Healthcare staff scheduling can be a tricky job. Healthcare providers need to make sure that they always have the right number of staff on duty to give patients the best care possible. Without the right scheduling tools, things can get messy very quickly. This is where the software comes in. It helps healthcare facilities plan and manage shifts, track time off, and keep everything running smoothly.

In 2025, many healthcare solution options are available. Each has its unique features, and some may be better suited for certain healthcare organizations than others. In this blog, we will look at six of the best scheduling software options for healthcare and explain what makes each one stand out.

What is Healthcare Staff Scheduling Software?

Healthcare Staff Scheduling software is a tool that helps healthcare facilities plan their employees’ shifts. It makes sure there is enough staff available to care for patients. The software automates tasks like shift assignments, absence management, and tracking attendance. It also ensures compliance with labor laws, so healthcare organizations don’t have to worry about making mistakes. Using the right Healthcare Scheduling Software can save a lot of time, reduce errors, and help improve the care that patients receive.

Without proper scheduling, healthcare facilities can face problems like understaffing or overstaffing, leading to burnout, lower employee morale, and poor patient care. The healthcare solutions can solve these issues by making the process more efficient and reducing the amount of time spent on manual scheduling.

Time tracking is also an essential feature of scheduling software. Many healthcare organizations have strict rules regarding work hours, overtime, and breaks. A good healthcare solution will help track these factors and alert managers if there are any issues with employee scheduling or compliance. This is especially helpful in ensuring the accurate tracking of time worked, preventing both overwork and underwork among staff.

Top 6 Healthcare Scheduling Software in 2025

Now, let’s take a look at the six best scheduling software options for healthcare staff in 2025. We will highlight the features of each one and talk about their pros and cons.

1. Novagems

Novagems is an all-in-one scheduling solution that helps healthcare facilities manage their workforce easily. It offers several features that make scheduling simpler, faster, and more efficient. Some of the best features of Novagems include:

Key Features of Novagems:

Shift & Workforce Management

• Recurring Shifts & Shift Templates: Set up regular shifts quickly with color-coded templates for weekly or monthly schedules.
• Scheduling Conflict Alerts: Alerts you if any shift overlaps or conflicts, helping you avoid scheduling mistakes.
• Drag-and-Drop Scheduling: Quickly modify the schedule with an easy drag-and-drop feature. Thus saving time and reducing mistakes.

Employee Time Tracking & GPS Geofencing

• GPS-Based Clock-In: Employees can clock in and out only when they are at the designated location. This prevents off-site clock-ins and ensures accurate time tracking.
• Geofencing: This ensures that employees are within the correct location during work hours. Hence improving attendance tracking and preventing fraud.
• Self-Clock-In: Employees can securely clock in and out via mobile devices, reducing administrative burden.

Payroll, Pay Rate & Compliance Management

• Automated Payroll Calculations: Easily calculate regular, overtime, double-time, and holiday pay, reducing errors in payroll.
• License & Certification Expiry Alerts: Sends automated reminders about staff certifications and license renewals to ensure compliance with regulations.
• Role-Based Pay Customization: Set up different pay rates for different roles. This helps you in ensuring employees are paid correctly based on their job responsibilities.

Alerts & Notifications

• Real-Time Activity Alerts: Notifies managers if employees miss a shift, work overtime, or take breaks outside the scheduled times.
• Missed Shift & No-Show Alerts: If an employee misses a shift or doesn’t show up, the system alerts the manager immediately so they can fill the shift quickly.
• Task Completion & Deadline Alerts: Helps managers ensure that all tasks are completed on time and within deadlines.

Multi-Site, Client & Role Management

• Multi-Site Management: Manage multiple healthcare facilities from one centralized system. Making scheduling easier for large healthcare networks.
• Client & Role Management: Easily assign staff to specific sites or clients based on their availability or qualifications and set permissions based on roles.
• Bulk Import/Export for Sites & Clients: Quickly manage staff schedules across various locations with bulk importing/exporting options.

Reporting, Analytics & Business Insights

• Shift & Attendance Reports: Generate detailed reports on staff attendance and shift coverage. Helping you identify areas for improvement.
• Payroll & Timesheet Reports: Get in-depth insights into payroll, overtime, and labor costs to help optimize budgeting and labor management.
• Dashboard Analytics: Monitor workforce performance, making it easier to adjust staffing as needed.

