21 Best UK Healthcare Staff Scheduling Software Solutions in 2024
Healthcare staff scheduling software is a digital solution designed to manage coordinating work shifts, assignments, and staff availability within healthcare facilities.
This category of software aids in ensuring that qualified staff is appropriately distributed across various departments to meet patient care demands while considering factors such as qualifications, workload balance, and shift preferences.
With an emphasis on automation, such programs can streamline tasks that traditionally require intensive manual input, significantly reducing administrative burdens.
The best healthcare staff scheduling software integrates with Electronic Medical Records (EMR) systems, facilitating seamless information flow and contributing to a holistic approach to healthcare service provision. This is a critical component in healthcare management.
In this guide, we’ll dive into the 22 best UK healthcare staff scheduling software solutions of 2024 and our top picks to help make the selection process easier.
Top Staff Scheduling Software for Healthcare: Comparison & Ratings Chart
21 Best Healthcare Employee Scheduling Software Reviewed
In today's healthcare industry, the ability to effectively manage staff schedules is crucial for maintaining a high level of patient care while also ensuring staff well-being.
Healthcare employee scheduling software is designed to tackle the unique challenges presented by shift patterns, compliance needs, and variable staff availability.
The following software options have been reviewed for their ability to streamline the scheduling process in various healthcare settings.
1. PARiM
PARiM offers a comprehensive set of tools designed for the intricate needs of healthcare scheduling.
Top Features
Shift Planning: Allows managers to create, edit, and communicate shifts easily.
Absence Management: Streamlines leave and absence tracking with clear visibility.
Time and Attendance: Accurate tracking of hours worked with clock-in/out functionality.
Pros
Highly customizable shift patterns
User-friendly interface
Cons
May have a steep learning curve for new users
Limited third-party integrations
Reviews
Total reviews: 29
Aggregate rating: 4.8/5 on Capterra.com
Pricing
Pricing starts at £39/month.
2. OnShift
OnShift is a user-centric platform that emphasizes easing daily scheduling tasks for healthcare providers.
Top Features
Employee Self-Service: Facilitates shift swaps and time-off requests for staff autonomy.
Labor Budgeting: Helps manage labor costs with budgeting tools integrated into the scheduling system.
Forecasting: Predictive tools to anticipate staffing needs.
Pros
In-depth reporting capabilities
Streamlines communication with staff
Cons
Some users report occasional glitches with the software
Mobile app experience could be improved
Reviews
Total reviews: 13
Aggregate rating: 4.1/5 on Capterra.com
Pricing
Contact OnShift for a customized quote.
3. Rotageek
Rotageek provides an intelligent approach to scheduling with its smart algorithm-based system.
Top Features
Smart Scheduling: Automatically generates optimum schedules based on staff availability and skills.
Real-time Updates: Notifies employees of schedule changes instantly.
Data Insights: Offers analytics for informed decision-making.
Pros
Reduces administrative time on scheduling
Good mobile app experience
Cons
Some find the interface less intuitive than competitors
Customization options can be overwhelming
Reviews
Total reviews: 197
Aggregate rating: 4.6/5 on Capterra.com
Pricing
Rotageek pricing information is available upon request.
4. NurseGrid
NurseGrid focuses on providing scheduling solutions that cater specifically to the nursing workforce.
Top Features
Peer Scheduling: Enables nurses to swap shifts without managerial intervention.
Centralized Communication: Allows for clear and quick communication within teams.
Mobile Access: Provides a dedicated mobile app for on-the-go schedule management.
Pros
Designed specifically for nurses
Intuitive design and navigation
Cons
Limited features for broader healthcare scheduling needs
Some reports of delays in synchronization
Reviews
Total reviews: 0
Aggregate rating: 0/5 on Capterra.com
Pricing
NurseGrid pricing information is available upon request.
5. Shiftwizard
Shiftwizard excels in the healthcare sector by offering shift management tools tailored for the industry.
Top Features
Shift Trading: Simplifies the process of trading shifts among staff.
Time Tracking: Integrates time tracking into the scheduling software for accuracy.
Compliance Monitoring: Ensures schedules adhere to labor laws and healthcare regulations.
