A comparison of the best workforce management software in Australia

The Access Group is a trusted business partner with over 30 years of experience, serving more than 10,000 businesses across Australia. Our reputation is built on customer feedback, verified features, and in-depth industry research. We’re proud of our people and payroll software solutions. Our mission is to help businesses find the ideal solution from our portfolio that meets their unique needs and delivers the best business fit.

Core must-have features

• Payroll and award interpretation: Automated calculation of penalties, allowances, and loadings per Australian awards and EBAs.
• Time and attendance tracking: Mobile and kiosk clock-ins with GPS verification and photo capture to ensure accurate time capture.
• Geolocation tracking: GPS tracking, geofencing, and iBeacon support to verify employee locations and prevent time theft.
• Digital timesheets: Automated timesheet generation from time entries with built-in approval workflows.
• Rostering/Scheduling: Drag-and-drop scheduling with cost projections, availability management, and shift swapping.
• Leave and availability management: Employee self-service for leave requests with balance visibility and manager approvals.
• Real-time data and analytics: Live dashboards showing labour costs, attendance, and productivity metrics as they happen, enabling proactive management of overtime and compliance risks.
• AI-powered insights: Intelligent features that enhance decision-making through predictive analytics, anomaly detection, and automated recommendations for rostering, compliance, and workforce optimisation.

Usability features

• Mobile apps for on-the-go access
• Intuitive interfaces for all user levels
• Real-time notifications and alerts
• Employee experience

Nice-to-have extras

• Task management capabilities
• Digital forms and checklists
• Team communication tools
• Compliance and licence tracking

1. Definitiv Evo — Best for complex Australian businesses with intricate award requirements

What makes it stand out: Built specifically for Australian complexity, Definitiv Evo combines a 100% configurable Award Engine with AI-powered intelligence and pioneering Fair Work/ATO integrations. Its single-platform architecture and AI CoPilot make it ideal for businesses managing multiple awards, EBAs, or complex operational requirements across any industry.

Award Engine and Compliance

Definitiv Evo's Award Engine is 100% configurable for any Australian award or EBA combination. Unlike systems using third-party modules, it's built into the core platform, calculating complex penalties, allowances, and shift loadings automatically. The system handles backdated pay adjustments and Fair Work updates seamlessly - critical for businesses with union agreements or undergoing award transitions.

Single Platform Architecture

As one unified system rather than connected modules, Definitiv Evo maintains a single source of truth. Data flows directly from time capture to payroll without synchronisation delays or duplicate entry. This architecture enables infinite costing levels, letting you track labour costs by project, site, task, or any custom dimension in real-time.

Mobile TimeClock with Advanced Tracking

The Personal TimeClock combines GPS verification, photo capture, and iBeacon technology for accurate time tracking. Workers can switch between jobs, roles and cost centres mid-shift directly through the app without returning to base. All time data flows instantly into rosters and payroll, with real-time visibility across multiple sites and cost centres.

AI-Powered Workforce Intelligence

Definitiv Evo's AI works across the platform to simplify complex workforce management. Ask the AI CoPilot questions like "What's driving our overtime costs?" and get instant answers in plain English. The system automatically identifies payroll errors before payment, predicts future labour costs, and alerts you to compliance risks. Instead of drowning in data, you get clear insights that help you make better decisions faster.

Industry-First Fair Work and ATO Integration

Definitiv Evo is the first and only platform with direct connections to Fair Work and the Australian Taxation Office. When Fair Work updates Modern Awards, your system updates automatically - no manual checking or consultant updates needed. Tax reporting happens instantly through real-time STP Phase 2 validation. This exclusive integration means compliance stays current automatically, eliminating the constant manual work of tracking regulatory changes.

Key Features

• 100% configurable Award Engine

• Industry-first Fair Work and ATO direct integrations

• AI-powered payroll intelligence

• GPS, photo, and iBeacon time tracking

• Infinite costing dimensions

• STP Phase 2 compliant

Pros

• Handles Australia's most complex awards

• True single platform, not modules

• Real-time labour cost visibility

• Purpose-built for Australian compliance

Cons

• Best suited for businesses with genuine complexity

• May be over-featured for simple payroll needs

• Requires consultation for pricing

Pricing: Contact for custom quote

Best for: Australian businesses with 50-5,000+ employees managing complex awards or multi-site operations

2. Employment Hero — Best for SMEs wanting integrated hiring and employee benefits

What makes it stand out: With 300,000+ customers, Employment Hero offers an "Employment Operating System" combining HR, payroll, and unique features like integrated hiring and employee benefits that help SMEs compete for talent.

Integrated Hiring Platform

Employment Hero Jobs eliminates traditional recruitment costs with AI-powered matching from a pool of candidates. Shortlisted applicants flow directly into onboarding - contracts, compliance documents, and payroll setup happen automatically. This integrated approach streamlines the entire hiring process for growing businesses.

Employee Superapp

The Employment Hero Work app goes beyond basic self-service. Employees can access up to 50% of earned wages instantly, helping with cost-of-living pressures. The benefits marketplace offers exclusive discounts on groceries, fuel, and healthcare - effectively boosting employee compensation without increasing payroll costs. This helps SMEs offer big-company benefits.

SME-Focused Payroll

Built on proven payroll technology (formerly KeyPay), the platform runs payroll in minutes with automated flows from timesheets and leave balances. It handles standard Australian awards well with built-in interpretation, though users report limitations with complex EBAs. The system excels for businesses prioritising simplicity and employee experience over deep configuration options.

