Per-user vs flat-rate pricing: what employee scheduling software really costs
Published · 6 min read
Scheduling apps are priced in three ways: per user, per location, or a flat price for a range of team sizes. The cheapest option for a five-person café can be the most expensive one for a 50-person cleaning company. We took the published list prices of popular tools on 13 October 2026 and worked out the monthly cost for two team sizes.
The three pricing models
- Per user: a price for every employee each month. Simple, but the bill grows with every hire, including part-timers and seasonal staff.
- Per location: one price per site with unlimited employees. Good value for one busy location, expensive for many small ones.
- Flat by team size: one price for up to a set number of people. Predictable, as long as you stay inside the tier.
Monthly cost for 15 employees
List prices as published on 13 October 2026, for the plan that includes scheduling and time tracking. Prices exclude tax and optional add-ons, and some vendors show annual billing by default.
- Per-location plans: about $30 to $35 per location, for any number of employees at that site
- Low per-user plans at $2 to $2.50 per user: about $30 to $38, sometimes with time tracking sold as an add-on
- Base price plus users, such as $35 for the first 30 users: $35
- Flat plan for up to 15 users (KronosTeam Starter): $49
- Mid per-user plans at $5 per user: $75
- Base fee plus $5 to $10 per user: about $94 to $170
Monthly cost for 50 employees
- Per-location plans: about $30 to $77 per location, depending on the tier
- Base price for 30 users plus $1 per extra user: $55
- Flat plan for up to 50 users (KronosTeam Pro): $99
- Low per-user plans at $2 to $2.50 per user: $100 to $125, plus time tracking in some cases
- Mid per-user plans at $5 per user: $250
- Base fee plus $5 to $10 per user: about $269 to $520
What the numbers hide
The plan names are not equal. Some prices cover scheduling only, with time tracking, messaging or payroll sold separately. Per-location prices multiply with every branch. Free plans usually stop at a team size (for example 10 users or one location) and leave out features such as payroll exports.
Before comparing, list what you actually need: scheduling, a mobile time clock, overtime calculation, leave requests, team chat, payroll export. Then price the plan that includes all of it for the team you expect to have next year, not today.
When each model wins
- Fewer than 10 people: a free plan is hard to beat. KronosTeam is free for up to 5 users; several competitors are free up to 10.
- One location with many employees: per-location pricing is usually cheapest.
- 15 to 50 people across one or a few sites: flat pricing keeps the bill fixed as you hire.
- Large, multi-branch organizations: ask for a quote; list prices rarely apply.
Where KronosTeam fits
KronosTeam is free for up to 5 users, $49 a month for up to 15 and $99 a month for up to 50, with every feature in every plan: scheduling, the GPS time clock, leave requests, tasks, team chat, payroll calculation and exports. Plans differ only in team size. There are no per-user fees inside a tier.
Frequently asked questions
Are these prices current?
They are the list prices on each vendor's pricing page on 13 October 2026. Vendors change prices and run promotions, so check before you buy.
Why compare 15 and 50 employees?
They are the points where small teams usually outgrow free plans and where per-user pricing starts to add up.
Is flat pricing always cheaper?
No. For a very small team or a single busy location, a free or per-location plan can cost less. Flat pricing wins when the team grows within a tier.