Employee App vs. Excel: 10 Reasons to Switch

Excel is a powerful tool – no question. But for scheduling and time tracking of mobile teams, it quickly reaches its limits. In this article, we show you 10 concrete reasons why a specialized employee app is the better choice.

The Status Quo: Excel in Daily Use

Many companies use Excel for:

Rosters and scheduling
Timesheets and time tracking
Vacation overviews
Employee lists

This works – up to a point. Then the problems begin.

10 Reasons to Switch to an App

1. Real-Time Updates

Excel: You change the schedule, save it, send it via email. Hours pass before all employees have the current version.

App: Changes are immediately visible to everyone. Push notifications inform about important updates.

2. No Version Conflicts

Excel: “Schedule_final_v3_NEW_corrected.xlsx” – Sound familiar? Which version is current?

App: There’s only one version – always current, centrally stored.

3. Mobile Availability

Excel: Excel on smartphone? Technically possible, practically unusable for employees on the go.

App: Native apps for iOS and Android. Optimized for mobile use.

4. Integrated Communication

Excel: Planning in Excel, communication via WhatsApp, documentation via email – three different channels.

App: Everything in one place: planning, chat, notifications.

5. Automatic Time Tracking

Excel: Employees manually enter times into spreadsheets. Error-prone and time-consuming.

App: One tap to clock in and out. Optionally with GPS verification.

6. Conflict Checking

Excel: You have to manually check if an employee is already scheduled or on vacation.

App: The system automatically warns about double bookings and conflicts.

7. Legally Compliant Documentation

Excel: Who changed what and when? Things get complicated during audits by authorities.

App: Audit-proof logs of all changes. Export for payroll.

8. Scalability

Excel: With 50+ employees, the spreadsheet becomes confusing. With multiple locations, it’s chaos.

App: Unlimited scaling. Structured by teams, locations, projects.

9. Reports at the Push of a Button

Excel: For every analysis, you need to write formulas or create pivot tables.

App: Pre-built reports: overtime, absences, project hours – all with one click.

10. Cost Efficiency

Excel: Seems “free.” But calculate the time investment.

App: Transparent costs, but massive time savings. Usually pays for itself within weeks.

The Honest Comparison

Criterion	Excel	Employee App
Acquisition costs	Low*	Monthly fee
Time for planning	High	Low
Mobile usage	Limited	Optimal
Real-time updates	No	Yes
Conflict checking	Manual	Automatic
Legal compliance	Problematic	Given
Scalability	Limited	Unlimited
Reports	Complex	Automatic

*Excel requires Microsoft 365 license plus hidden costs through time investment

Cost Example: When Does Switching Pay Off?

Assumptions:

30 employees
1 dispatcher
Hourly rate dispatcher: €30/hour
Time investment Excel: 10 hours/week
Time investment App: 3 hours/week

Weekly savings: 7 hours × €30 = €210

Monthly savings: €210 × 4 = €840

App costs: approx. €200-300/month

Net savings: approx. €500-600/month + better quality

When Excel Still Makes Sense

To be fair, there are situations where Excel is sufficient:

Very small teams (< 5 employees)
Stationary workplaces without mobile time tracking
Simple planning without qualifications or conflicts
No real-time communication needed

But honestly: How many companies really fall into this category?

How to Successfully Make the Switch

1. Define Requirements

What do you really need?

Scheduling?
Time tracking?
Team communication?
Reporting?

2. Test Software

Use free trial periods. Try the app in real daily use.

3. Involve the Team

Show your employees the benefits: Less paperwork, better overview, easier communication.

4. Introduce Gradually

Start with one team or one function. Learn, optimize, then expand.

5. Migrate Old Data

Export important data from Excel and import it into the new software.

Conclusion: Time for the Next Step

Excel was a good start. But when your company grows and requirements increase, a specialized app is the logical next step.

The advantages are clear:

Time savings in dispatching
Better communication with the team
Fewer errors through automatic checks
Legal compliance in documentation
Happier employees through transparency

Ready to switch? Try Crew Active 14 days free and experience the difference.