MEDICAL STAFF SCHEDULING SOFTWARE
Staff scheduling software for healthcare teams across 24/7 departments
Healthcare teams operate 24/7, with rotating shifts, changing coverage needs, and strict staffing requirements. When I Work helps managers build and adjust schedules quickly, keeping nurses, support staff, and departments aligned across every shift.
Most healthcare teams are up and running within days, not weeks. Start your free 14-day trial and take control of your healthcare staff scheduling.
Start scheduling and tracking time today.
PAYROLL FOR ROTATING HEALTHCARE SHIFTS
Keep healthcare payroll accurate across every schedule
When shifts change or run longer than planned, hours need to stay aligned with what actually happened. Keeping scheduling and time tracking in one place makes it easier to review hours and send clean timesheets to payroll.
HEALTHCARE WORKFORCE SCHEDULING SOFTWARE
Keep coverage aligned with staffing requirements
Healthcare teams operate across multiple departments, each with different staffing needs. Having clear visibility into scheduled hours helps managers adjust coverage, maintain required staffing levels, and keep labor costs under control.
TIME TRACKING FOR 24/7 HEALTHCARE TEAMS
Track hours across every role and department
Staff can clock in from shared devices or their phones, creating a clear record of hours worked across shifts, roles, and departments. That keeps records accurate without relying on manual tracking or end-of-week corrections.
HEALTHCARE STAFF SCHEDULING SOFTWARE
Build and manage staff schedules across healthcare teams
Healthcare teams work across rotating shifts, changing coverage needs, and multiple departments. When I Work helps managers build and adjust schedules quickly using medical staff scheduling software designed for healthcare teams.
Assign shifts, notify staff instantly, and maintain consistent coverage without chasing confirmations. Open shifts and shift swaps make it easier to fill gaps when someone is unavailable, while keeping control over staffing levels.
HEALTHCARE STAFF TIME CLOCK AND TIMESHEETS
Track staff hours across every shift and department
Healthcare teams work across long shifts, rotating coverage, and multiple departments. The When I Work app keeps time tracking in the schedule, so recorded hours reflect the hours actually worked across every shift.
Track hours, breaks, and time off in one place, and review timesheets without chasing corrections at the end of the week. Staff can access schedules and updates directly from their phone during each shift. Clear records help reduce payroll errors and keep staffing costs under control.
Lindsay LaFoy
Miss Mixology
Customer since 2015
PROVEN RESULTS FOR HEALTHCARE TEAMS
Reduce admin time and keep shifts running smoothly
Managing schedules across healthcare teams creates extra work every day. Building shifts, covering gaps, and tracking hours can take time away from managing staff and maintaining coverage.
When I Work brings scheduling, time tracking, and team messaging into one place, so managers spend less time coordinating and more time keeping departments staffed and shifts running smoothly.
Healthcare teams using the When I Work app have reported:
20%
decrease in labor costs
8x
time saved scheduling
3x
reduction in employee no-shows
HEALTHCARE TEAM MESSAGING
Keep staff informed across shifts and departments
Healthcare teams don’t have time to track messages across different tools during a shift. When I Work keeps communication inside the schedule, so that staff can see updates, shift changes, and coverage requests in one place.
Message individuals, groups, or entire teams without sharing personal phone numbers. Updates are easy to find, so staff stay informed before and during each shift.
SCHEDULE ACROSS HEALTHCARE FACILITIES
Manage staff across locations, departments, and shifts
Healthcare teams often work across multiple buildings, departments, and locations. When I Work helps managers schedule staff across facilities, assign roles by department or unit, and keep coverage across every shift.
Share staff across locations when needed, track where people are scheduled, and keep assignments clear without manual coordination. When I Work acts as scheduling software for hospitals, helping maintain coverage across departments and units.
HEALTHCARE SCHEDULING IN PRACTICE
How healthcare teams manage staff, shifts, and coverage
Healthcare organizations rely on clear staff scheduling to keep teams aligned across departments, locations, and shifts. These examples show how healthcare teams use medical staff scheduling software to manage coverage, reduce admin time, and keep schedules running smoothly.
75
employees
5x
time saved scheduling
6
schedules managed
Air ambulance team reduces scheduling time and improves coordination
75
employees
5x
time saved scheduling
6
schedules managed
Latitude Air Ambulance manages complex scheduling across case management, transport operations, and medical teams. Building and updating schedules manually was taking up to 20 hours each week and making it difficult to keep teams aligned.
