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Scheduling apps: Key features to look for

How will you find the best scheduling app in the jungle of workforce management tools? Here are the key questions you should be asking when looking for an app for your business.

It can be tough to know where to start when you’re looking for a scheduling app. In the past few years the market of workforce management has exploded. The choice is now overwhelming. From feature-laden heavyweights to simple scheduling tools, it’s hard to know which app will be best for your staff and business.

One thing we know is that a WFM app can radically transform your employees' lives. When they use one they can get paid, get their jobs done on time, switch or take on more shifts, apply for leave, communicate with their colleagues...the list of benefits goes on. Moreover, a study carried out with Gap stores in the US stresses that with 95% of part-time workers strongly agreed that using an app makes it easy for them to adjust their schedules.

But what’s the difference between an ordinary app and a great app?

The great everyday apps we use today, as well as great scheduling apps have a few things in common;

  • They work in a natural and intuitive way, saving us a huge amount of time.
  • They help us solve an everyday problem, making our life easier.
  • They are simple to use with super clear messaging.
  • They look good.

But now to the main problem, how will you find the best scheduling app in the jungle of workforce management tools? Here are the key questions you should be asking when looking for an app for your business.

1. Is it easy to use?

Following on from the above point, the app you choose has to be easy to use. The successful implementation of a new scheduling app or workforce management solution will, in a large part, be defined by how many of your employees actively use it. That’s why the best apps are built for the end user.

For a workforce management app to be successful, it has to be as easy to use as all the most popular apps are for the end user. This means giving them the ability to see when the employees are working next, to punch in and to attest their time, in the easiest possible way.

By analyzing how Quinyx users utilize our app and learning from their behaviour, we can ensure  you get a smoother and easier experience, and that the mobile view is simple, straightforward and tailored to their needs. 

Once the app has been downloaded, you can start using it. This means it’s possible for senior management to get all their employees up to speed quickly as they don’t have to explain how the system works. This also makes the employees happy. As seen in our app reviews for both IOS and Android, where we have very strong scores.

2. Is it mobile-first?

You need to quickly discover whether the app is a true mobile app or simply an extension of a desktop application. Having a mobile-first mindset means the developer should be thinking about how something will look in a mobile view and asking whether it’s a function that’s applicable to a mobile phone. It’s from this approach the best apps are built.

3. Is it feature-rich? 

To start with, you might just want a solution to speed up your scheduling. But what other features are there?

  • Can your employees swap shifts?
  • Can they clock in and clock out?
  • Can your managers approve leave requests or easily find shift cover?
  • Can you engage your employees through short Pulse questions?
  • Can you easily communicate with your workforce?

Having features just for the sake of them is never a great approach, however, rich functionality can help take your workforce management to the next level.

4. Is it scalable?

If you’re an ambitious business looking to grow then you want to find a solution that’s cost-efficient and scalable. And you need to double down on this if you’re looking to expand internationally. Look for a provider with deep knowledge and functionality in handling complex local agreements and working time directives all over the world.

5. Is it easy to integrate with payroll?

If your employees are clocking in and out through the app then you want this app to be able to talk to your payroll provider and easily run your payroll files. Doing this can frequently save you huge amounts of time.

6. How good is the support?

While the best apps are intuitive and simple to use, there will be times when you might need additional support. Whether it’s regular training on the latest features or simply having a support team ready to help, look for a supplier who can provide you with the support you need.


With more than 7 million logins to our app each month and 90% mobile use only, we’re constantly learning and developing our offering to be the best in class. If you’d like to find out more, we’d love to talk to you.

Download our Mobile-first guide to learn why your business and employees need a WFM app.

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