CAREGIVER AND ASSISTED LIVING SCHEDULING SOFTWARE
Caregiver scheduling software for assisted living and nursing homes
Managing caregiver schedules is complex. You’re balancing coverage, certifications, overtime, and last-minute call-outs.
When I Work gives assisted living, nursing home, and home health managers the scheduling software they need to build shifts quickly, notify staff instantly, and stay on top of labor costs. It also serves as an assisted living facility software explicitly built for shift-based senior care teams.
Start scheduling your caregivers for free today!
Start scheduling and tracking time today.
ASSISTED LIVING PAYROLL
Make caregiver payroll accurate and simple
Sync scheduled hours directly to payroll and reduce manual entry. When I Work is the caregiver scheduling software with pay rules, overtime tracking, and approved hours. Assisted living and nursing home managers can run payroll faster and with fewer errors.
SENIOR LIVING TEAM SCHEDULES
Manage overtime across caregiver teams
Set pay rules and control overtime inside your assisted living scheduling software. Track coverage, manage shift differentials, and reduce unnecessary labor costs. Get clear visibility into staffing levels before the schedule goes live.
CAREGIVER TIME TRACKING
Turn any device into a caregiver time clock
Give caregivers a simple way to clock in and out from any device. Track time and attendance across assisted living facilities, nursing homes, and home health visits. Keep your senior living scheduling software and time records aligned automatically.
CAREGIVER SCHEDULING SOFTWARE
Schedule your caregiver team with confidence
Building schedules for assisted living, nursing homes, and long-term care facilities takes time. You’re balancing coverage, certifications, overtime, and last-minute call-outs.
When I Work gives you caregiver scheduling software designed for senior living teams. Many facilities use it as scheduling software for nursing homes that operate 24/7. Build shifts in minutes, notify staff instantly, and see confirmations in real time. Make updates quickly and keep your assisted living schedule accurate all week.
Managers rely on this nursing home schedule software to maintain coverage across every shift, and save hours each week by replacing spreadsheets with scheduling software built for caregiver teams.
ASSISTED LIVING STAFF TIME CLOCK AND TIMESHEETS
Track caregiver time and attendance accurately
Managing attendance in assisted living and nursing homes requires precision. You need clear records for payroll, overtime, and compliance.
When I Work includes a built-in time clock for caregiver teams. It functions as attendance software for assisted living teams that need accurate, real-time records. Track clock-ins, breaks, time off, and shift attendance inside your assisted living scheduling software. Get real-time overtime alerts and labor visibility before costs escalate.
Better time tracking means fewer payroll errors and stronger shift coverage across your senior living or home health team.
Scott Parssinen
Braemar Golf Course
Customer since 2016
Control caregiver labor costs
Get real-time visibility into caregiver labor
Labor is one of the highest costs in assisted living and nursing homes. Small scheduling mistakes can quickly turn into overtime and payroll issues.
When I Work gives you real-time visibility into labor while you build the schedule. Match coverage to qualifications and availability, and prevent overtime before it happens with alerts, thresholds, and limits.
See the cost impact of changes before the schedule goes live. Together, scheduling and time tracking create a time-and-labor management software solution for assisted living facilities.
20%
Decrease in labor costs
8x
Time saved scheduling
3x
Reduction in employee no-shows
ASSISTED LIVING JOB SITES
Schedule caregivers across multiple facilities
Managing staff across multiple assisted living or senior living locations adds complexity. You need visibility into coverage, roles, and certifications at every site to maintain resident safety. Use When I Work to schedule caregivers in the right facility, department, or floor, or to share eligible employees across locations to reduce coverage gaps.
Our document storage feature provides active license-expiration alerts, notifying you before a CNA or nursing credential expires so you can address renewals before they affect your assisted living schedule. Certification-aware scheduling ensures nursing homes and assisted living facilities maintain strict compliance while controlling labor costs.
CAREGIVER TEAM MESSAGING
Built-in chat for assisted living and nursing home teams
Care teams move fast, and missed messages lead to missed shifts. When I Work includes built-in team messaging inside your caregiver scheduling software. Send updates, confirm coverage, and communicate about residents or shift changes without switching apps.
Message by individual, department, or facility. Keep scheduling and communication in one place so assisted living and senior living teams stay aligned.
EMPLOYEE SCHEDULING SOFTWARE FOR ANY INDUSTRY
Glowing reviews from our clients in home health care
1000+
No. of Employees
50
Locations
24/7 coverage with reduced overtime
1000+
No. of Employees
50
Locations
Chimes manages staffing across group homes operating around the clock. Scheduling more than 300 employees across 50 locations manually created delays, missed shifts, and rising overtime costs.
"[When I Work] is well worth the money. It does everything we need and helps us control overtime."
