for the whole business. We had previously used paper timecards, so this is a big step forward for the company. We have a mix of salaried and hourly employees, and to my knowledge all hourly employees track their time through HotSchedules.
  • Ability for field employees to clock in and out on their phones
  • Easy management of staff and timecards by managers
  • Easily altered options for various levels of staff
  • Robust reporting options
  • Reliance on internet connections can sometimes be an issue with HotSchedules, given our rural location, this is an issue with all SAAS suites however.
  • We have only one account for our many departments, which means we occasionally run into issues using some features, as each department operates differently but our options in HotSchedules must be the same.
  • A minor pet peeve, but I would love it if, when I was altering employee's punch in/out times, that the date/time would not reset until I hit the "submit" button. Sometimes a man just wants to make changes in his own order.
  • Support for a card-based timecard solution.
  • Ability to host a local instance on our own servers
HotSchedules is ideal for our hospitality team, but can be a bit of a hurdle for our production department at times, particularly when we have a lot of people trying to clock in at once - when the system is down or moving slowly, it can bleed us of up to 10 minutes of productivity in the morning, which can have a big impact on our days.
We are much better able to track employee hours in real time, and therefore have a much better chance of successfully managing overtime.
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December 18, 2017

Hot or Not

Score 8 out of 10
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Used to clock in, & post schedules. It is used by our entire company (5 restaurants). It addresses topics of making schedules easily accessible to employees and for punching in and out.
  • Mostly reliable, sometimes the server stops responding when trying to access the site but not very often
  • Decent interface for both managers and employees
  • App is a great feature
  • Time clock lags
  • Spanish speaking employees struggle with the new time clock since the prompts are solely in English.
  • Scheduler is difficult to use. Can only see 1-2 lines of employees while inserting house shifts. Can only see 1-2 lines of house shifts and it’s difficult to scroll through while scheduling
  • Employee availability is no longer easy to use since the update. The drag and drop availability toggle when adding new availability has caused several issues. Employees shouldn’t be able to submit their own availabilities—it makes it a management nightmare when a ridiculous availability comes through for approval and you deny it the employee doesn’t understand there are minimum availability requirements for our company. I don’t like this feature what so ever. Availabilities should ONLY be adjusted by managers. Another issue is that employees make themselves available for 2 hour increments, our company doesn’t have shifts that are as short as 2 hours so this complicates their availability when I’m viewing it on the scheuduler. Worst feature you have added
HotScheudles has great features such as the app they offer for employees to access their schedules, swap shifts, and send messages, but HotSchedules struggles to meet the needs of managers in the scheduler interface. Since the update to the scheduler about 8 months ago, I spend an additional 30 minutes adjusting the schedule I’m writing. I can’t see several employees at a time, it’s quite frustrating.
Labor costs are more apparent and easy to realize adjustments need to be made
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February 02, 2018

HotSchedules review

Score 9 out of 10
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  • Builds templates well.
  • Easy drag and drop scheduling.
  • Allows online viewing and shift change management by team members.
  • Many labor strategy reports to help dial in schedule template efficiency.
  • Good integration with POS and time management systems.
  • Report printing can become an issue.
  • Building budgets can be hard and needs much tutoring to utilize for maximum efficiency.
Well suited for the restaurant environment. With so many part time employees and team members in college, quick changes in their schedules and needs happen often and Hotschedules handles that well.
Reduced schedule build times and templates. If Hotschedules could have a system to warn us before the California break violation occurs or OT is about to occur then it would be even more amazing.
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February 02, 2018

HotSchedules review

Score 7 out of 10
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HotSchedules has given our company a chance to manage labor across the organization and the capability to compare labor strategies with other leaders In the company. The internet based format allows leaders to complete task while away from the operations.
  • User friendly
  • Reporting
  • Customization
  • Terminated employees info
  • Request days off Mgr has overwrite ability
Great format for food beverages facilities with multiple stations
Helped reduced labor across company
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Score 9 out of 10
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Used for scheduling, labor reports, requests, and messaging between employees.
  • Easy to use, love the dashboard
  • User-friendly when making requests swaps or time off
  • Great tech support
  • Notes for specific employees on specific days
  • Turning off certain notifications
  • It seems to take a while to load
Messaging feature and mobile app is helpful also good for checking schedules.
Saves time when making schedules, great for answering employees scheduling questions vs them trying to look for a manager.
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January 29, 2018

