Best HR Software for Restaurants in 2026

Last Updated: February 2026

Why Restaurant HR Software Needs to Be Different

Running a restaurant comes with unique HR challenges that generic software simply can't handle. Between tip pooling compliance, fluctuating schedules driven by unpredictable customer demand, turnover rates exceeding 70% annually, and complex labor laws around tipped wages, restaurants need specialized tools built for their reality.

The right HR software for restaurants must seamlessly handle:

After extensive research and analysis, we've identified the top 5 HR software solutions purpose-built for restaurant operations.

Top 5 HR Software Solutions for Restaurants

1. 7shifts — Best for Labor Cost Control & Scheduling

Pricing: From $34.99/month per location | Website: 7shifts.com

7shifts is the scheduling powerhouse specifically designed for restaurants. Its labor cost forecasting and budget management tools help managers schedule smarter, not harder.

✅ Pros

  • Real-time labor cost tracking against sales data
  • Built-in tip pooling and tip-out calculations
  • Mobile-first interface employees actually use
  • Integrates with major POS systems (Toast, Square, Clover)
  • Shift marketplace for easy coverage

❌ Cons

  • No payroll processing (requires integration)
  • Limited HR features beyond scheduling
  • Per-location pricing can get expensive for chains
  • Advanced features require higher-tier plans

Best for: Single-location to mid-size restaurant groups focused on optimizing labor costs and scheduling efficiency.

2. Homebase — Best All-in-One for Small Restaurants

Pricing: Free plan available; paid plans from $24.95/month per location | Website: joinhomebase.com

Homebase offers a comprehensive suite that combines scheduling, time tracking, payroll, and team communication—perfect for small restaurants that need everything in one affordable package.

✅ Pros

  • Generous free plan for up to 20 employees
  • Full payroll included (for additional fee)
  • Automatic break compliance tracking
  • GPS-verified time clock with photo capture
  • Built-in team messaging and document storage
  • Saves managers 5+ hours weekly on average

❌ Cons

  • Less sophisticated labor forecasting than 7shifts
  • Limited customization for complex tip structures
  • Basic reporting on lower tiers
  • Payroll is US-only

Best for: Small to mid-size restaurants and cafes looking for maximum value with minimal cost, especially those with under 50 employees.

3. When I Work — Best for Mobile-First Teams

Pricing: From $2.50 per user/month | Website: wheniwork.com

When I Work excels at keeping restaurant teams connected with industry-leading mobile apps that make shift management effortless for managers and staff alike.

✅ Pros

  • Intuitive mobile app with 4.7+ star ratings
  • Instant shift notifications and reminders
  • Easy shift swapping with manager approval
  • Automated time-off request management
  • Integrates with QuickBooks and other accounting software
  • Strong customer support

❌ Cons

  • No built-in payroll (must export data)
  • Limited POS integrations compared to competitors
  • Per-user pricing model gets expensive at scale
  • Basic tip tracking features

Best for: Restaurants with younger, mobile-savvy teams who need simple, fast scheduling and communication tools.

4. Toast — Best for Full Restaurant Management Integration

Pricing: Custom pricing (part of Toast POS ecosystem) | Website: toasttab.com

Toast isn't just an HR tool—it's a complete restaurant management platform. If you're already using Toast POS, their HR features offer unmatched integration and data synchronization.

✅ Pros

  • Seamless POS integration with real-time sales data
  • Automatic tip distribution based on sales
  • Labor forecasting tied to historical sales patterns
  • Unified platform for all restaurant operations
  • Payroll, scheduling, and time tracking included
  • Excellent for tip compliance and reporting

❌ Cons

  • Requires Toast POS system (vendor lock-in)
  • Can be expensive for small operations
  • Long contract commitments
  • HR features less advanced than dedicated platforms

Best for: Restaurants already using or planning to adopt Toast POS who want a truly unified technology ecosystem.

5. Gusto — Best for Payroll & Benefits Administration

Pricing: From $40/month + $6 per employee | Website: gusto.com

While Gusto serves many industries, its robust payroll engine and benefits administration make it excellent for restaurants that need reliable, compliant payroll with minimal manual work.

✅ Pros

  • Automated tip reporting and tax calculations
  • Full-service payroll with tax filing included
  • Health insurance and benefits management
  • Workers' comp administration
  • New hire reporting automation
  • Excellent customer support and onboarding

❌ Cons

  • Basic scheduling features (requires add-ons)
  • No built-in POS integration
  • Less restaurant-specific than competitors
  • Per-employee pricing can add up quickly

Best for: Restaurants that prioritize payroll accuracy and compliance over advanced scheduling, or those who want to offer competitive benefits packages.

