Top 5 healthcare staff scheduling software tools: Your 2025 guide

It’s no secret that healthcare staff scheduling is complex. From staffing shortages and shift swapping to compliance and labor law management, staffing agencies have a lot to stay on top of to keep things running smoothly. 

Enter healthcare staff scheduling software. These tools streamline and automate the scheduling process—including creating and tracking employee shifts—for healthcare professionals. They help ensure you have the right staff in the right place at the right time to deliver the appropriate level of patient care. They can also handle HR-related tasks like onboarding, time tracking, and managing time-off requests.

But not all scheduling apps are created equal. If you’re on the hunt for a healthcare scheduling solution, it’s a good idea to get to know some of the top providers on the market and review a few helpful tips for finding the perfect fit.

The 5 best healthcare staff scheduling software for 2025 and beyond

When it comes to shopping for software, knowing where to start can be the hardest part. This is especially true in markets like healthcare staffing software, which is growing rapidly. 

According to a 2025 report by Grand View Research, the U.S. healthcare staffing and software market was valued at an estimated $1.14 billion in 2024. It’s estimated to reach at least $1.3 billion in 2025 and grow to around $3.1 billion by 2033.

No matter where you are in your buying journey, the following five healthcare staff scheduling software solutions are worth exploring: 

1. Teambridge
2. QGenda
3. Shiftboard
4. NurseGrid
5. OnShift

1. Teambridge

Teambridge is an all-in-one contingent workforce management software solution designed to meet the needs of staffing agencies, particularly those serving healthcare facilities. It lets you customize the logic behind scheduling and the scheduling interface to create a user-friendly experience that matches your current workflow. 

The platform supports a variety of work schedules for healthcare providers, including locums, per diem, and on-call shifts. Its ease of use accelerates productivity, scales with your agency, and can help set you apart from competitors.

Key features:

• Drag-and-drop builder: Schedule faster by moving shifts with a single click.
• Automated shift rules: Set granular rules like limiting the number of hours a team member can work each day based on their role. 
• Self-service mobile access: Let staff claim and swap shifts on their mobile devices using the Teambridge app.
• Customizable scheduling workflows: Create a custom dashboard that looks exactly how you want it to—no coding required.

Limitations: 

• No built-in payroll: While Teambridge can be integrated with third-party payroll providers, users will still need their own payroll system.
• More in-depth implementation process: Because the platform is highly customizable, you’ll need to work with an implementation specialist to get you up and running smoothly.

2. QGenda

QGenda is a healthcare workforce management platform that aims to boost staff engagement and retention while improving operational efficiency. It includes credentialing, time and attendance, scheduling, and capacity management. 

QGenda serves a variety of healthcare organizations, including academic medical centers, federal agencies, and national practice groups across specific subspecialties. The platform’s AI tools automate routine tasks to help reduce administrative burden and keep the focus on patient care.

Key features:

• Predictive forecasting technology: Identify and address potential workforce issues before they happen.
• Automated scheduling: Create schedules that consider workload distribution, provider preferences, and clinical targets.
• AI-driven analytics: Improve scheduling accuracy by tracking provider time on call, in clinic, on vacation, and more.

Limitations: 

• Limited mobile functionality: While QGenda offers a mobile app, some find it glitchy or difficult to navigate, according to software review website G2 and the Apple App Store.
• Complexity: Reviews on Capterra indicate the solution isn't particularly intuitive and requires more training to use.

3. Shiftboard

Shiftboard is an employee scheduling software for “mission-critical industries,” including healthcare. It offers scheduling automation in addition to worker engagement, change management, labor demand planning, and leave and timesheet management. 

Shiftboard's scheduling tools are designed to maximize scheduling efficiency and create more shift coverage options.

Key features:

• Auto-block: Improve compliance by automatically blocking scheduling violations against employment laws, internal policies, fatigue rules, and more.
• Targeted communications: Send important updates about schedule changes and new shift openings to the right staff via texts, emails, calls, and mobile notifications.
• Real-time adaptation: Adjust schedules quickly to respond to last-minute cancellations or changes in demand.

Limitations: 

• Limited scheduling features: Shiftboard prioritizes a broader service set than competitors, meaning it offers fewer scheduling-specific features than others. 
• Glitches: Some G2 user reviews report glitches and occasional bugs.

4. NurseGrid

NurseGrid is a calendar app designed for nurses to help them take control of their schedules. It was built to accommodate departments, small healthcare facilities, and clinical practice teams of up to 250 staff. 

The NurseGrid app aims to simplify schedule creation and sharing, enhance team communication, and reduce scheduling conflicts through greater visibility.