HotSchedules Review

Score 7 out of 10
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We use it to schedule retail staff, communicate, and try to forecast sales for weeks ahead.
  • Graphically intuitive
  • Updating through different forms of communication
  • Covers a wide array of aspects, not just scheduling
  • Editing punches through a shift
  • Sometimes there are glitches when I am dragging shifts to a staff member.
  • Cannot access multiple windows very well, if I want to double check someone's message or availability while making the schedule I have to exit the scheduling tab to access the availability.
Good if you need a "one stop shop" for business practices, not as advanced as the scheduling system at my previous job.
Allows for streamlined scheduling, before we used Excel spreadsheets and word of mouth. Also, allows different stores to schedule each other's staff.
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January 29, 2018

HotSchedules review

Score 8 out of 10
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We use HotSchedules for scheduling, roster reports and messaging our staff and vice versa.
  • Scheduling
  • Roster reports
  • Messaging
  • Layout of site
  • Going back without having to repost
  • Deleting denied requests
Mobile app is great, sometimes it has loading issues but this may be due to internet provider
Decreased time to make schedule
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December 20, 2017

Hot Schedules...Worth It

Score 7 out of 10
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We currently utilize HotSchedules for all of our scheduling needs at a location level. This allows the management team and the associates to interact with the schedule outside of the location. As an administrator I am able to see requests off and schedule updates without needing to be at the location.
  • The app is very user friendly.
  • Once you create your schedule templates, scheduling becomes increasingly easier.
  • The chat feature is very valuable.
  • We have 30+ locations. We sometimes “borrow” associates from location to location to cover shifts. As of now the borrowed associates do not always show up on the schedule. This has caused associates to miss shifts.
  • We do not utilize it yet, but not being able to clock in unless you are on the schedule seems like an issue waiting to happen.
The app absolutely sells this product. It’s well made and easy to use. When actually creating a schedule more needs to be done for allowing a company less rigid options for transferring associates.
As of now, we have trimmed the time to create a schedule by 25% with hopes of streamlining it to 50% time savings.
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December 14, 2017

This app is Hot!

Score 7 out of 10
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The app is used company wide across 30 locations and our corporate team. Each location has between 10 and 25 employees. It's great to conveniently see your own schedule and roster. We've had issues sharing employees with other locations. I believe the problem has since been fixed.
  • Easy to use.
  • Your schedule is laid out plain to see what day you work.
  • You can check your roster to see what other employees you will work with.
  • You can navigate backwards to an extent to review who has worked previous shifts.
  • You can send messages through the app in case you don't have a coworker's number.
  • Sharing employees.
  • Making a schedule on the phone / tablet.
I think the app is suited for most work related scenarios. It is easy and convenient to see you schedule and roster. Requesting time off is easy. It's also nice to message coworkers through the app.
The convenience of seeing all the schedules has increased. The app is much more streamlined than our previous app. Creating a schedule seems to be about the same since we still have to use a computer.
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December 13, 2017

HotSchedules

Score 8 out of 10
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For clocking in and scheduling. Used by all locations and all employees. Addresses overtime well.
  • Scheduling, allows a manager to see when they forget to schedule a specific shift that is needed for a day.
  • Punctuality, it easily allows companies to watch when employees are on break, punch in and leaving.
  • Allows me to see who else is working each day, on the mobile app.
  • Scheduling, it is incredibly hard to add a different shift or change the time of a specific shift if we wanted.
  • A late employee cannot clock in without supervisor assistance, in our size company that is not necessary.
It works well for consistency between stores. It is not easy to make changes to hotschedules' platform.
It has definitely increased communication between managers as well as employees and staff to management. It has smoothed out our approval process for time off requests, and it has optimized our ability to track labor costs.
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Score 8 out of 10
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We use HotSchedules for scheduling, messaging and as a time clock across several departments including food and beverage (front of house and back), the golf shop, and our golf course maintenance department. This addresses several business problems for us including managing requests, offering an online messaging portal and keeping an on eye on our labor.
  • It is a great scheduling platform. As its main focus, it is easy to use for management and our staff.
  • It makes managing requests for our staff very easy and efficient. For managers, it is simple to manage these requests.
  • Its reporting features are great. It's always nice to be able to quickly pull a report outlining just the information you are looking for.
  • The Time Clock feature could definitely use some help. We have to manually review each person's hours to make sure they didn't miss a punch. If we don't do this, it will manually clock them out at 4 am, in effect paying them for a very long day that they didn't work.
  • You should be able to copy and paste shifts when scheduling non-house shifts. Let's say I am scheduling for a special event and I need 10 servers in at 5 pm to serve, I have to manually enter all of those instead of being able to just schedule one and copy and paste it to everyone else.
  • When messaging, you should be able to respond to messages directly from your email like you can on Shift Note.
If you are scheduling for more than 10 employees and their schedules vary greatly from week to week, then I would recommend HotSchedules. If you have less employees than 10 or if your schedule is the same from week to week, then I would not recommend HotSchedules for your business.
We have found that while using HotSchedules we can create a schedule more efficiently, saving valuable time for our managers. Our managers are also able to keep better track and honor requests off because of the shift swapping and request features. We are also able to increase the reach of our communications through the messaging features.
Read Taylor Weber's full review
Frank Jameson profile photo
Score 10 out of 10
Vetted Review
Verified User
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We currently use HotSchedules for 3 very different businesses, an entertainment center with 100+ employees, a restaurant with 50+ employees and a liquor store with 15 employees. It works for all 3 businesses and we find it VITAL to use the store logs to provide comparisons and insight from staff to better future events. From an HR standpoint, we keep a log of interactions with your staff, good and bad, providing proof for coachings, merit reviews and even labor audits. From a business operations viewpoint, we post in the logs regarding maintenance issues, new product introductions and customer requests. Todays' employees want their schedule information quick, HotSchedules provides a platform to share that information in the text messages, emails. The entertainment center uses the budget feature and we are working to introduce that feature to our other two businesses.

