Top 11 Healthcare Staff Scheduling Software for 2025

Searching for the best healthcare staff scheduling solutions? Explore this list of 11 leading software options for 2025.

Healthcare Staff Scheduling Needs a Transformation

The healthcare industry’s staff scheduling system often feels outdated and inefficient.

If you’re still relying on spreadsheets to manage employee schedules, it’s time to upgrade to something more effective.

Much more effective.

Modern healthcare staff scheduling software provides an automated solution that replaces spreadsheets. This upgrade saves time, reduces costs, and simplifies life for managers and employees alike.

When your healthcare staff’s well-being is a priority, choosing the right scheduling software is critical.

So, how can you determine which healthcare scheduling software fits your facility’s needs best?

We’ve done the research for you! Here’s a list of the top 11 healthcare scheduling software options designed specifically for the industry. This guide focuses on solutions tailored to healthcare.

In This Guide, We’ll Cover:

• The Case for Staff Scheduling Software in Healthcare

• Top 11 Healthcare Scheduling Software Solutions

• Evaluation Checklist for Choosing Scheduling Software

What is Healthcare Staff Scheduling Software?

Healthcare staff scheduling software is designed to manage and organize work schedules for healthcare professionals, including nurses, doctors, and support staff.

This type of software simplifies scheduling by automating the process while factoring in employee availability, ensuring efficiency and flexibility.

Why Healthcare Facilities Need Staff Scheduling Software

Efficient employee scheduling is a pressing issue in the healthcare sector.

Using tools like Excel for scheduling is not only time-consuming but also prone to errors and inefficiencies. Upgrading to software solutions streamlines the process, improves organization, and helps ensure smooth operations.

If you need to build a business case for adopting healthcare staff scheduling software, consider these key benefits:

1. Optimized Staffing

Scheduling software enables real-time adjustments. For example, when there’s an open shift, you can notify all eligible employees with one message. This allows willing staff to quickly accept the shift via a mobile app, ensuring adequate staffing and uninterrupted patient care.

2. Enhanced Employee Engagement

With scheduling software, employees can actively participate in setting their availability and swapping shifts. This empowerment leads to greater job satisfaction and, ultimately, improved patient care.

3. Improved Staff Retention

Retaining healthcare employees is challenging. Flexible scheduling, enabled by specialized software, shows staff they are valued and respected.

4. Reduced Labor Costs

By monitoring overtime and optimizing schedules, facilities can minimize unnecessary labor costs.

Top 11 Healthcare Scheduling Software Solutions

Healthcare scheduling software makes managing staff schedules efficient and cost-effective while promoting better resource utilization. Below is a list of the top solutions:

1. Vars Health

Vars Health is designed to address the unique challenges of healthcare staff scheduling. The platform offers user-friendly tools that reduce scheduling errors, enhance communication, and streamline operations.

Key Features:

• Accessible mobile app for staff and managers

• Automated shift notifications and shift swapping

• Skills-based scheduling for proper staff allocation

• Integration with payroll systems

• Time-off management and overtime alerts

Pricing: Starting at $7.99/user per month

Customer Feedback:“The app allows employees to easily assign shifts, view their schedule, and even communicate with their team in real-time. It has significantly streamlined scheduling for our staffing agency.”

2. Rotageek

Developed for healthcare, Rotageek uses AI-driven forecasting to create optimized schedules that meet labor demands.

Key Features:

• Labor forecasting

• Skills tracking

• Mobile app for staff communication

3. QGenda

QGenda specializes in centralized scheduling for healthcare organizations, offering real-time schedule updates.

Key Features:

• Automated scheduling

• Resource management

• Time tracking

4. Shiftwizard

Shiftwizard simplifies workforce management with an easy-to-navigate platform designed for healthcare.

Key Features:

• Workforce optimization

• Time and attendance integrations

• Mobile scheduling

5. OnShift

OnShift specializes in workforce management for long-term care and senior living, focusing on enhancing the employee experience and providing actionable insights for managers.