Key features:

• Smartwatch app: Let staff view their weekly schedules, shift details, and notifications right from their wrists. 
• Central dashboard: See who’s working for the day at a glance.
• Self-service app: Enable nurses to track their credentials, shift swaps, and work and personal calendars within the NurseGrid app.

Limitations: 

• Nurse-only focus: NurseGrid is specific to nurse scheduling and doesn't support other provider types. 
• Limited scope: The app is designed for facilities with staff sizes under 250 employees, making it difficult to scale.

5. OnShift

OnShift is a workforce management solution specifically for senior care. Beyond simplifying staff scheduling, it also helps facilities control labor costs and improve care quality.

The OnShift platform is geared toward staffing post-acute care and senior living facilities. It also offers services for talent acquisition, payroll, reporting, engagement, and retention.

Key features:

• Employee app: Engage staff with a mobile app that integrates messaging, scheduling, performance tracking, and employee rewards.
• Configurable templates: Create schedules using customizable templates.
• Integrations: Connect OnShift with your human resources information system (HRIS), clinical, and timekeeping systems to better manage your workforce. 

Limitations: 

• Limited use case: OnShift was made specifically for senior care staffing, meaning it may not suit other healthcare workforces. 
• User experience: Some users report challenges with its ease of use, according to Capterra reviews.

Selecting the right healthcare staff scheduling software

Ultimately, choosing the right healthcare staff scheduling software comes down to your agency’s needs. This includes the types of organizations you work with, the number of staff you schedule, and the tools you need to work efficiently.

When creating your list of “must-have” features, consider adding the following.

Auto-scheduling and real-time conflict detection

The goal of scheduling software is to reduce your team's administrative burden. Look for a solution that offers auto-scheduling features, such as the ability to set rules that let staff with specific roles, credentials, or certifications automatically claim shifts. This takes some scheduling assignments off your plate to save you time and labor.

Auto-scheduling features can also help detect scheduling conflicts as soon as shifts overlap. These alerts help you stay compliant with labor laws while preventing unapproved overtime. 

Credential tracking and compliance by design

Every healthcare staffing agency can benefit from a solution that supports compliance. Seek out software with credentialing features that notify you when a staff member’s credentials expire and that ideally has a mobile app so healthcare workers can upload their new credentials to get right back on the roster. Some apps even send the staff member reminders so you can take that task off your to-do list.

Accurate time tracking and labor law management

Time theft and buddy punching happen, and they can get you into trouble with labor laws while also costing you money. Since scheduling and timekeeping go hand-in-hand, choose a solution that integrates timekeeping to prevent these issues.

For example, Teambridge offers a geofencing time clock app that automatically clocks staff in and out when they enter the work site. The app can also use GPS tracking to confirm the worker’s location, ensuring accurate timesheets. 

Getting started: Software adoption tips and best practices

Once you’ve settled on the best solution, it’s time to put it to work. Digital transformation is never easy, but these tips can help ease the adoption process.

Pilot with a cross-functional team or department

Before rolling the solution out to your entire company, start with a pilot program that includes a select group of staff. This way, you can make sure the system functions properly, collect feedback, and prepare resources for the official go-live. Use your learnings from the pilot to inform the final rollout plan. 

Train, shadow, and certify users before rollout

Employees are more likely to adopt software when they know how to use it. Provide hands-on training before rollout so they have time to test the system, explore its features, and ask questions. Prior to launch day, make sure they have easy access to how-to videos, step-by-step guides, and a software “champion” who can help if they get stuck. 

Foster staff engagement through mobile self-service

Even after you've rolled out your new system, keep encouraging your staff to use it. Highlight benefits like setting their own schedules based on their preferences or managing documentation via the app. Offer drawings or rewards for those who actively claim open shifts or upload credentials. Incentives can help drive initial adoption, and then the app’s convenience can sell itself.

Ace staffing placements with Teambridge

Teambridge provides healthcare organizations with flexible, modern staff scheduling solutions to help teams accommodate complex requirements across roles, locations, and specialties. Features like drag-and-drop tools, automated shift rules, and mobile self-scheduling help you streamline assignment processes and improve communication while maintaining visibility and compliance.

Book time with us so you can see how Teambridge automates scheduling, tracks credentials, and empowers healthcare staff—all in one platform.

Healthcare staff scheduling software FAQs

What is the most common type of scheduling in healthcare?

The most common type of scheduling in healthcare is three 12-hour shifts per week, particularly in hospitals and acute care settings. Healthcare scheduling software can help optimize these shifts and reduce staff burnout.

What is the best scheduling software for healthcare?

The best staff scheduling software for healthcare depends on your needs and priorities. However, features like a drag-and-drop schedule builder, a self-service employee mobile app, and support for per-diem and other flexible scheduling models are essential for many organizations.