Pros
Focuses on reducing labor costs
Advanced compliance features
Cons
User interface could be more modern
Some users report issues with customer support
Reviews
Total reviews: 0
Aggregate rating: 0/5 on Capterra.com
Pricing
Shiftwizard does not publicly list pricing; information is available upon request.
6. MakeShift
MakeShift provides detailed scheduling functions and is praised for enhancing employee experiences.
Top Features
Availability Management: Employees can update their availability in real-time.
Communication Tools: Built-in messaging to coordinate with team members.
Analytics and Reporting: Data-driven insights to optimize scheduling.
Pros
Empowers employees with schedule control
Solid mobile application
Cons
Some users desire more customization options
Occasional lag in the software reported
Reviews
Total reviews: 112
Aggregate rating: 4.5/5 on Capterra.com
Pricing
Pricing details can be found on the MakeShift website; plans start at $2.75 per user per month.
7. QGenda
QGenda stands out for its capacity to integrate with existing EMR systems smoothly.
Top Features
EMR Integration: Seamlessly works with electronic medical records systems.
Automation: Automates the scheduling process while accounting for complex rules.
On-call Scheduling: Efficiently manages on-call schedules for emergency coverage.
Pros
Strong integration capabilities
Tailored for medical staff needs
Cons
The cost can be higher than some competitors
May require additional training for full utilization
Reviews
Total reviews: 25
Aggregate rating: 3.7/5 on Capterra.com
Pricing
Contact QGenda for pricing information tailored to your organization's needs.
8. EasyShifts
EasyShifts is known for its simplicity and is particularly effective for smaller healthcare organizations.
Top Features
Visual Scheduler: A color-coded calendar makes it simple to visualize shifts.
Notifications: Automatic alerts for schedule changes.
Shift Bidding: Allows staff to bid on preferred shifts, increasing engagement.
Pros
User-friendly interface
Affordable for smaller practices
Cons
Limited scalability for larger organizations
Basic feature set compared to some alternatives
Reviews
Total reviews: 43
Aggregate rating: 4.6/5 on Capterra.com
Pricing
EasyShifts starts at $2.99 per month for a basic plan.
9. Symplr Workforce
Symplr Workforce provides a robust solution for workforce management within the healthcare sector.
Top Features
Credential Tracking: Keeps track of staff credentials alongside scheduling.
Staffing Analytics: In-depth analytics to optimize labor utilization.
Policy Compliance: Ensures scheduling follows all necessary healthcare legislation.
Pros
Comprehensive workforce management tool
Integrates compliance and credentialing
Cons
Can be complex to navigate
Implementation process may be involved
Reviews
Total reviews: 11
Aggregate rating: 4.0/5 on Capterra.com
Pricing
Symplr Workforce pricing information is available upon request.
10. Smartlinx
Smartlinx is designed to address the broad spectrum of workforce management, including scheduling, for long-term care and healthcare organizations.
Top Features
Workforce Optimization: Allocates resources efficiently to meet patient care demands.
Real-Time Reporting: Provides reports to manage compliance and staffing levels.
Mobile Application: Access for both managers and employees on-the-go.
Pros
Strong focus on regulatory compliance
Comprehensive suite of workforce management tools
Cons
Interface is not as modern as some users prefer
Initial setup requires a commitment of time and resources
Reviews
Total reviews: 6
Aggregate rating: 4.5/5 on Capterra.com
Pricing
For pricing details, Smartlinx encourages contacting them directly for a quote.
11. Humanity by TCP
Humanity by TCP offers a flexible platform for healthcare scheduling, emphasizing ease of use and scalability.
Top Features
Shift Trading: Gives employees flexibility in managing their shifts.
Mobile Management: Full scheduling capabilities available on mobile devices.
Compliance: Assists in maintaining compliance with staff qualifications and certifications.
Pros
Scalable across multiple facilities
Intuitive for both employees and managers
Cons
Initial set-up can be time-consuming
Occasional mobile app issues reported by users
Reviews
Total reviews: 294
Aggregate rating: 4.3/5 on Capterra.com
Pricing
Humanity by TCP pricing information is available upon request.
12. UKG
UKG provides an all-in-one workforce solution that encompasses employee scheduling for the healthcare industry.
