Best Open Source Shift Planning Software Options

Open source shift planning software can save you money while offering flexibility and customization. However, it often requires a higher level of technical expertise than standard software. This article reviews popular open source options, comparing their features, pricing, and suitability for different types of businesses. Let’s dive in to find the right software for your needs.

What are the top open source shift planning software options?

The top open source shift planning software includes OpenProject, Simplicity, and When I Work. Each of these has unique features suited for specific use cases.

1. OpenProject

• Key Features: Project management, time tracking, Gantt charts, and task management.
• Pricing: Free for self-hosted, with cloud hosting billed per user per month — check the project's own pricing page for the current rate.
• Ideal For: Businesses that need robust project management alongside shift planning, especially in sectors like construction or consulting.

2. Simplicity

• Key Features: Basic scheduling, employee communication, and availability tracking.
• Pricing: Completely free and open source, great for small teams.
• Ideal For: Small restaurants or bars with limited budgets and straightforward scheduling needs.

3. When I Work

• Key Features: Employee scheduling, time clock, and team messaging.
• Pricing: Free for up to 75 users, then bills per employee per month.
• Ideal For: Businesses that want a blend of free and paid features, especially those needing easy communication tools.

| Software | Key Features | Free Plan Available | Starting Price |
|------------------|-------------------------------------|---------------------|-------------------|
| OpenProject | Project management, time tracking | Yes | Per user, per month |
| Simplicity | Basic scheduling | Yes | Free |
| When I Work | Scheduling, time clock | Yes (up to 75 users)| bills per employee per month |

Related: Managing Seasonal Staff in Restaurants and Hotels

What are the drawbacks of open source shift planning software?

The main drawback of open source shift planning software is that it often requires a higher level of technical expertise to set up and maintain compared to proprietary options. You may need to allocate resources for IT support, especially if your team is not tech-savvy.

Additionally, open source solutions generally lack dedicated customer support, which can lead to longer resolution times when issues arise. This could be a critical factor for larger venues where downtime can lead to significant financial losses.

How does open source compare to proprietary shift planning software?

Open source software is typically free to use, while proprietary software like Rotahr charges a flat monthly fee per venue. Rotahr's pricing includes:

• Starter: EUR 59/month, up to 15 staff
• Pro: EUR 119/month, up to 30 staff
• Enterprise: EUR 215/month, unlimited staff, multi-venue

Proprietary software often comes with dedicated customer support and regular updates, which can justify the cost for many businesses.

Here’s a quick comparison:

• Cost: Open source can be free, while proprietary charges a flat monthly fee per venue.
• Support: Proprietary often has dedicated support; open source relies on community help.
• Updates: Proprietary software is regularly updated; open source may depend on community contributions.

Related: What Is a Rota and How Should Any Hospitality Business Use One

Is open source really free?

Yes, open source software is technically free to use, but the costs can accrue elsewhere. While you won’t pay for the software itself, you may incur expenses for hosting, maintenance, and potential hiring of developers or IT support. For instance, maintaining a small self-hosted solution may cost around $100 per month for server hosting, depending on your provider.

What does it mean when software is open source?

Open source software means that the source code is publicly available for anyone to inspect, modify, and distribute. This encourages collaboration and improvement from a community of developers. However, the flexibility comes at the expense of needing technical know-how to leverage the software fully.

Which open source shift planning software should you choose?

Choose Simplicity if you are a small business with basic scheduling needs and a tight budget. Opt for When I Work if you have a larger team and appreciate additional features without breaking the bank. If your business also requires project management features, OpenProject is a solid choice.

For more complex needs, you might find that proprietary solutions like Rotahr offer the comprehensive support and features that justify their cost.

Worked Example: Calculating Costs for Rotahr

To illustrate how Rotahr’s pricing works in a real-world scenario, let’s consider a hypothetical restaurant in Ireland with 20 staff members in 2023.

• Venue Size: 20 staff
• Country: Ireland
• Plan Chosen: Pro Plan at EUR 119/month

In this case, the restaurant would pay EUR 119/month for the Pro Plan, which supports up to 30 staff. This would allow the restaurant to effectively manage its scheduling, payroll reports, and other features without worrying about per-employee costs. If the restaurant had started with the first month free, the actual billing would begin in the second month, making it easier to manage cash flow.

Checklist for Choosing Shift Planning Software

When evaluating shift planning software, consider the following checklist:

1. Identify Your Needs: Determine the size of your team and specific features you require (e.g., scheduling, payroll, CRM).
2. Research Options: Look into both open source and proprietary solutions, comparing features and pricing.
3. Evaluate Usability: Consider how user-friendly the software is for your team.
4. Check Support Options: Ensure there are adequate support options available if you choose a proprietary solution.
5. Test with a Free Trial: Take advantage of free trials or the first month free to test the software's capabilities.
6. Review Costs: Factor in all costs, including hosting and maintenance for open source options.
7. Make a Decision: Choose the software that best meets your needs and budget constraints.

Common Mistakes to Avoid

Here are some common mistakes businesses make when choosing shift planning software and their consequences:

1. Not Defining Needs Clearly: Failing to identify specific scheduling needs can lead to choosing software that doesn't fit, resulting in wasted time and money.
2. Overlooking Hidden Costs: Ignoring potential costs for hosting and maintenance in open source solutions can strain budgets.
3. Choosing Based on Price Alone: Focusing solely on cost may lead to selecting a solution that lacks essential features, causing operational inefficiencies.
4. Neglecting User Training: Not training staff on new software can lead to poor adoption and ineffective use of the tool.
5. Skipping the Trial Period: Not utilizing free trials can result in committing to a solution that doesn’t meet expectations.

Want to see how this works in practice? Explore Rotahr — scheduling, bookings, food safety and payroll for restaurants, bars and hotels.