– Michael Dube , Program Director
With When I Work, house managers build and adjust schedules quickly. Caregivers receive instant notifications and confirm shifts directly in the app. Overtime is now controlled with clearer visibility into allocated hours. Built-in team messaging improves communication and reduces last-minute confusion.
Products Used
Scheduling
80+
No. of Employees
10
Hours Saved Weekly
Scheduling App Frees Up Manager's Time for Critical Patient Work
80+
No. of Employees
10
Hours Saved Weekly
When April Harper started in her role as Recruiter at Brookdale Senior Living, scheduling was a manual process and she knew there had to be an easier way. She saw the need to find a more efficient way to schedule the 45-80 healthcare employees across the 8 communities she oversees.
"We love When I Work because it's so easy to use. Document Storage has saved us 10 hours a week!"
– April Harper , Recruiter
When April Harper started in her role as Recruiter at Brookdale Senior Living, scheduling was a manual process and she knew there had to be an easier way. She saw the need to find a more efficient way to schedule the 45-80 healthcare employees across the 8 communities she oversees. April chose When I Work for Brookdale’s scheduling needs because of how intuitive the app is to use. She loves how easy it is to train new employees on the platform, and has helped Brookdale Senior Living see the value of using When I Work as a tool for scheduling. Additionally, April raved about the Document Storage feature. This feature has saved her at least 10 hours every week. Instead of scrambling to look for training, HR, and community information documents only to follow up with employees individually. April is able to send her employees to one central location to access the documents and materials they need to do their job well. Her employees love the document storage feature and the ease of use it provides. With all of the time she has saved each week using When I Work, she’s able to focus more of her energy recruiting and hiring critical roles that ensure the best service possible to the seniors that are in her care across the communities she serves at Brookdale Senior Living.
Products Used
- Scheduling
Document Storage
Scheduling software built for every type of senior care setting
Caregiver and assisted living facilities we support
Caregiver scheduling looks different across facilities. Coverage requirements, certifications, overtime limits, and staffing models vary by setting. When I Work provides assisted living, nursing home, and home health scheduling software designed for shift-based care teams.
SCALABLE CAREGIVER SCHEDULING SOFTWARE
Built for single or multi-location senior living teams
Whether you manage one assisted living facility or multiple nursing homes, your scheduling system needs to adapt. Staffing levels change, coverage needs shift, and teams grow.
When I Work supports single-site teams and multi-location senior living organizations on one scheduling platform. Add facilities, departments, and caregivers as you grow without rebuilding your process.
Keep schedules consistent across locations while maintaining local visibility and control.
TIMESHEETS INTEGRATE DIRECTLY WITH PAYROLL
Send caregiver hours to payroll with fewer errors
Accurate time tracking is critical in assisted living and nursing homes. Manual exports and corrections slow payroll and increase risk.
When I Work keeps scheduling and time tracking in one place. Managers review hours, approve timesheets, and send payroll-ready data to their payroll provider in just a few clicks.
Reduce corrections, prevent overtime surprises, and keep caregiver payroll consistent across locations.
When I Work integrates with leading payroll providers, including Rippling, so your senior living or home health team can process payroll without duplicate data entry.
Loved by millions around the globe
1 in 10 employees have used When I Work.
by our customers on Capterra.
TIME CLOCK AND SCHEDULING FOR CAREGIVER TEAMS
Keep schedules, time tracking, and labor costs aligned
In assisted living and nursing homes, scheduling and time tracking go hand in hand. Coverage, payroll accuracy, overtime, and compliance all depend on accurate records. When I Work is the caregiver scheduling software with a built-in time clock, so managers can control labor without switching systems.
Control labor costs in real time
See where labor hours are spent across facilities, departments, and roles. Compare scheduled hours to actual time worked inside your assisted living scheduling software. Use labor distribution reports to identify trends and adjust coverage before costs escalate.
Simplify caregiver payroll
Approve timesheets quickly and send payroll-ready data to your provider. Reduce manual corrections and prevent errors caused by disconnected systems. Accurate time tracking keeps nursing home and senior living payroll consistent across locations.
Start labor budgeting with clear targets
Set labor percentage targets and monitor performance directly within the schedule. See the difference between scheduled hours and actual worked hours in real time. Clear visibility helps assisted living managers stay within budget while maintaining proper coverage.
Prevent overtime before it happens
Receive alerts while building the schedule if a shift pushes a caregiver into overtime. Adjust coverage early rather than react after payroll closes. Real-time overtime visibility helps long-term care and home health teams control labor costs week after week.
Manage staff breaks accurately
Set shift break rules and let caregivers record paid and unpaid breaks at clock-out. Keep time and attendance records accurate for assisted living and nursing home payroll. Precise break tracking supports compliance and reduces disputes.