Is HotSchedules pricey? Yes and no. A product is only as good as the person that chooses to use all of the features, we value the store logs MORE than just using the scheduler. Add in that we occasionally use the budgetary segment, we believe we get more value out of HotSchedules.

Overall, I would highly recommend HotSchedules for any company - small, medium, and large!
  • Store Logs - the ability to record daily events. It provides the review for the monthly results, or even a staff members training progress.
  • Scheduler - divide your staff into various departments so your managers can focus on meeting guest needs in smaller groups. Also a great communication tool as it sends out the schedules in a way convenient to the staff member.
  • Reports - we only use 5 of 30+ reports, but those provide us material for managers to keep the business on track throughout the day.
  • Configuration is key - there can be bumps after bringing a new business into HotSchedules so the terminology has to be different for each one.
  • Scheduler - on the old one, there use to be a key that explained the hot keys, now its missing. Probably under Support, but it used to be on the scheduler screen.
This product is well suited for all businesses, but definitely, one where the business deals with daily interactions with customers. Retail, restaurants, and amusement parks all would benefit from the scheduler and store log features.

It probably would not be as beneficial in an office setting, unless it was strictly used for the scheduler feature. Also, if the operation is small in size (under 15 employees), I believe the price may prevent some from trying the product.
We have used HotSchedules to provide the best method of communication with our staff - text messages primarily, emails secondly. We have also used the platform to reduce labor costs (ex: we use the store logs to point out areas of opportunity around events or certain times of the year, then the following year, we may cuts or adjustments to staffing to make sure we are better covered).

I have also used the task assignments to keep managers focused on the next big thing on their plate, and as they work on it, HotSchedules provides me feedback on their progress.

Bulletin board feature has been used to help intro new products, communicate future events to the staff all at one time, or to thank/encourage the staff.
Read Frank Jameson's full review
Amanda Zelichowski profile photo
Score 8 out of 10
Vetted Review
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We currently use HotSchedules for scheduling across two of our four restaurants. We also take advantage of the logbook on a daily basis for both restaurants. Currently only our FOH is using HotSchedules but we will be implementing it into the BOH as well.

