HR Planning software: purchase guide
How to Choose Your HR Planning Software?
Still juggling Excel spreadsheets, last-minute absence emails, and post-it notes stuck on monitors? HR planning can quickly spiral into chaos. But what if you could simplify everything with the right tool? 🤯
HR planning software is here to help you automate, streamline, and secure your workforce scheduling — from shift planning to payroll. In short, it gives your HR team and managers room to breathe again.
But of course, not all tools are created equal. The trick is finding the one that actually fits your day-to-day. Let’s walk you through it 👇
What is HR Planning Software?
It’s way more than a shared calendar. HR planning software centralizes and automates the management of schedules, absences, leave requests, working hours, and sometimes even payroll.
With the right tool, you can create accurate, legally compliant schedules that your teams can actually access and rely on. Think of it as mission control for your workforce – saving time, increasing visibility, and keeping you sane.
Why Use One?
If you're still on the fence, here's what you stand to gain:
- Time saved thanks to shared, automated planning
- Fewer errors in time tracking, absences, and schedule conflicts
- More transparency for employees (and fewer questions to answer)
- Legal compliance ensured with built-in labor rules
- Smoother payroll integration when needed
All of this in a clean, mobile-friendly interface. HR, managers, and employees alike will thank you.
Must-Have Features
Before jumping into a new tool, make sure it covers the essentials:
🧩 Visual and Flexible Scheduling
Drag-and-drop schedules, team or site overviews, and built-in constraints help make scheduling (almost) fun.
🏖️ Time-Off and Absence Management
No more lost emails or verbal requests. Centralize, approve, and sync leave requests in just a few clicks.
⏱️ Time Tracking
Virtual time clocks, mobile check-in, and overtime tracking — stay on top of what’s really happening on the ground.
💸 Payroll Integration
Top-tier tools let you export time data directly into payroll. No double entry, no errors.
📱 Employee Portal
Give staff access to schedules, time-off balances, and internal comms – all from desktop or mobile.
⚠️ Alerts and Legal Safeguards
Get notified about work-hour breaches, missed breaks, and legal non-compliance before they become real problems.
Top HR Planning Software Compared
| Software |
Best For |
Key Features |
Free Trial |
Starting Price |
| Factorial |
Growing SMBs |
Scheduling, leave, payroll, HR portal |
Yes |
From €4/month |
| Sage HR |
Large companies |
Time tracking, scheduling, compliance |
No |
Custom pricing |
| Skello |
Hospitality, retail, healthcare |
Visual planner, time clock, multi-site |
Yes |
From €35/month |
| Combo (ex-Snapshift) |
SMBs, hospitality, retail |
Planning, absence, payroll export |
Yes |
From €40/month |
| Lucca - Timmi |
Small businesses |
Time entry, leave, payroll prep |
Yes |
Custom pricing |
How to Choose the Right One?
Let’s zoom out a bit. Before committing, ask yourself:
- How many employees need to be scheduled? Any special constraints?
- Are your shifts fixed, rotating, or unpredictable?
- Do you need payroll integration or full HR suite support?
- Will teams need mobile access on the go?
👉 Pro tip: involve your HR team, managers, and field users early. Adoption depends on how well it fits their reality — not just yours.
Trends to Watch in 2025
Smart planning is on the rise: think automated suggestions, conflict detection, and AI-powered shift optimization. HR planning tools are also becoming part of broader, all-in-one HR suites. Oh, and mobile-first is the new normal – real-time access, push notifications, and one-click approva