Key Features:

• Staff scheduling and shift management

• Real-time notifications and messaging

• Mobile app for employees and managers

• Overtime and absence tracking

Pricing: Contact OnShift for a quote

Customer Feedback:“OnShift has simplified scheduling and allows staff to swap shifts effortlessly. It’s intuitive and helps our facility stay organized.”

6. EasyShifts

EasyShifts provides 24/7 staff scheduling designed for healthcare professionals. It offers flexibility for both managers and employees to manage schedules efficiently.

Key Features:

• Shift templates for quick scheduling

• Mobile app for schedule access and updates

• Overtime tracking and shift swapping

• Notifications for last-minute call-ins

Customer Feedback:“EasyShifts has made scheduling less time-consuming. Staff love the ability to trade shifts and pick up extras easily.”

7. NurseGrid

NurseGrid empowers nurses with tools to manage their schedules while helping healthcare facilities address short-staffing challenges.

Key Features:

• Mobile app for managing shifts and availability

• Real-time communication for shift changes

• Shift swapping and vacation tracking

Pricing: Contact NurseGrid for a quote

Customer Feedback:“This app is a lifesaver for our team. It makes it easy to view, update, and adjust schedules while staying in touch with colleagues.”

8. SmartLinx

SmartLinx is built for skilled nursing and senior care facilities, optimizing workforce management through real-time data and analytics.

Key Features:

• Compliance-focused scheduling

• Payroll integration

• Mobile access to schedules and updates

• Real-time workforce analytics

Pricing: Contact SmartLinx for a quote

Customer Feedback:“SmartLinx has helped us optimize staffing while cutting down on overtime costs. The app is user-friendly and keeps everyone on the same page.”

9. symplr Workforce

symplr Workforce offers a healthcare-specific scheduling solution that simplifies timekeeping, scheduling, and compliance management.

Key Features:

• Shift swapping and open-shift management

• Analytics-driven scheduling

• Mobile app for on-the-go accessibility

• Tools for managing employee credentials and compliance

Pricing: Contact symplr Workforce for a quote

Customer Feedback:“symplr Workforce is intuitive and saves us so much time. The mobile app has been a game-changer for our team’s communication.”

10. UKG (formerly Kronos Workforce Central)

UKG provides a robust suite of tools for workforce management tailored to healthcare facilities, including features for time tracking and compliance.

Key Features:

• Employee self-service scheduling

• Shift swapping and mobile access

• Integrated payroll and compliance tracking

• Advanced analytics for staffing decisions

Pricing: Contact UKG for a quote

Customer Feedback:“The mobile app allows employees to manage their schedules independently, which has been a huge help in reducing administrative workload.”

11. Humanity by TCP

Humanity by TCP is a cloud-based tool that automates scheduling and ensures compliance with labor laws while enhancing staff communication.

Key Features:

• Automated shift scheduling

• Time-off and vacation tracking

• Mobile app for schedule management

• Geofenced clock-ins and real-time updates

Pricing: Contact Humanity by TCP for a quote

Customer Feedback:“Humanity has made scheduling quick and seamless. The app’s color-coded shift view is a nice touch, making it easy to keep track of schedules.”

How to Choose the Best Healthcare Scheduling Software

When evaluating scheduling software, focus on the following key points:

1. Industry-Specific Solutions: Look for platforms designed specifically for healthcare to address unique needs.

2. User-Friendly Interface: The software should be intuitive for managers and staff alike.

3. Mobile Accessibility: A mobile app ensures that schedules are accessible anytime, anywhere.

4. Real-Time Notifications: Push notifications keep employees informed about schedule changes.

   
   

Make the Shift to Better Scheduling

Efficient staff scheduling improves employee satisfaction and ensures better patient care. Upgrading to a healthcare-specific scheduling solution like Vars Health can streamline your operations and make scheduling less stressful for everyone involved.

Here’s to a more organized and efficient 2024!