SimpleStaff

Overview

SimpleStaff is scheduling and timekeeping software for businesses that run on shifts, especially small teams in restaurants, retail, clinics, hotels, gyms and salons. It is a sensible fit when staff should manage routine availability and shift changes themselves; the live-loading mobile app and web-only schedule building are its clearest constraints.

Its mix of scheduling, time tracking and payroll exports covers a practical small-business workflow, with a free plan to start. Teams should choose a paid tier only after checking the per-user charges and whether its export formats suit their payroll process.

Key features

Managers build and publish schedules on the web, using drag-and-drop editing, role assignments and reusable templates. Templates can save repetitive work for teams with recurring shifts, but managers cannot build schedules in the mobile app.

Employees can request time off, update availability, swap shifts and claim open shifts from their phones. That self-service gives staff a direct part in resolving common scheduling changes. Credential tracking and open-shift management also support teams coordinating qualifications and coverage.

The time clock records clock-in and clock-out timestamps, tracks breaks and supports GPS location verification. Managers approve timesheets before exporting them in formats for ADP, UKG, Dayforce or generic CSV. QuickBooks Online and Wagepoint are coming soon, not current export options.

Published shifts can appear in Google Calendar, Apple Calendar or Outlook through personal calendar feeds. The staff app is included with every plan, but schedules load live and require an internet connection; employees cannot rely on the app to show a saved schedule when offline.

Pricing

The Free plan costs nothing and covers 15 team members in one team, with scheduling, shift swaps, time-off requests and open-shift pickup. It is a useful starting point for a small, single-team operation, but its 15-person and one-team caps rule it out for growing or multi-team businesses.

Team costs C$19 a month, billed $19/month. It removes the team-member cap, includes a manager role, labor cost reports, CSV/PDF export and email support, and charges $0.75 / user over 15 included. This is the more practical tier for teams that need reporting or exports, though the overage means the base price is not the full cost once the team exceeds 15 users.

Pro costs C$29 a month, billed $29/month, with unlimited team members, auto-fill scheduling, audit logs and priority support; users over 15 included cost $1 / user. It is the fit for teams that value scheduling automation, audit history or faster support, but it carries a higher per-user overage than Team. Enterprise has custom pricing, with scope and service levels agreed in each contract, for large organizations and unionized workplaces.

The pricing model is freemium, and a 30-day trial is offered. The pricing page also lists an Integrations add-on at $10 / month to connect POS, reservations and payroll systems.

Platforms

SimpleStaff runs on the web, Android and iOS. Employees use the iPhone and Android app for self-service, while managers use the web app to build and publish schedules. The mobile page says schedule data is stored in Canada; the Terms state compliance with PIPEDA and applicable provincial privacy legislation. The company describes the product as made in Canada.

Who it's for

SimpleStaff is best suited to small shift-based businesses that want staff to handle availability, time-off requests and shift changes without routing every update through a manager. Its listed industries include restaurants, retail, clinics, hotels, gyms and salons. It is less suitable when managers need mobile schedule creation or employees must be able to view schedules offline.

Pros and cons

Pros: The free plan includes core scheduling and shift-change functions for up to 15 people on one team, making it possible to start without a subscription.

Pros: Staff self-service, calendar feeds and approved-timesheet exports bring schedule coordination and payroll preparation into one workflow.

Pros: Team and Pro add different paid capabilities, including labor cost reports, auto-fill scheduling, audit logs and support options.

Cons: Mobile schedules require an internet connection and load live rather than from device storage.

Cons: Managers must use the web app to build and publish schedules.

Cons: Team and Pro charge extra per user above 15, and QuickBooks Online and Wagepoint are not current export options.

Alternatives

For a healthcare-focused comparison, see Healthcare Staff Scheduling Software. CronShift is another freemium option across Android, iOS and web, though its Starter feature details are unclear. Synchro may suit hospital departments during its beta, which includes all features for all users without a cap; its other plan is billed annually.

Infor Workforce Management is an alternative with broader platform coverage, including API, desktop and mobile platforms, with sales contact required for pricing. Lightning Bolt may be relevant for clinical teams considering per-seat scheduling licenses, where added scheduled individuals require additional licenses. RosterLab offers a free digital rostering plan with manual scheduling, simple rule checks, statistics, colour coding and a mobile app.

Amion offers Pro with up to 10 schedules and self-serve setup, and an Enterprise plan with unlimited schedules. MedAligna is a paid alternative with a $99 a month Starter plan per location for up to 30 staff, including credential tracking and expiry blocking. HealthRota uses a usage-based fee model and can start with a single department or expand trust-wide.

Verdict

Choose SimpleStaff if you run a small shift-based business and want employees to handle common schedule changes alongside manager-run scheduling, time tracking and payroll exports. Its free entry plan and workflow coverage are persuasive; look elsewhere if mobile access must work offline, managers need to schedule from phones, or your payroll workflow depends on QuickBooks Online or Wagepoint today.