www hotschedules com login is an employee scheduling and time management platform designed specifically for the restaurant and hospitality industries. The platform allows both managers and employees to manage schedules, request time off, pick up shifts, communicate with the team, and more.

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With over 3 million hourly employees using HotSchedules, it has become a popular scheduling solution for major restaurant chains and hospitality businesses across the US and Canada. This article will provide an overview of what is, who uses it, and how the login process works for both managers and employees.

What is HotSchedules?

HotSchedules is a web-based platform that provides restaurants, hotels, stadiums, and other hospitality businesses an all-in-one solution for scheduling employees, managing timecards, communicating with the team, and gaining insights into labor costs.

The platform is designed specifically for industries with hourly workforces, such as restaurants, hotels, entertainment venues, and more. Key features of HotSchedules include:

Employee schedule management

Managers can create and publish schedules, make adjustments on the fly, track employee availability, manage time-off requests, and more. Employees can view their schedules, pick up/drop shifts, request time off, and swap shifts.

Timeclock management

Employees can clock in/out from any device. Managers can monitor clocks in real-time, edit punches, sync with payroll, and gain insights into overtime costs.

Labor cost insights

HotSchedules provides real-time analytics into labor costs, sales trends, and overtime to help optimize your workforce. Managers can set budgets and be alerted about approaching labor cost thresholds.

Team communication

The platform has integrated messaging and push notifications to enable seamless communication between managers and staff members.

Mobile app

The HotSchedules mobile app allows employees to view schedules, request time off, pick up shifts and more all from their mobile device, even when offline.

Payroll integration

HotSchedules integrates with over 25 payroll providers to seamlessly transfer hours worked into payroll.


Managers can generate reports, analyze trends, forecast labor needs, and optimize schedules using robust analytics and reporting.

With these features, HotSchedules aims to provide a complete workforce management solution tailored for hospitality businesses. It is designed to help managers create optimal schedules while giving employees flexibility and transparency.

Who Uses HotSchedules?

HotSchedules positions itself as a scheduling and labor management solution specifically for hospitality businesses. It is trusted by major chains and independents across the restaurant, hotel, entertainment, and food service industries.

Some of the major chains using HotSchedules include:

  • Olive Garden, LongHorn Steakhouse, and other Darden Restaurants
  • Buffalo Wild Wings
  • TGI Friday’s
  • Dave & Buster’s
  • BJ’s Restaurants
  • Red Robin
  • Hilton Hotels
  • Compass Group
  • Sodexo
  • Centerplate

In addition to large chains, over 70,000 independent restaurants, hotels, stadiums, and other hospitality operators use the platform.

HotSchedules is optimized for industries with large hourly workforces that need flexible, optimized scheduling and robust communication tools. The platform aims to replace antiquated systems like spreadsheets or paper schedules by providing an all-in-one digital solution accessible from any device.

How Does the HotSchedules Login Work?

The hotschedules login employee process is simple and allows both managers and employees to access their account from any web browser or the mobile app.

Manager Login

Managers can login to HotSchedules using either an email address or username along with a password associated with their account.

To login:

  1. Go to and click “Login”
  2. Enter your Email or Username
  3. Enter your password and click “Login”

If you have forgotten your password, you can click “Forgot Password” to reset it via email.

Once logged in, managers arrive at the Dashboard which gives an overview of the labor budget, schedules, and notifications. From here, they can access all areas of HotSchedules to manage employees, schedules, timecards, and more.

Employee Login

Employees can also login using an email or username along with a password.

To login:

  1. Go to www hotschedules com login and click “Login”
  2. Select “Employee Login”
  3. Enter your Email or Username
  4. Enter your Password
  5. Click “Login”

If you do not have an employee login yet, check with a manager. They can create your employee profile in the system.

Once logged in, employees will arrive at their personal Dashboard showing them their schedule, time-off requests, availability, and more.

Employees without an email on file can obtain login credentials from their manager, who can create a unique PIN code to use instead of an email/password combination.

