Best Workforce Management Software for Retail 2025: Top Picks and Key Features
If you’re managing a retail team and looking for a better way to handle scheduling, time tracking, labor costs, and payroll, this guide will help you find the workforce management system that fits your operations best.
Running a retail business goes beyond stocking shelves and ringing up sales. It involves building efficient employee schedules, handling last-minute callouts, tracking hours, keeping labor costs in check, and staying compliant with state and local labor laws. It’s a lot to manage, especially when your team is mostly hourly and spread across multiple locations.
The right workforce management (WFM) software can make life easier for both managers and frontline staff. It can help with creating more efficient schedules, automating timesheets, forecasting labor needs, and streamlining operations, whether you’re navigating holiday rushes or covering for sick calls.
But not every tool is built for retail. Some are too complex. Others are too basic. And many aren’t designed for the speed and flexibility retail teams need. This guide cuts through the noise to help you find the best workforce management system for your retail business.
What should workforce management software do for retail businesses?
Functionality
Why it matters
Employee scheduling
Ensures proper coverage during peak hours and reduces overstaffing during slower times
Time and attendance tracking
Keeps payroll accurate, helps monitor lateness and absenteeism, and prevents time theft
Labor forecasting
Uses sales or foot traffic data to predict staffing needs, especially useful for seasonal peaks and promotions
Mobile access and employee self-service
Allows staff to view schedules, request PTO, and clock in and out from their phones
Break and compliance tools
Helps you stay compliant with labor laws (e.g., breaks, overtime, maximum hours, etc.)
Multi-location support
Makes it easy to schedule and manage staff across multiple store locations, ideal for regional or area managers
Real-time notifications, alerts, and insights
Notifies managers of labor cost spikes, missed clock-ins, and potential overtime
POS and payroll integrations
Syncs labor data with payroll and POS systems. Some platforms go further by combining scheduling, timesheets, and payroll processing in one system
Top Retail Workforce Management Software
Our Top Five Picks: Quick Summary
Platform
Best for
Why it stands out
Workforce.com
End-to-end workforce management for multi-store retail
Demand-based scheduling, labor forecasting, and compliance tools
Deputy
Retail teams needing strong POS integrations
Wide range of POS integrations, mobile-first experience
UKG Ready
Enterprise retail chains
Combines HR and workforce management tools, scalable for complex orgs
Homebase
Small, single-location retail businesses
Free tier, simple time clocks, hiring tools
When I Work
Retail stores needing quick coverage and mobile access
Availability tracking and messaging
#1 Workforce.com
Workforce.com is a cloud-based workforce management software designed for shift-based operations in industries like retail, hospitality, and healthcare. Retail teams use it to simplify scheduling, improve labor forecasting, reduce compliance risk, and automate payroll, all in one system.
Users consistently report significant time savings and smoother operations, with many saying tasks that used to take a whole day now take under an hour in some cases.
Here are some key features of Workforce.com that are crucial for retail operations:
AI-powered smart scheduling: Build and optimize schedules based on demand, using historical sales, foot traffic, labor budgets, and employee availability. Minimize overstaffing and reduce overtime costs.
Labor forecasting: Analyze historical sales, foot traffic, and seasonal patterns to predict demand to avoid over- or understating. Stay prepared and profitable during peak times.
Mobile clock-ins: Let employees clock in and out using their phones, with GPS tracking and photo verification to reduce time theft and eliminate buddy punching.
Timesheet automation: Record employee time, such as clock-ins, breaks, and time-off entries, and automatically generate it directly into timesheets. Built-in compliance flags help ensure accuracy before payroll.
Real-time labor cost tracking: Track projected vs. actual labor spend per shift and per location. See insights to help you stay on budget and quickly adjust when needed.
Built-in payroll: Run payroll directly in-platform — no exporting or importing required. Handle W-2s, 1099s, deductions, retro pay, garnishments, and full-service tax filings.
Compliance alerts: Prevent scheduling conflicts, missed breaks, and overtime violations with automated rule checks and real-time alerts.
Shift swapping: Cover last-minute absences by allowing employees to swap shifts with other team members or offer available shifts to qualified staff.
Communication and feedback tools: Keep teams informed and engaged with built-in messaging and shift feedback features—supporting better employee engagement across all store locations.
Hiring, onboarding, and HR tools: Post open roles, track applicants, and onboard new hires into the system with minimal admin. Centralize employee records, documents, and performance management notes.
Pros
Cons
Best for: Retail operations with hourly, shift-based staff across one or more locations that need smart scheduling, real-time visibility, compliance tools, and payroll, all in one place.
Pricing: Workforce.com provides quote-based pricing tailored to each business. Speak with our team to learn more.
#2 Deputy
Deputy is a known employee scheduling and time tracking system. Users appreciate its ease of use, strong mobile experience, and POS integrations. However, some users also report limitations or gaps in forecasting and reporting features compared to other enterprise-focused platforms.