Feature Comparison Table

Feature 7shifts Homebase When I Work Toast Gusto
Starting Price $34.99/location Free (up to 20 EE) $2.50/user Custom $40 + $6/EE
Scheduling ⭐⭐⭐⭐⭐ ⭐⭐⭐⭐ ⭐⭐⭐⭐⭐ ⭐⭐⭐⭐ ⭐⭐
Tip Management ⭐⭐⭐⭐⭐ ⭐⭐⭐ ⭐⭐ ⭐⭐⭐⭐⭐ ⭐⭐⭐⭐
Built-in Payroll ❌ ✅ (add-on) ❌ ✅ ✅
Labor Cost Forecasting ⭐⭐⭐⭐⭐ ⭐⭐⭐ ⭐⭐ ⭐⭐⭐⭐⭐ ⭐⭐
POS Integration ⭐⭐⭐⭐⭐ ⭐⭐⭐ ⭐⭐ ⭐⭐⭐⭐⭐ ⭐⭐
Mobile App Quality ⭐⭐⭐⭐⭐ ⭐⭐⭐⭐ ⭐⭐⭐⭐⭐ ⭐⭐⭐⭐ ⭐⭐⭐
Time Clock & GPS ✅ ✅ ✅ ✅ ✅ (basic)
Compliance Tracking ⭐⭐⭐⭐ ⭐⭐⭐⭐ ⭐⭐⭐ ⭐⭐⭐⭐ ⭐⭐⭐⭐⭐
Best For Labor optimization Small restaurants Mobile teams Toast POS users Payroll accuracy

How to Choose the Right HR Software for Your Restaurant

Selecting the best HR software depends on your restaurant's specific needs, size, and operational priorities. Use this decision framework:

1. Identify Your Primary Pain Point

2. Consider Your Restaurant Size

3. Evaluate Integration Needs

Your HR software should connect with your existing tech stack:

4. Calculate Total Cost of Ownership

Look beyond the sticker price:

5. Test the Mobile Experience

Your employees will interact with the software primarily on their phones. Before committing:

Frequently Asked Questions

Do I need different software for front-of-house vs. back-of-house staff?

No, all the solutions listed manage both FOH and BOH employees within the same system. You can assign different wage rates, tip structures, and scheduling rules by role or department while keeping everything in one platform.

How do these tools handle tip pooling and tip credits?

7shifts and Toast offer the most sophisticated tip management, including automated pooling based on custom formulas, tip credit tracking for FLSA compliance, and detailed tip reporting for tax purposes. Gusto excels at the payroll tax side of tip reporting, while Homebase and When I Work offer basic tip tracking that works for simpler structures.

Can I prevent employees from clocking in early or from home?

Yes, all five platforms offer geofencing features that restrict clock-ins to specific locations. Homebase and 7shifts also support photo verification at clock-in to prevent "buddy punching." You can set time windows that prevent early clock-ins beyond a specified threshold (e.g., no more than 5 minutes before shift start).

What if I have employees in multiple states with different labor laws?

Gusto handles multi-state compliance best, automatically adjusting for state-specific minimum wages, overtime rules, and break requirements. Homebase and 7shifts also support multi-state operations with customizable compliance rules per location. Make sure to verify that your chosen software covers all states where you operate.

How long does implementation typically take?

For small restaurants (under 30 employees), you can be up and running in 1-3 days with Homebase or When I Work. 7shifts typically takes 1-2 weeks for full implementation including POS integration. Toast requires the longest implementation (2-4 weeks) as it often involves hardware installation. Gusto payroll setup takes about one payroll cycle to fully transition.

Can these systems handle seasonal employees and high turnover?

Absolutely—this is exactly what they're designed for. All platforms support rapid onboarding with digital I-9s, W-4s, and direct deposit forms. When I Work and Homebase make it particularly easy to activate/deactivate seasonal workers without losing historical data. 7shifts' hiring module is purpose-built for the restaurant industry's recruiting needs.

What about employee self-service features?

All five solutions offer employee self-service portals where staff can view schedules, request time off, swap shifts, access pay stubs, update personal information, and communicate with managers—all from their mobile devices. This dramatically reduces administrative burden on managers and improves employee satisfaction.

Is training included, and how hard are these to learn?

All platforms include online training resources, video tutorials, and knowledge bases. Homebase and When I Work are generally considered the easiest to learn with the most intuitive interfaces. 7shifts and Toast offer dedicated onboarding specialists for paid plans. Expect 1-2 hours for manager training and 15-30 minutes for employee training on most platforms.

Final Recommendation

For most restaurants, we recommend starting with Homebase if you're a small operation (under 50 employees) due to its generous free plan and all-in-one functionality. If labor cost optimization is your priority and you have 3+ locations, 7shifts provides the best ROI through scheduling efficiency.

For restaurants already committed to the Toast ecosystem, their integrated HR features offer unbeatable data synchronization. And for any restaurant where payroll accuracy and compliance are paramount—especially those operating in multiple states or offering benefits—Gusto is the gold standard.

Remember: the best HR software is the one your team will actually use. Take advantage of free trials, involve your managers and staff in the evaluation process, and choose the solution that fits your restaurant's unique workflow and culture.

Disclaimer: Pricing and features are accurate as of February 2026 but may change. Always verify current offerings directly with providers before making a purchase decision.