HotSchedules helped us to eliminate the breakdown in communication we were having with staff swapping shifts, shifts that became available, and changes to schedules. Having the ability to manage those changes in real-time and have everyone be accountable has made a huge difference for how we manage our labour and guest experience.
  • The ability to approve shift swaps helps us to manage labour, improve staff morale, and maintain strong communication.
  • The ease of creating the schedule with hot-keys and being able to duplicate schedules is a huge time saver and makes creating the schedule less of a burden.
  • The mobile app is very user-friendly both from an employee and employer perspective. As an employee, it's very easy to trade shifts, view your schedule and message staff members. As the employer it is easy to approve shift changes, view the logbook, toggle between restaurants, view the day's roster, and many other useful features.
  • It would be great if there was the option to "select all" in messages rather than having to individually select messages to delete.
HotSchedules was the perfect solution for our restaurants. Moving away from Excel spreadsheets to HotSchedules helped us to not only manage our labour better, but to improve the guest experience. Being able to effectively manage shift trades was one of the best benefits of transitioning to HotSchedules.
HotSchedules has allowed our managers to spend less time creating the schedule, less time tracking down staff members and their shift swaps. It has helped us to better control our labour and has made our employees happier as well. They receive their schedule directly to their phone, can swap shifts in the app and can easily message other staff as well. The increase in communication alone without that breakdown has been revolutionary.
Read Amanda Zelichowski's full review
Daniel Butte profile photo
Score 9 out of 10
Vetted Review
Verified User
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We utilize HotSchedules for managing and maintaining our front of the house staff (Servers, Bartenders, Floor Managers, etc). HotSchedules allows for the easy dissemination of the schedule to the staff, while providing the flexibility for them to request time off, swap shifts, pickup/release shifts, and set/change availability. With the advent of smart devices and the app, I have my entire front of the house staffs information available to me at fingertips to include email, phone & text, full roster, and the ability to address everyone as a whole or as an individual. As a manager I not only have control over the approvals, but I also have the ability to justify the with the individual why a request off or swap would not be approved, which keeps an open dialog with the employee reducing confusion and workplace conflict. HotSchedules also allows management to track employee hours, so as schedules change due to swaps and pickups we are able to better control and determine labor.
  • Dissemination of schedule to all individuals on staff using HotSchedules.
  • Allows staff to have flexibility in their schedule while ensuring that shifts are covered.
  • As changes/approvals are made the system updates, allowing for everyone to look at the schedule as it is in its current form.
  • As far as my experience with the system goes, it does not have a backlog of who does approvals. This would be helpful as, with a management team that also has approval authority, it would allow you to see who is authorizing changes to the schedule.
  • Having the ability to send attachments through the email system would help greatly in being able to spread much needed information to the staff (new menus, upcoming event information, picture attachments, etc.).
  • Being able to set [parameters] for things like the maximum number of approvals reached would be helpful and give employees an immediate feedback letting them know that max number of staff has been reached that can request off for a particular day. It would help both ways by stopping someone with approval authority from accidentally approving too many request offs.
HotSchedules is very user-friendly for the restaurant and service industry. The staff that work in this industry have non-traditional hours compared to the standard 9 to 5 template that is the mainstream. With that fact, a scheduling system is needed that is both flexible and efficient allowing the business the ability to control labor costs while maximizing the potential for both themselves as well as the employee.
Through the use of HotSchedules we have cut down on the labor cost in two areas. The first being the amount of time spent creating the schedule and the second being the time spent on unnecessary OT. This has allowed for a reduced work load on the employees which is vital when you consider that many of our staff are part of the non-traditional workforce (students, parents, small business/entrepreneurs, etc.) and the extra time they have allows them to focus on other things than work, reducing the amount of burn out/turn over that can occur in a over worked staff. It also is an informal bridge between the staff and management that does allow for open communication when utilized correctly.
Read Daniel Butte's full review
Charles Wessels profile photo
Score 9 out of 10
Vetted Review
Verified User
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We use it mainly for primary scheduling and allowing staff to make shift changes, update their availability and view schedules electronically. It is also a great way to track and manage requests for time off. Right now we have not delved into the features also available for tracking dollars and labor.
  • Scheduling
  • Managing shift switch requests
  • Managing time off requests
  • Sometimes I feel the interface is a little clunky. It would be easier if I could make changes to employees with fewer steps.
  • Easier to use on an Ipad.
It is well suited once there are more than 20 employees and with multiple different departments or schedules. With most of our employees being younger having something digital appeals to them and is easy for then to understand. I do feel that sometimes our older employees that are less tech savvy fight it bit. Also with a smaller staff, it is a bit too much unless they are spread out and rarely talk or see a manager.
Overall it has been about better time management and happier employees. The ease of use of the app for employees has been the real success. I do wish that the app was free. I don't like that I pay a fee each month and if my employees want the app they have to spend their own money.
Read Charles Wessels's full review
Sawyer Harrison profile photo
Score 10 out of 10
Vetted Review
Verified User
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We use HotSchedules for all front of house staff scheduling. HotSchedules addresses employee shift swaps, pickups, time off requests.
  • Customer service in regards to trouble shooting technical issues.
  • Customer service for answering any questions employees or managers may have.
  • Training on the use & functions of HotSchedules.
  • Sometimes the HotSchedules system goes down for no apparent reason.
  • The updated scheduler interface is sometimes confusing.
  • The updated employee requested time off interface is more confusing and difficult to understand now than it used to be.
It is well suited for employee shift swaps, pickups and shift releases.
Using HotSchedules has made communication amongst not only the employees more efficient but amongst managers as well.
Read Sawyer Harrison's full review
Tracy Guida profile photo
Score 9 out of 10
Vetted Review
Verified User
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HotSchedules is used at the restaurant where I am employed for all staff. Not only does it help schedule efficiently and manage labor, it is a great tool for communication among managers. We use it in every department (FOH, BOH and management). Everything we need is at the click of the button. We love how it keeps lines of communication open and our staff loves being able to release and pick up shifts with the press of a button. Hot schedules has helped streamline labor issues and has kept us running efficiently.
  • HotSchedules helps to manage labor costs. We are able to enter labor forecasts, special events, weather, etc. and compare anywhere from last week or last year to the current week. This simple feature is huge when it comes to managing profits and labor costs.
  • HotSchedules prevents scheduling errors. Employees can block out when they are not available as well as show when they are available and that makes scheduling much easier. Schedule requests are documented as to the date when submitted and managers can prevent last minute requests by setting due dates for all scheduling requests.
  • Communication: Everyone's phone numbers and emails are in the program which helps us contact each other with the simple press of a button. If we are ever short staffed or need to call someone in, we can send a message to the masses or quickly text/call someone. Gone are the days of having to go look up staff phone numbers in a file or office computer when you are slammed with a lunch or dinner.
  • Documentation: the log-book feature is such an important tool for the restaurant. We are able to document everything such as employee or guest incidents, repair and maintenance issues, staff announcements and more. Having everything recorded is vital for efficient restaurant management.
  • The only thing I wish that could change is being able to log into multiple accounts from one user name. Where I work, I am a catering manager and we have 3 restaurants. If I need staffing, I have to log in separately to each restaurant. I hate having 3 log-ins.
  • I would love to have color coding on shift rosters for am and pm shifts to make them easier to read.
I have only used HotSchedules in the restaurant industry and I think it is one of the greatest industry tools ever created. It helps a restaurant run more efficiently by organizing and simplifying the employee and manager scheduling process. I love how I get alerts on my phone when someone needs a shift trade approval.
We have achieved several positive outcomes since implementing HotSchedules. First and foremost being the ease of scheduling for over 50 employees. Quite frankly, I do not know what we would do without it. Secondly, we no longer have to deal with scheduling issues in regards to employee requests. Everything is black and white. If you request a day off, it either gets approved or denied. If you fail to request a day off in a timely fashion, you have to get coverage. Running a restaurant can be filled with employee issues that get in the way of operations and with HotSchedules, a lot of this is eliminated.
Read Tracy Guida's full review

