How to Choose the Right Workforce Management Software

Workforce management (WFM) software has become essential in today’s labor-constrained, cost-sensitive environment. Businesses are navigating a perfect storm of rising labor costs, threats from tariffs, and cost pressures alongside volatile consumer demand. WFM software can help businesses align labor with demand, minimize compliance risk, reduce turnover, protect margins, and maximize revenue opportunities.

Choosing the right platform isn’t as simple as picking the most recognizable name or the lowest price. The right WFM software is the one that aligns with your business needs and empowers your people.

This guide outlines the key steps, features, and evaluation criteria businesses should consider when choosing workforce management software. Whether scaling operations or replacing legacy tools, these insights will help you make a confident, strategic decision.

Start with a Strategy: Know What You Need Before You Buy

Before comparing vendors, define what success looks like to your organization. Are you trying to reduce labor costs? Improve scheduling accuracy? Support growth across multiple locations? Establish clear goals so you can measure how well each platform aligns with them.

Common workforce challenges include:

• Time-consuming, manual scheduling
• Difficulty responding to fluctuating demand
• High employee turnover and disengagement
• Inconsistent compliance across locations

Your industry matters too. A high-volume retailer may need advanced demand forecasting and performance-based scheduling. A hospitality business might prioritize flexibility and employee self-service. Align your software search with your operational realities.

Must-Have Workforce Management Software Features

Today’s workforce management software should do more than just schedule shifts. It should empower managers, support employees, and deliver real-time business insights that drive smarter business decisions.

What to Look for (and Why It Matters)

• Automated Scheduling: Eliminates manual effort and ensures shifts align with business needs, employee preferences, and compliance rules.
• Demand Forecasting: Uses historical data and real-time inputs to predict staffing needs accurately by location and time.
• Labor Cost Optimization: Helps managers stay within budget through schedule scoring, compact labor plans, and overtime prevention.
• Employee Self-Service (Mobile Access): Enables workers to view schedules, request changes, and pick up shifts from anywhere.
• Compliance Management: Automatically enforces local, state, union, and company policies to reduce risk.
• Analytics and Reporting: Delivers insights into labor spend, coverage accuracy, and workforce performance.
• Integrations: Connects with payroll, HR, POS, and timekeeping systems to eliminate data silos and manual entry.

Don’t Just Automate, Elevate

While automation is now standard, modern platforms can stand out by elevating workforce management from an administrative task to a strategic function.

Look for AI-driven software that automates routine scheduling, adapts to changing demand, prioritizes top performers during peak periods, and supports long-term labor planning. The platform should be intuitive for both managers and employees, with a mobile-first design and built-in intelligence.

Legion’s WFM Platform, for example, combines a modern, intuitive UI with predictive AI capabilities, offering a seamless experience that improves engagement and reduces friction.

Vet the Vendor: Questions to Ask Before You Commit

Once you’ve narrowed down your options, dig deeper to ensure a long-term fit. Ask prospective vendors questions like:

• How does the software scale across multiple locations and roles?
• What’s included in onboarding and implementation, and how long does it typically take?
• Is customer support included in the contract? What channels are available and when?
• Does it enable you to schedule your most productive employees at peak times?
• How well do schedules match business needs with employee skills and preferences?
• Does the solution offer a way to measure overall schedule quality, and can those factors be adjusted according to what is important to the buyer?
• Does the mobile app offer full functionality for both employees and managers?
• How often are product updates released, and are they automatically applied?

You can also use a vendor checklist or buyer’s guide to ensure you cover all the critical considerations. If available, request a proof of concept or demo customized to your operational environment.

Think Beyond the Price Tag

Software pricing can be complex. In addition to licensing fees, consider the full picture: implementation, training, support, and upgrades.

Understanding the return is just as important. The right WFM software doesn’t just manage labor—it drives measurable business impact. When it improves forecasting, increases retention, and reduces scheduling time, the financial upside can be significant.

Businesses using Legion have reported:

• 13x ROI through labor optimization and automation
• 50% reduction in time spent on scheduling
• 25% reduction in labor overages
• 5+ hours saved per week per manager
• 5% reduction in attrition

By improving efficiency and reducing operational waste, the right platform ultimately pays for itself.

Why More Businesses Are Choosing Legion

Legion stands out by combining intelligence, flexibility, and usability. Key differentiators include:

• AI-powered forecasting tailored to each location
• Automated scheduling that aligns business needs with employee skills and preferences
• Labor optimization that protects margins and reduces manual work
• An employee-first design that boosts engagement and retention

Legion checks every box in this guide—empowering businesses to future-proof workforce operations with an intelligent, scalable platform.

The Right WFM Software Is a Strategic Advantage—Choose Wisely

Selecting the best workforce management software requires more than ticking boxes. To make a smart, future-proof choice:

1. Define your goals within the context of your industry
2. Prioritize platforms that offer intelligent automation and essential features
3. Evaluate vendors for long-term support, usability, and adaptability
4. Evaluate the total cost of ownership alongside measurable ROI

Ready to See It In Action?

The right WFM software doesn’t just streamline operations—it elevates the employee experience, enhances decision-making, and positions your business for resilience and growth.

Request a personalized demo of Legion’s intelligent WFM platform today.