"Switching to When I Work allowed me to focus on more valuable work without being tied to a computer."
– Shannon McCracken , Asset Management Coordinator
With When I Work, scheduling and communication now happen in one place. Managers can quickly update shifts, keep teams informed, and coordinate coverage across departments without relying on spreadsheets.
Products Used
Scheduling
Attendance
Team Messaging
120
employees
3
care sites
Staffing software for hospitals is improving flexibility across care sites
120
employees
3
care sites
Managing staff schedules across multiple care sites required constant updates and limited flexibility. Existing tools made it difficult for managers to adjust schedules or communicate changes efficiently.
"The ability for associates to contact each other or a manager contacting an associate utilizing the mobile application adds an efficiency we didn't expect. Overall, a great addition to our care sites and associates!"
– Jenessa Williams , Chief Nursing Officer and Administrator
The When I Work app gives teams a mobile way to manage schedules and communicate across locations. Managers can quickly update shifts, and staff can stay informed without relying on outdated systems.
Products Used
- Scheduling
- Team Messaging
500
employees
8
locations
10
hrs saved per week
Medical center saves time and improves communication across locations
500
employees
8
locations
10
hrs saved per week
Coordinating schedules across multiple teams and locations was time-consuming and difficult to manage using spreadsheets. Managers at Kaiser Permanente Woodland Hills Medical Center struggled with duplicate shifts, unclear coverage, and inefficient communication.
"It’s very effective for communicating with employees that are mobile."
– Michael Bruse , Managerial Senior Consultant
With When I Work, scheduling is handled in one place, making it easier to manage shifts, fill gaps, and keep teams aligned. Managers now spend less time coordinating schedules and more time developing staff.
Products Used
- Scheduling
HEALTHCARE SCHEDULING SOFTWARE FOR DIFFERENT SETTINGS
Staff scheduling across healthcare facilities and teams
Healthcare organizations operate across a wide range of environments, each with different staffing needs, shift patterns, and coverage requirements. When I Work supports healthcare staff scheduling across facilities, helping teams stay aligned and fully staffed throughout the day.
ROLE-BASED HEALTHCARE SCHEDULING
Assign the right staff to the right roles across each shift
Healthcare teams are not interchangeable. Nurses, support staff, and specialists each play a different role during a shift. When I Work helps managers assign staff by role, department, and coverage needs, ensuring every shift is staffed correctly.
PAYROLL BUILT ON ACCURATE HEALTHCARE HOURS
Send payroll-ready timesheets without manual fixes
Healthcare shifts often change throughout the week. When I Work keeps time tracking aligned with scheduling, so timesheets reflect the actual hours worked on each shift. Review hours, approve timesheets, and export payroll-ready data without chasing corrections.
When I Work integrates with your favorite payroll providers.
Loved by millions around the globe
1 in 10 employees have used When I Work.
by our customers on Capterra.
MEDICAL STAFF SCHEDULING AND TIME TRACKING
Keep staffing, shifts, and hours aligned across healthcare teams
In healthcare settings, shifts extend, coverage changes between departments, and staff step in to support busy units. Those changes carry through to hours worked, overtime, and payroll at the end of the week. When I Work keeps scheduling and time tracking together.
Track hours across departments and units
When staff move between wards, departments, or roles during a shift, their time stays tied to the work they actually performed, making it easier to understand where hours are being spent.
Manage overtime across rotating shifts
Long shifts, double coverage, and last-minute call-outs can quickly push healthcare staff into overtime. Clear visibility into scheduled and worked hours helps managers rebalance shifts before they become a larger issue.
Keep payroll aligned with real hospital shift activity
When hospital shifts run late or change during the day, those updates are already reflected in timesheets. There’s no need to reconstruct hours at the end of the week.
Maintain accurate records across every healthcare shift
Breaks, handovers, and shift changes are recorded in the schedule, so records stay consistent across healthcare departments without extra admin.
Adjust healthcare coverage during busy periods
When one unit becomes busier than expected, staff are often pulled in to support. Having a clear view of schedules and hours makes it easier to move coverage where it’s needed without losing track of shifts or staffing levels.