Customization, Task & Workflow Optimization

• Custom Fields & Tags: Organize and categorize workforce data effectively. Allowing managers to track specific details like certifications or skill levels.
• Task Assignments & Management: Assign specific tasks to staff per shift. In return ensuring accountability for task completion.
• Customizable Dashboards: Tailor the user interface to meet the specific needs of managers, staff, or clients with custom views and reports.

Pros of Novagems:

• Smart scheduling helps create the best shifts automatically.
• Drag-and-drop feature makes it easy to modify schedules.
• GPS tracking ensures accurate clock-ins and attendance.
• Helps you stay compliant with regulations by sending reminders.
• Recurring shifts save time when setting up schedules for regular shifts.
• Real-time alerts keep managers informed of any attendance or scheduling issues.
• Task management ensures employees complete their assigned work efficiently.

2. Rotageek

Rotageek predicts staffing needs and optimizes the schedules for healthcare facilities. It focuses on forecasting demand and matching employees with the right shifts based on their preferences and availability.

Pros:

• AI-Powered Scheduling: Helps create efficient schedules based on past data and forecasts.
• Employee Preferences: Takes into account employee preferences, which can improve satisfaction.

Cons:

• Complex Setup: Some users find it difficult to set up at the beginning.
• Not Great for Smaller Teams: The software is more suited for larger organizations and may not be as effective for smaller teams.

3. Smartlinx

Smartlinx is a cloud-based staff scheduling solution that automates many aspects of workforce management. It helps healthcare organizations manage their employees’ shifts, absence management, and payroll. It is known for its ability to handle large amounts of employee data and provide real-time insights.

Pros:

• Cloud-Based: Can be accessed from anywhere with an internet connection.
• Payroll Integration: Helps simplify payroll by integrating with payroll systems.
• Time-Off Management: Employees can request time off easily through the platform.

Cons:

• Learning Curve: Some users find it a bit hard to learn at first.
• Limited Customization: Some features are not as customizable as other software.

4. UKG

UKG is a well-known name in workforce management. It offers advanced scheduling software tools, including predictive scheduling, labor cost management, and mobile access. It’s ideal for large healthcare organizations that need a scalable solution.

Pros:

• Predictive Scheduling: AI helps predict staffing needs based on historical data.
• Mobile Access: Staff can check their schedules and clock in using the mobile app.
• Labor Cost Management: Helps control costs by analyzing labor data.

Cons:

• Expensive: It may not be affordable for smaller organizations.
• Complex Features: Some features can be difficult to use without proper training.

5. Shiftwizard

Shiftwizard offers simple healthcare staff scheduling software designed to help healthcare organizations manage their workforce. It automates the process of shift assignments, tracks absence management, and integrates with payroll systems to make the entire process easier.

Pros:

• Easy to Use: The software is user-friendly and doesn’t require a lot of training.
• Automated Shift Assignments: Automatically assigns shifts based on employee availability.
• Time-Off Management: Makes it easy to request and approve time off.

Cons:

• Limited Features: Compared to other software, Shiftwizard has fewer advanced features.
• Lacks Customization: You may find it lacks some of the customization options available in other software.

6. QGenda

QGenda is a Healthcare Scheduling Software solution designed specifically for healthcare solutions providers. With a focus on physician groups and large hospitals. It includes features like automated shift scheduling, credentialing management, and detailed reporting tools.

Pros:

• Specialized for Healthcare: Tailored for healthcare providers, particularly for managing physicians.
• Credential Tracking: Keeps track of staff certifications and licenses to ensure compliance.

Cons:

• Expensive: The pricing may be high for smaller organizations.
• Not as User-Friendly: Some users report that the interface can be complicated.

Healthcare Scheduling Software Evaluation Checklist

When evaluating the best scheduling software for your healthcare facility, here are a few important things to consider:

• Ease of Use: The software should be simple to use for both managers and staff.
• Customization: Look for software that can be customized to fit your facility’s unique needs.
• Mobile Access: Make sure the software offers a mobile app so employees can view their schedules on the go.
• Compliance Tools: Check that the software helps you stay compliant with healthcare regulations, like certifications and work hours.
• Cost: Ensure that the software fits within your budget.
• Integration with Payroll: It’s important that the software integrates easily with payroll systems to save time and reduce errors.

Conclusion

Choosing the best healthcare staff scheduling software is an important decision for healthcare organizations. While there are several good options available, Novagems stands out due to its comprehensive features and ease of use. It helps healthcare providers streamline staff scheduling, track time management, and ensure compliance with regulations, all in one platform.

By choosing the right Healthcare Scheduling Software, healthcare solutions organizations can save time, improve efficiency, and focus on what matters most: providing the best care to their patients.