Benefits of Using HotSchedules

HotSchedules aims to provide an all-in-one workforce management platform tailored for the needs of restaurants, hotels, and hospitality businesses. Some key benefits include:

For Employees

  1. Access your schedule and availability anywhere, anytime
  2. Easily pick up or drop shifts
  3. Request time off through the portal
  4. Get shift reminders and messaging from managers
  5. Clock in/out from any device

For Managers

  1. Streamline schedule creation and maintenance
  2. Optimize labor costs with demand forecasting
  3. Track overtime and budget thresholds
  4. Respond quickly to call-outs and shift changes
  5. Communicate updates and reminders to staff
  6. Integrate scheduling and timecards with payroll
  7. Access robust analytics and reporting

By centralizing scheduling, timecards, and communication on one platform, HotSchedules aims to create transparency between managers and staff while optimizing labor costs. The mobile access allows both managers and employees increased flexibility.

Features and Functionality

HotSchedules provides a wide range of features and functionality to manage every aspect of employee scheduling and time management. Key features include:


  • Build schedules based on role, location, and demand forecasting
  • Set availability requirements for staff
  • Allow shift bidding and shift trades
  • Manage time-off requests
  • Enable shift notifications and reminders
  • Make adjustments on the fly
  • Control user permissions


  • Online and mobile clock in/out
  • Real-time visibility into punched hours
  • Auto-sync with payroll
  • Track overtime thresholds
  • Manage late clock-ins or missed punches
  • Ensure accurate break deductions
  • Export timecard reports


  • Bulk messaging to publish schedules
  • Individual messaging with staff
  • Customizable notification templates
  • Real-time chat translation
  • Push notifications and reminders
  • Built-in call logs

Labor Management

  • Demand-based forecasting for schedules
  • Real-time budget tracking
  • Overtime alerts and tracking
  • Sales layering for optimizing labor to sales
  • Schedule and cost scenario tools
  • Labor insights reporting

Mobile Access

  • Native apps for Android and iOS
  • Offline access for punching in/out
  • Mobile messaging and notifications
  • Give employees mobile access to schedules
  • Manager access on the go

By centralizing these features onto a single platform, HotSchedules aims to give hospitality managers complete workforce management functionality tailored to their needs.

Getting Started with HotSchedules

Getting started with HotSchedules is easy whether you are a manager or an employee. Here is an overview of the onboarding process:

Manager Onboarding

If your company uses HotSchedules, your account manager will onboard you into the system. This process typically includes:

  • Creating your user profile and permissions
  • Entering your locations, departments, and roles
  • Adding your employees into the system
  • Setting up payroll integrations
  • Configuring settings like notifications and labor budgets
  • Providing training on core features like schedule building

Your account manager will be available to answer any questions and help you optimize HotSchedules for your business needs.

Employee Onboarding

If your employer starts using HotSchedules, managers will create accounts for all employees. The onboarding process typically includes:

  • Manager creates your employee profile in the system
  • You receive a Welcome Email with login credentials
  • Download the HotSchedules mobile app (optional)
  • Review your profile and availability settings
  • Make sure you can log in and view your schedule
  • Ask your manager if you have any questions!

Employees should download the mobile app to take full advantage of features like mobile clock-in/out, picking up shifts, and messaging.

Your manager should provide training and be available to answer any questions you have when first starting with HotSchedules.

Tips for Using HotSchedules

Here are some top tips both managers and employees should know to get the most out of HotSchedules:

For Managers

  • Take time to properly set up your locations, departments, and roles
  • Configure notifications to stay on top of last-minute call-outs
  • Use demand-based forecasting when building schedules
  • Monitor the labor budget and overtime to control costs
  • Communicate schedule changes through bulk messaging
  • Analyze trends and reports to optimize your labor

For Employees

  1. Make sure your availability is up-to-date
  2. Turn on push notifications so you never miss a schedule change
  3. Use the mobile app to pick up shifts or request time off
  4. Clock in a few minutes early to avoid being tardy
  5. Message managers if you have availability changes or questions
  6. Keep your contact information current in your profile

Taking the time to learn the platform’s features will ensure both managers and employees get the most value out of using HotSchedules.

HotSchedules Pricing and Plans

HotSchedules offers several pricing plans to meet the needs of different business sizes and requirements.