Top Features
Integrated HR Management: Combines scheduling with human resources functionality.
Demand Forecasting: Predicts staffing needs based on real-time data.
Employee Self-Service: Allows for streamlined shift swapping and requests.
Pros
Comprehensive workforce management features
User-friendly despite its breadth of features
Cons
Pricier option for some healthcare organizations
May include more features than some users require
Reviews
Total reviews: 589
Aggregate rating: 4.3/5 on Capterra.com
Pricing
UKG does not publicly disclose pricing; inquiries can be made directly through their sales team.
13. Sling
Sling serves healthcare organizations looking for a scheduling tool that supports staff engagement and operational efficiency.
Top Features
Shift Planning: Offers simple drag-and-drop scheduling.
Communication Hub: Centralized messaging for team collaboration.
Time-off Management: Facilitates the handling of leave requests and availability.
Pros
Enhances team communication
Easy to use interface
Cons
Limited integration with other systems
Some reports of slow customer service response times
Reviews
Total reviews: 150
Aggregate rating: 4.7/5 on Capterra.com
Pricing
Sling offers a free basic plan; premium features start at $1.7 per user per month.
14. Deputy
Deputy is appreciated for its flexibility and effectiveness in scheduling across various sized healthcare institutions.
Top Features
Auto-Scheduling: Creates schedules based on staff's skills, availability, and cost.
Timesheets: Integrates timesheet management with scheduling for payroll accuracy.
Healthcare Compliance: Keeps schedules in line with compliance requirements.
Pros
Approachable learning curve for new users
Versatile to fit different operational sizes
Cons
Advanced features may require higher-tier plans
Some users desire greater customization options
Reviews
Total reviews: 713
Aggregate rating: 4.6/5 on Capterra.com
Pricing
Deputy's pricing starts at $4.50 per user per month for their scheduling product.
15. Shiftboard
Shiftboard offers functionality well-suited for managing the diverse and dynamic scheduling needs of the healthcare industry.
Top Features
Automated Scheduling: Reduces the time spent on creating and managing shifts.
Time and Labor Tracking: Combines time tracking with scheduling to oversee labor costs.
Advanced Reporting: Detailed reports to assess and improve scheduling practices.
Pros
Strong emphasis on time-saving through automation
In-depth custom reporting capabilities
Cons
Initially complex to set up
Some users find the user interface less engaging
Reviews
Total reviews: 2
Aggregate rating: 5/5 on Capterra.com
Pricing
Shiftboard encourages contacting them for a personalized pricing structure.
16. When I Work
When I Work is tailored to simplify the scheduling process for health professionals and managers alike.
Top Features
Team Availability: Tracks when employees are available to work.
Open Shifts: Allows employees to pick up open shifts that fit their schedules.
Messaging: Built-in communication tools to facilitate coordination among the team.
Pros
Streamlined interface and usability
Focused on enhancing team collaboration
Cons
Suitable mainly for small to medium-sized facilities
Some features require premium subscription
Reviews
Total reviews: 1081
Aggregate rating: 4.5/5 on Capterra.com
Pricing
When I work paid plans start at $2.50 per user per month.
17. Planday
Planday stands out for its ability to help healthcare managers create and share staff rotas efficiently.
Top Features
Rota Planning: Enables simple creation and dissemination of staff rotas.
Shift Swap: Facilitates shift swapping among qualified employees.
Hourly Rate Management: Manages different pay rates that may vary across shifts.
Pros
Clear and straightforward shift management
Adaptable to different scheduling scenarios
Cons
May lack depth in features for large enterprises
Occasional notifications issues
Reviews
Total reviews: 55
Aggregate rating: 4.3/5 on Capterra.com
Pricing
Plans start at €2.99 per user per month; contact Planday for additional pricing details.
18. Rotacloud
Rotacloud delivers an end-to-end rota management solution, streamlining the process particularly for small to medium-sized healthcare operations.
Top Features
Drag-and-Drop Rota: Simplifies the scheduling process with a visual approach.
Leave Management: Integrates leave, sick days, and other absences into the rota.
Time Clock: Enables staff to clock in and out directly through the app.
