Healthcare staff scheduling is a people-and-coverage problem: recurring shifts need to stay predictable, approved time off needs to be visible, and an unexpected opening needs a clear path to the employees who can cover it. ClockOut puts those staff workflows beside the employee time clock and timesheet approval process.
One staff schedule for availability, PTO, and open shifts
ClockOut gives managers a weekly employee schedule that can reuse recurring templates, detect conflicts, and account for the availability and approved PTO recorded by each employee. When a shift opens unexpectedly, managers can broadcast it instead of rebuilding the schedule through texts.
Recurring schedules for predictable coverage
Reuse the shifts that repeat each week, then adjust the exceptions. This works for a single clinic or for organizations that need separate schedules at multiple locations.
Employee availability and PTO in the scheduler
Starter and Pro include PTO balances, requests, approvals, and weekly availability. The scheduler respects those records while a manager assigns employee shifts.
Open shifts and shift swaps
Managers can broadcast an open shift to the team. Employees can use the shift-swap workflow when plans change, keeping the coverage update visible inside the schedule.
Connect the clinic schedule to employee time
Scheduled employees can clock in through the ClockOut web app, which captures GPS on every punch. Starter and Pro can enforce or flag a location geofence. For teams that do not use personal phones at work, kiosk mode lets employees clock in from a shared tablet with a four-digit PIN. See the GPS time clock and tablet kiosk guide.
Review exceptions before approving hours
On Starter and Pro, late arrivals, no-shows, missed breaks, and unapproved overtime can be collected in the Exception Inbox for a manager to review. Timesheet approvals keep the review step in the same system as schedules and punches.
Export approved hours as files
Pro lets managers preview hours, lock a pay period, and download payroll-ready CSV files in formats for ADP, Gusto, and QuickBooks. A generic CSV is also available. These are downloadable file exports, not direct payroll connections.
Set up healthcare staff scheduling step by step
- 01
Create the organization and locations
Sign up, add each workplace location, and assign the managers responsible for its employee schedule.
- 02
Invite employees
Add employees by name and phone number or share an invite link. Assign roles, departments, and locations as needed.
- 03
Record availability and approved PTO
Give the scheduler the staff constraints it needs before the next set of shifts is assigned.
- 04
Publish recurring and open shifts
Reuse repeatable templates, resolve conflicts, and broadcast uncovered employee shifts to the team.
- 05
Review punches and approve timesheets
Clear exceptions, approve employee hours, and export the pay-period file when it is ready.
Healthcare staff scheduling plans
| Free | Starter | Pro | |
|---|---|---|---|
| Active employees | Up to 2 | Unlimited | Unlimited |
| Basic scheduling | ✓ | ✓ | ✓ |
| Recurring schedules | ✗ | ✓ | ✓ |
| Open shifts and swaps | ✗ | ✓ | ✓ |
| Availability and PTO | ✗ | ✓ | ✓ |
| Multi-location | ✗ | ✓ | ✓ |
| Kiosk and Exception Inbox | ✗ | ✓ | ✓ |
| Payroll-ready export formats | Generic CSV | Generic CSV | ADP, Gusto, QuickBooks + CSV |
Free supports up to 2 employees. Starter is $3 per active employee per month and adds recurring schedules, open shifts, swaps, availability, PTO, multi-location, kiosk mode, and the Exception Inbox. Pro is $5 per active employee per month and adds payroll runs, formatted export files, reporting, and the configurable compliance engine. Review the current details on the pricing page.
Healthcare staff time and scheduling guides
- Time tracking for medical clinics and dental offices
- How to handle missed clock-outs
- How to invite employees to a time clock app
- Read the maintained product facts
Healthcare staff scheduling software FAQ
Does ClockOut schedule healthcare employees or patients?
Employees only. ClockOut manages staff shifts, availability, PTO, time punches, and approved hours. It does not schedule patient appointments or clinical care.
Can employees work across multiple clinic locations?
Yes. Starter and Pro support multiple locations. Each location can have its own employee schedule, managers, geofence, and rules.
Can clinic staff clock in without personal phones?
Yes. Starter and Pro include kiosk mode for a shared tablet. Employees clock in with a four-digit PIN and do not need a personal device or individual kiosk login.
Does ClockOut handle staff availability and PTO?
Yes. Starter and Pro include weekly availability plus PTO accruals, balances, requests, and approvals. The scheduler respects employee availability and PTO.
How much does ClockOut cost for a healthcare team?
Free covers up to 2 employees. Starter is $3 per active employee per month, and Pro is $5 per active employee per month. No credit card is required for Free.