Current HotSchedules pricing options include:

  • Essentials – Starts at $2.00 per user/month billed annually. Includes scheduling, timeclock, messaging, and mobile access. Ideal for businesses with 1-2 locations.
  • Team – Starts at $5.00 per user/month billed annually. Adds features like demand-based forecasting, labor budgeting, and overtime alerts. Best for businesses with 3-9 locations.
  • Business – Starts at $7.50 per user/month billed annually. Includes all features plus API access, custom reporting, and integration support. Ideal for businesses with 10+ locations.
  • Enterprise – Customized quote. For corporate level deployments with 1000+ locations. Includes enterprise integrations, branded apps, and dedicated support.

Www hotschedules com login also offers a free trial so you can test it out before committing. Pricing may vary based on number of locations, features needed, and number of employees. Contact HotSchedules sales for an exact quote.

Pros and Cons

HotSchedules provides an all-in-one scheduling and workforce management platform tailored for the hospitality industry. But is it the right solution for your business? Here are some of the key pros and cons:


  • Specifically designed for hospitality businesses
  • Optimized for large hourly workforces
  • User-friendly interface and mobile access
  • Real-time visibility and communication
  • Demand-forecasting for smarter scheduling
  • Integrates with popular payroll systems
  • Custom reporting and analytics
  • Scales to support large multi-location deployments


  • Can take time to onboard and learn
  • Mobile timeclock requires reliable internet
  • Occasional outages reported
  • Less suited for salaried positions
  • Lacks some advanced features of HR platforms
  • Potentially costly for very small businesses

HotSchedules aims to provide an end-to-end scheduling and labor management platform tailored for the restaurant and hospitality verticals. For businesses in these industries, it provides customized functionality difficult to find in other platforms. However, the tool may not be the best fit for every user.

Conclusion and Summary

In summary, HotSchedules is a web and mobile workforce management platform designed specifically for restaurants, hotels, stadiums, and hospitality businesses.

Key takeaways include:

  • Enables managers to easily create schedules, manage timecards, control labor spend, and communicate with staff
  • Allows employees to view schedules, clock in/out, pick up shifts, and request time off from any device
  • Optimizes labor costs and scheduling for the unique demands of the hospitality industry
  • Used by major chains like Buffalo Wild Wings, Hilton Hotels, and Compass Group
  • Offers user-friendly onboarding, mobile access, and tailored functionality for hourly workforces
  • Provides robust reporting and analytics for data-driven labor optimization

HotSchedules aims to provide an all-in-one solution to simplify scheduling, time tracking, and labor cost control for high-volume hourly workforces. The platform is specifically designed around the needs of the restaurant and hospitality industries. For businesses in this vertical, HotSchedules presents an optimized alternative to spreadsheets and paper schedules.

Frequently Asked Questions

Q1: Is HotSchedules free to use?

No, HotSchedules requires a paid monthly subscription. However, they do offer free trials for new users to test it out.

Q2: Can employees access HotSchedules from their phone?

Yes, HotSchedules offers iOS and Android apps that allow employees to clock in, view schedules, pick up shifts, and more.

Q3: What industries is HotSchedules designed for?

HotSchedules is designed specifically for restaurants, hotels, entertainment venues, stadiums, and other hospitality businesses.

Q4: What integrations does HotSchedules offer?

HotSchedules integrates with over 25 top payroll platforms to sync hours worked with payroll. Other integrations support messaging, weather, sales, accounting, and more.

Q5: Can HotSchedules be used internationally?

Yes, HotSchedules supports international use with multi-language and multi-currency capabilities. However, the platform is primarily focused on North America.

Q6: Is extensive training required to use HotSchedules?

HotSchedules is designed to be user-friendly. However, training is recommended to learn how to optimize the platform for your specific business needs. Support resources are available.

Q7: Are there contractual commitments?

HotSchedules typically requires an annual contract with auto-renewals. Shorter or longer terms may be negotiated. There are typically fees for early termination.

Q8: Does HotSchedules support multiple locations and franchises?

Yes, HotSchedules scales to support large multi-location deployments with centralized control. The corporate Enterprise plan caters to 1,000+ location enterprises.

Q9: Can you use HotSchedules for salaried employees?

HotSchedules is optimized for hourly employees. It has limited functionality for managing salaried employees and exemptions compared to a full HRIS.