About HotSchedules

HotSchedules is a cloud-based scheduling, labor and communication management software solution serving the restaurant and hospitality industry.

According to the vendor, key benefits include:

Build & Communicate Schedules

The scheduling and labor management software reduces the time it takes managers to create and communicate schedules. All scheduling and employee information is stored in one central location, so managers have access to time-off requests, availability, skill level, and certification compliance.

Work Schedule App

The HotSchedules mobile app lets employees check their schedule, request time off, swap shifts, manage availability, and send messages. All shift requests require a manager's approval.

Forecasting and Reporting

When integrated with the POS, the tool pulls time and attendance, sales and guest data into the system. The forecasting engine shows past sales trends, which makes it possible to build schedules with the right amount of labor. There are also over 40 reports.

Multi-Unit Store View

The Above Store Console provides reporting and visibility across stores, anywhere and at any time. It can be configured by region, state, country.

Bilingual App & Support

The mobile app is available in English & Spanish. Employees can call into the AVS or Customer Support Center to get their schedule in English or Spanish - 24 hours a day, 7 days a week.

HotSchedules Features

Has featureOnline Scheduler
Has featureTime-Off and Availbility
Has featureWork Schedule Mobile App
Has featureScheduling Templates
Has featureEmployee/Staff Communication
Has featureSales and Labor
Has featureForecasting Engine
Has featureReporting
Has featurePoint-of-Sale Integration
Has featureCentralized Communication
Has featureSMS Messaging

HotSchedules Screenshots

HotSchedules Competitors

When I Work, Crunchtime

HotSchedules Support Options

 Free VersionPaid Version
Phone
Email
Forum/Community
FAQ/Knowledgebase
Social Media
Video Tutorials / Webinar
Bilingual: English & Spanish

HotSchedules Technical Details

Deployment Types:SaaS
Operating Systems: Unspecified
Mobile Application:Apple iOS, Android, Windows Phone, Blackberry, Mobile Web
Supported Languages: English, Spanish