Technology and automation have transformed workforce planning across health care settings, including long-term care facilities. If your organization is still relying on manual assignment methods, it may be time to move toward intelligent solutions. The right platform delegates shifts and accounts for employee qualifications, certifications, and skill mix to ensure appropriate coverage of senior staff, specialists and support personnel at all times.
Methodology for Selecting the Best Employee Scheduling Solution
When long-term care facilities transition to automated solutions, evaluating which platform best fits their needs is key. Here are five criteria used to ensure a nonpartisan judgment.
| Industry fit | The solution must meet the nuanced needs of long-term care environments and support compliance with state and federal staffing regulations. |
| Scheduling automation | Strong solutions account for personnel availability, skill mix, acuity levels and overtime thresholds to ensure accurate and balanced coverage. |
| Workforce flexibility | Effective workforce software empowers staff through mobile access, self-scheduling, shift swaps, bidding and real-time notifications. |
| Cost control | Integration with time and attendance, payroll and reporting tools enables managers to make data-driven decisions and proactively control staffing expenses. |
| Ease of use | Upgrading to the platform should be easy to minimize friction and enhance operational efficiency. |
While there’s an endless list of platforms in the market, you need one that actually meets the unique needs of senior care. Here’s our review of the top solutions in the industry.
1. Smartlinx
Smartlinx ranks as the best employee scheduling solution for long-term care facilities. It is purpose-built for the industry, meaning it understands its unique needs deeply and effectively addresses common gaps. The platform also handles more than scheduling. Personnel can view their shifts and record time and attendance via a mobile app. It also integrates with payroll, so salaries are automatically linked to hours worked.
What’s truly innovative is that it’s census- and acuity-based, using real-time resident demand to create and adjust staff schedules accordingly. This eliminates the mental burden of manually estimating the number of professionals necessary per shift. With predictive analytics, it also forecasts future personnel needs based on projected census data. This level of oversight and integration makes Smartlinx the top choice for HR teams managing assisted living facilities and nursing homes.
2. OnShift
OnShift is a strong choice for managing employee schedules, developed with input from hundreds of long-term care and senior living communities. This means it’s well-versed in handling a diverse workforce and high turnover. A standout feature is the OnShift Wallet — a highly desirable perk that allows workers to access their earned wages even before payday, reducing financial stress and encouraging shift pickups as they can see their earnings accumulate.
OnShift fully understands stringent state and federal staffing regulations and includes built-in tools to ensure compliance. Managers can monitor employee levels in real time based on hours per patient day, while certification tracking alerts when credentials expire to help avoid costly fines. Tools like Staff Extend prioritize internal qualified professionals for open shifts, reducing reliance on expensive agency workers. The live visibility into labor and budget performance helps leaders make informed and data-driven decisions accordingly.
3. Connecteam
Connecteam may not be designed specifically for long-term care facilities, but it is a comprehensive health care employee scheduling platform. It ranks high because it is the go-to all-in-one, mobile-first solution designed to be HIPAA compliant.
If your company prioritizes secure communication and sensitive patient information storage, Connecteam is an excellent choice. Its built-in chat reduces reliance on third-party messaging apps that could compromise patient data. Managers also appreciate the drag-and-drop function for easy block assignments, as well as templates for recurring shifts, which help lighten the workload. Plus, the platform features an AI-powered auto-scheduler that considers employee availability, skills and preferences, making optimal staff rostering just a few clicks away.
4. Celayix
Celayix excels in automated caregiver workforce planning, regardless of the complexity of the demands. If constant overtime and related costs are your concerns, one key advantage is its customizable rules that prevent assigning personnel in ways that trigger extensions. For staff, self-scheduling and bidding provide autonomy over preferred shifts, which helps improve work-life balance and retention.
On the scheduling side, Celayix automates efficient assignments tailored to each caregiver role. You don’t have to manually decide which RN, LPN or aide is necessary — the platform handles it for you. The smartphone-enabled access allows instant updates, time-off requests and changes, reducing missed shifts and no-shows so you’re always adequately staffed. Additionally, it tracks movements, which helps prevent cross-contamination, especially in situations where diseases spread easily, such as during a pandemic.
5. SnapSchedule
SnapSchedule understands the complex staffing needs of long-term care, so it automates the creation of 24/7 schedules, including rotations. It helps administrators manage diverse shifts and skill sets while reducing the time spent manually assigning duty hours. This supports adherence to the hours-per-patient-per-day requirements and improves regulatory readiness.
One of SnapSchedule’s key strengths is real-time adaptability. Managers can handle last-minute changes, callouts and staffing fluctuations to ensure consistent care without relying on overtime and cuts related costs. The mobile app also provides employees with on-the-go access to schedules, time-off requests, slot swaps and open shift bidding, easing administrative workload.
| Date Established | Core Features | Mobile Access | Key Differentiator | |
| Smartlinx | 2000 | Census- and acuity-based scheduling, mobile app access, time and attendance tracking, payroll integration, predictive analytics | Yes, via SmartLinx Go
|
Purpose-built for long-term care
Uses live resident demand and projected census data to adjust staffing needs automatically |
| OnShift | 2007 | Strong compliance tools and employee financial incentives Hours-per-patient-day monitoring, certification tracking, labor and budget visibility |
Yes, via OnShift Mobile | OnShift Wallet
Staff Extend
|
| Connecteam | 2016 | Built-in secure chat, drag-and-drop rostering, recurring shift templates and AI-powered auto-scheduler | Yes, via Connecteam | For general healthcare needs, HIPAA-compliant |
| Celayix | 2000 | Advanced automation and overtime control
Customizable scheduling rules, role-based caregiver assignments, self-schedule, shift bidding, staff movement tracking |
Yes, via Celayix Team Xpress | Supports infection control through staff movement tracking |
| SnapSchedule | 2008 | Automated rotating schedules, real-time callout management, mobile access, duty swaps, open shift bidding | Yes, via Snap Schedule 365 Employee | Excels at handling last-minute changes without increasing overtime |
Smarter Scheduling, Better Care Outcomes
Long-term care facilities have needs that are unique to the industry. Each facility serves a distinct mix of patients and professionals. Choosing a solution built to address these realities ensures efficient coordination and frees up more time and energy for patient care.
By moving away from manual assignment and adopting automated shift planning, teams can minimize errors and ensure the right professionals are on duty. Faster, smarter scheduling ultimately leads to better care outcomes and greater satisfaction for both personnel and patients alike.