Pros
Intuitive system for scheduling
Offers a clear overview of staffing and absences
Cons
May be less suited for very large healthcare providers
Customization can be limited
Reviews
Total reviews: 246
Aggregate rating: 4.9/5 on Capterra.com
Pricing
Rotacloud's pricing starts at £60 per user per month.
19. Rotaready
Rotaready is recognized for its competency in handling the fluctuating demands of healthcare scheduling.
Top Features
Cost Control: Keeps watch over labor costs within the context of scheduling.
Compliance Tools: Helps maintain schedules within regulatory frameworks.
Integrated Payroll: Links scheduling with payroll for efficiency.
Pros
Focused on cost-saving measures
Solid compliance and payroll features
Cons
Interface may lack intuitiveness for some users
Not as widely reviewed as other software
Reviews
Total reviews: 75
Aggregate rating: 4.7/5 on Capterra.com
Pricing
Rotaready pricing starts at £89 per user per month.
20. Nowsta
Nowsta is a comprehensive workforce management platform that offers powerful tools to healthcare facilities needing to automate and optimize their employee scheduling processes.
Top Features
Workforce Analytics: Nowsta provides detailed analytics to help healthcare managers make data-driven decisions regarding their workforce management.
Communication Tools: The software includes features for instant messaging and notifications to improve coordination among healthcare staff.
Time Tracking: Integrated time tracking allows for accurate payroll data and helps ensure that staff are working their scheduled hours.
Pros
Advanced scheduling capabilities to handle complex healthcare shifts.
Real-time visibility into staff availability and labor costs.
Cons
May be more feature-rich than needed for smaller healthcare operations, leading to underutilization.
Learning curve associated with its comprehensive suite of features.
Reviews
Total Reviews: 253
Aggregate Review Rating: 4.9/5 stars on Capterra.com
Pricing
Based on their website, Nowsta offers customized pricing depending on the size and specific needs of the healthcare institution.
21. Ubeya
Ubeya stands out as a user-friendly software solution designed to meet the scheduling needs of healthcare organizations of varying sizes.
Top Features
Mobile Accessibility: Ubeya's mobile application allows staff to access their schedules and receive updates on-the-go.
Shift Swapping: Facilitates easy swapping of shifts among staff, subject to management approval, to cover unexpected staffing changes.
Compliance Monitoring: Helps ensure that scheduling adheres to labor laws and industry regulations, critical for healthcare providers.
Pros
Intuitive design for easier adoption among staff with varying levels of tech-savviness.
Scalability to cater to both small clinics and large hospitals.
Cons
Some features might be surplus to smaller healthcare entities, potentially adding unnecessary complexity.
Occasional updates may require retraining for staff to remain proficient.
Reviews
Total Reviews: 42
Aggregate Review Rating: 4.8/5 stars on Capterra.com
Pricing
Ubeya's pricing starts at $4 per user per month.
What Features to Look for When Choosing a Healthcare Staffing & Scheduling Software?
When selecting healthcare staffing scheduling software, it is essential to identify features that cater to the complex demands of medical facilities.
These functionalities must streamline operations, ensure compliance, and promote efficient workforce management.
Compliance with Regulations
The software should adhere to healthcare regulations such as HIPAA for the security and privacy of patient data.
Customizable Scheduling
Flexibility to customize the scheduling process is crucial to address the distinct requirements of various departments and staff roles.
Real-Time Updates
The ability to provide real-time updates to staff, including on-call shifts, helps prevent confusion and ensures seamless operation.
Easy Communication
Features facilitating swift communication of schedule changes and on-call status directly to mobile devices benefit the staff immensely.
Unbalanced Workload Alerts
The system should be capable of identifying uneven workload distribution and suggesting modifications to prevent burnout and ensure fair shift distribution.
Scalability
As facilities grow, the scheduling software must accommodate new users and expand services without compromised performance.
Integration with Existing Systems
Seamless integration with Electronic Medical Records (EMR) systems and other internal software is necessary for synchronized operations.
Which of the Top Staff Scheduling Software Tools for Healthcare Is Right for Your Business?
Selecting the right employee scheduling software for healthcare requires assessing various factors such as compliance, integration capabilities, and price points.
When choosing the perfect staff scheduling software for your healthcare business, it is crucial to weigh the unique needs of your medical staff against what each platform offers.