Pros
Cons
Best for: Retail teams that need a straightforward scheduling and time tracking solution with POS integrations.
Pricing (as of 2025):
Add-ons:
Note: Pricing details are based on information available as of 2025. For the most current pricing and features, please refer to Deputy’s official website.
#3 UKG Ready
UKG is a workforce management and HR platform that includes tools for employee scheduling, time tracking, payroll, and benefits. It’s well-suited for large, complex retail organizations. However, its depth can come with a learning curve. Some users report that the interface can feel overwhelming and difficult to navigate.
Pros
Cons
Best for: Retail operations with mid-sized to large teams that need a platform for workforce management bundled with HR solutions.
Pricing (as of 2025): Pricing is quote-based, depending on features, modules, and workforce size.
Note: Pricing details are based on information available as of 2025. For the most current pricing and features, please refer to UKG Ready’s official website.
#4 Homebase
Homebase offers basic scheduling, time tracking, and HR features. Managers appreciate its drag-and-drop scheduling feature and team communication tools, all within the platform. That said, users with more advanced compliance or scheduling needs may find it limiting.
Pros
Cons
Best for: Small retail businesses looking for a budget-friendly and simple platform for scheduling, time tracking, and basic payroll.
Pricing (as of 2025):
Optional Add-Ons:
Note: Pricing details are based on information available as of 2025. For the most current pricing and features, please refer to Homebase’s official website.
#5 When I Work
When I Work is a workforce management software known for employee scheduling, time tracking, and team communications. Users love how intuitive the scheduling system is and employee self-service tools that allow staff to view shifts, file PTO requests, and swap shifts. However, more advanced features like reporting and advanced scheduling only come with higher-level plans.
Pros
Cons
Best for: Retail shops or small chains needing a simple system for workforce management and team communications.
Pricing (as of 2025):
Note: Pricing details are based on information available as of 2025. For the most current pricing and features, please refer to When I Work’s official website.
Other Notable Options
These platforms didn’t make our top five, but they may still be worth exploring depending on your team size, feature priorities, and budget:
Connecteam
Best for: Small businesses that need basic scheduling and team communication tools in one app
Why consider it: Strong mobile functionality for scheduling, time tracking, and team communications.
Pros: Easy to use, free tier, and intuitive features for communication and checklists
Cons: Limited tools for labor forecasting and occasional performance lags
ZoomShift
Best for: Small to mid-sized retail teams that need straightforward scheduling tools and basic forecasting.
Why consider it: Intuitive drag-and-drop scheduling at an affordable price point
Pros: Strong mobile app and scheduling templates
Cons: May be limited with reporting and compliance tools
What are the common workforce management challenges for retail teams?
Retail teams, especially those with hourly staff, face complex challenges when it comes to workforce management. From unpredictable demand to strict labor laws, here are some of the biggest pain points that retailers face:
Shift coverage for last-minute absences: Managers often scramble to cover no-shows, relying on group texts or whiteboards. Without a fast, reliable way to communicate and reassign shifts, this can lead to understaffing and customer service issues.
Overtime and unexpected labor costs: Small scheduling errors can quickly result in overtime costs or underused employees. Without real-time visibility into labor data, it’s easy to overspend, especially across multiple stores.
Lack of labor forecasting and data-driven divisions: Without the right system, retail managers often schedule based on gut. Without access to historical sales, foot traffic, or seasonal trends, stores often end up over- or understaffed during critical periods.
Labor law compliance: Retailers must stay compliant with varying federal, state, and local labor laws. Managing break requirements, overtime rules, and hour limits can be difficult, especially for multi-location operators.
Inaccurate time tracking and payroll errors: Manual or disconnected systems lead to clock-in errors, missed breaks, and payroll inaccuracies. Reconciling this data takes hours and increases the risk of mistakes.
Disconnected tools: Retail teams often juggle separate systems for scheduling, time tracking, payroll, and human resources. Switching between them often leads to double entry, data inconsistencies, and wasted time.
Final Thoughts: Choosing the right workforce management solution for retail teams
Choosing the right workforce management software is all about finding a system that fits how your team actually works. Whether you’re managing a single retail store or managing dozens of locations, the best tool will help you save time, optimize schedules, and stay compliant.
Before making a decision, schedule demos with your top picks and see how well each platform handles your day-to-day needs. Involve your store or shift managers in the evaluation process. They’re the ones using the system on the ground. And think long-term: choose a solution that can scale with your business as it grows.
If you’re looking to simplify scheduling, cut labor costs, and stay compliant—all in one system, Workforce.com should be at the top of your list. It brings together labor forecasting, demand-based scheduling, built-in payroll, and time tracking, purpose-built for shift-based retail teams.
Explore Workforce.com and see how it can help you run a more cost-efficient retail operation.