Key Features

• AI-powered recruitment

• Employee benefits marketplace

• Earned wage access

• Automated onboarding

Pros

• All-in-one hiring to retirement

• Strong employee engagement tools

• Extensive integration library

• Proven payroll technology

Cons

• Limited complex award handling

• Some features require add-ons

• Minimum monthly fees apply

Pricing: From $7/employee/month for HR, full platform from $190/month minimum

Best for: SMEs (10-500 employees) in professional services, hospitality, or retail

3. UKG Pro Workforce Management — Best for large enterprises needing AI-powered optimisation

What makes it stand out: As the #1 workforce management platform globally, UKG delivers enterprise-scale capabilities with advanced AI. While primarily focused on US markets, their Australian customers report 80% time savings for managers and 3:1 ROI.

AI-Powered Scheduling

UKG's AI analyses demand patterns, labour budgets, and employee skills to build optimal schedules automatically. The system considers certifications, overtime rules, and union agreements while assigning shifts. Proactive alerts warn of compliance risks before they occur. Managers report reducing scheduling time from hours to minutes.

Enterprise Scale and Analytics

Built for complexity, UKG handles thousands of employees across multiple locations with ease. Real-time dashboards show labour costs, productivity, and attendance patterns. The strategic workforce planning tools help model restructuring or expansion scenarios. Industry-specific configurations for healthcare, retail, and manufacturing include relevant KPIs and compliance rules.

Key Features

• AI scheduling and forecasting

• Industry configurations

• Strategic workforce planning

• Enterprise analytics

Pros

• Powerful AI optimisation

• Proven enterprise ROI

• Industry-specific solutions

• Comprehensive compliance

Cons

• Complex implementation

• Premium pricing

• Limited Australian award interpretation

Pricing: Enterprise quotes typically for 500+ employee organisations

Best for: Large enterprises in healthcare, retail, manufacturing needing sophisticated optimisation

4. ADP Workforce Now — Best for multi-national companies requiring global payroll

What makes it stand out: With 70+ years experience and over 1 million clients globally, ADP brings unmatched multi-country expertise. Companies like Amazon and PayPal trust them for complex global operations.

Global Payroll Excellence

ADP operates globally with local compliance expertise in each market. Run payroll for Australian employees alongside international teams from one dashboard. The platform handles currency conversions, tax calculations, and statutory reporting automatically across all jurisdictions. Their local experts stay current with each country's changing regulations.

Managed Services Option

Unlike pure software providers, ADP offers complete payroll outsourcing. Their team handles processing, compliance, year-end requirements, and audit support. This appeals to companies wanting to eliminate payroll complexity entirely, though it comes at premium pricing. The managed service includes dedicated support and regulatory update management.

Key Features

• Global payroll coverage

• Managed services available

• Multi-currency processing

• Enterprise security

Pros

• Best-in-class global capabilities

• Trusted by Fortune 500

• Full outsourcing option

• Extensive integrations

Cons

• Less specialised for Australian awards

• Higher cost than local alternatives

• May be complex for simple needs

Pricing: Custom quotes based on modules and services selected

Best for: Multi-national companies or Australian businesses planning international expansion

5. Humanforce — Best for shift-based businesses prioritising employee wellbeing

What makes it stand out: Humanforce combines robust shift management with innovative financial wellbeing features, making it ideal for businesses in hospitality, healthcare, and retail where employee retention matters.

Real-Time Award Interpretation

Humanforce connects directly to Fair Work via API, automatically updating when awards change. The system interprets complex shift patterns including split shifts and multi-role scenarios in real-time. Compliance warnings appear immediately during rostering, preventing breaches before they happen. This real-time approach eliminates manual award monitoring.

Thrive Financial Wellbeing

Beyond basic earned wage access, Thrive offers financial fitness assessments and personalised savings goals. Employees can access up to 50% of earned wages instantly, avoiding payday loans. The platform includes cashback rewards and budgeting tools. This focus on financial wellness improves retention and reduces employee stress.

Shift Management Excellence

Built specifically for shift-based operations, Humanforce excels at managing availability, shift swapping, and last-minute changes. The platform handles broken shifts, sleepover allowances, and fatigue management rules automatically. Multi-site visibility helps balance workloads across locations.

Key Features

• Fair Work API integration

• Thrive wellbeing platform

• Real-time compliance

• Shift optimisation

Pros

• Strong employee wellbeing focus

• Excellent for shift work

• Real-time award updates

• ISO 27001 certified

Cons

• Thrive adds complexity

• Less suitable for salaried staff

• Limited global capabilities

Pricing: Contact for quote

Best for: Shift-based businesses (50-1000 employees) in hospitality, healthcare, retail

Workforce management software combines time tracking, scheduling, payroll, and HR processes into one digital platform. Instead of using spreadsheets and paper timesheets, these systems automate employee management from clock-in to pay.

For Australian businesses, workforce management software must handle Fair Work compliance, modern awards, and STP reporting. The best platforms automatically calculate penalties, allowances, and leave balances while giving employees mobile access to rosters and payslips.

Setup begins with configuring your organisation structure, pay rules, and awards. Once configured, the system connects your daily operations.

Managers build rosters using drag-and-drop tools or auto-scheduling. Throughout the day, they track who's working, approve leave requests, and monitor labour costs through live dashboards.

Employees use mobile apps to check schedules, clock in with GPS verification, and request leave. Their hours flow automatically into timesheets.

For payroll, the system applies award rules to time data, calculates pay including penalties and allowances, and handles tax and super. Most platforms integrate with Xero or MYOB, eliminating double-entry.

Workforce management software typically uses per-employee-per-month (PEPM) pricing in Australia.

Basic platforms start from $5-15 PEPM for time tracking and payroll. Mid-range solutions with HR and rostering cost $15-30 PEPM. Enterprise platforms with advanced features require custom quotes above $30 PEPM.

Consider additional costs like implementation fees ($2,000-20,000), training, and integrations. Most Australian businesses recover costs within 6-12 months through reduced payroll errors and admin time.