8 Best Long-Term Care Time and Attendance Software in 2026

Tracking caregiver hours and managing shift schedules in long-term care settings comes with unique challenges. You're balancing Medicaid documentation requirements, HCBS billing rules, and around-the-clock staffing coverage. iCareManager gives you an all-in-one staff time and attendance solution purpose-built for IDD agencies, assisted living facilities, and long-term care providers.

This listicle walks you through eight platforms that can help you capture accurate time records, automate timesheets, maintain labor compliance, and keep payroll running smoothly. Each option is evaluated for features that matter most to long-term care operations managers and administrators.

Quick guide: 8 staff time and attendance systems for long-term care

1. iCareManager: The leading EHR-integrated platform for IDD and long-term care workforce management

2. Deputy: Scheduling and attendance automation with mobile clock-in

3. When I Work: Shift coordination with mobile time capture for multi-location teams

4. UKG Pro: Human capital management with configurable attendance rules

5. OnShift: Workforce management with AI-driven forecasting

6. 7shifts: Shift-based clocking with exception management

7. Kronos Workforce Central: Enterprise time tracking with labor rule controls

8. Empeon: Healthcare-focused HR platform with biometric authentication

How we chose these staff time and attendance systems for long-term care

Selecting time and attendance software for long-term care means evaluating more than basic clock-in features. Your platform needs to handle shift variations, overtime calculations, and compliance documentation specific to healthcare and human services.

• Real-time attendance visibility: You can see who's clocked in, who's running late, and where coverage gaps exist across your locations

• Compliance-ready recordkeeping: The platform tracks overtime, breaks, and labor hours to help you meet state and federal requirements

• Mobile accessibility: Your caregivers and direct support professionals can clock in and out from smartphones or tablets

• Integration with care workflows: Time data connects to billing, payroll, and service documentation for fewer manual steps

• Automated alerts and approvals: Supervisors get notified about missed clock-ins, pending approvals, and policy exceptions

• PTO and benefits tracking: Staff can request time off and see their accrued balances without back-and-forth emails

The 8 staff time and attendance systems for long-term care

1. iCareManager: The leading staff time and attendance platform for long-term care

iCareManager delivers a purpose-built staff time and attendance solution designed specifically for IDD agencies, HCBS providers, and long-term care organizations. Unlike generic workforce tools, iCareManager understands the documentation and billing requirements that come with Medicaid services and regulatory compliance.

The platform captures accurate time records in real time, letting supervisors monitor attendance patterns and validate data as it comes in. With built-in PTO management, staff can submit time-off requests through a transparent workflow, and managers can approve them without leaving the system.

iCareManager connects your time and attendance data directly to care documentation and billing workflows. This means fewer duplicate entries and cleaner data flowing into payroll. The mobile-friendly design lets caregivers clock in from any device, whether they're at a group home, day program, or community-based setting.

iCareManager features

• Real-time accurate time records: Capture and validate staff hours as they happen across programs, shifts, and service types

• Automated timesheet calculations: The platform calculates worked hours, overtime, and benefit accruals automatically

• PTO and benefits tracking: Staff can see their balances and submit requests, while managers approve through streamlined workflows

• Alerts for supervisors and staff: Get instant notifications for missed clock-ins, late submissions, and pending approvals

• Labor law compliance tracking: Track attendance, overtime, and breaks to stay aligned with regulations

• Payroll-ready exports: Export clean time data directly to your payroll process for error-free compensation

iCareManager pros and cons

Pros:

• Built specifically for IDD, HCBS, and assisted living providers who need specialized workflows

• Integrates time tracking with EHR documentation, billing, and case management

• SOC 2 Type II certified and HIPAA compliant for secure handling of sensitive data

Cons:

• Focused on human services and long-term care, so organizations outside these sectors may find some features less relevant

• Full EHR integration requires onboarding time to configure modules for your specific programs

• Some advanced reporting customization may require initial setup with support

2. Deputy: Scheduling and attendance automation with mobile clock-in

Deputy combines workforce scheduling with shift-based time tracking for healthcare teams. The platform includes real-time attendance views by location and shift, plus automated approvals for common staffing adjustments.

Manager dashboards support compliance-oriented review of attendance trends and staffing coverage. Deputy works across desktop, tablet, and mobile devices, giving caregivers flexibility in how they clock in and out.

Deputy features

• Real-time attendance visibility across locations and shifts

• Manager approval workflows for schedule and attendance changes

• Kiosk and mobile clocking options to reduce missed punches

Deputy pros and cons

Pros:

• Shift scheduling connects directly to time tracking outcomes

• Real-time views help managers catch coverage gaps quickly

• Mobile access supports caregivers working across multiple sites

Cons:

• Setup requires careful configuration for healthcare-specific exceptions

• Advanced reporting may need customization for local compliance rules

• Not built specifically for long-term care or IDD documentation workflows

3. When I Work: Shift coordination with mobile time capture

When I Work focuses on schedule-building workflows for shift-based teams. The platform supports employee time clocking, shift scheduling, and automated notifications for updates and approvals.

Team communication features and availability management help coordinate coverage across multiple locations. Reporting centers on scheduled versus worked hours to support attendance reviews.

When I Work features

• Shift scheduling with swap approvals for coverage changes

• Employee time clocking with mobile check-in support

• Availability requests to reduce manual coordination

When I Work pros and cons

Pros:

• Schedule swaps and availability tools help fill gaps quickly

• Location-based groups support multi-site healthcare teams

• Mobile time clocking stays synchronized with assigned shifts

Cons:

• Advanced compliance workflows are limited for complex healthcare labor rules

• Break and premium hour calculations may require extra configuration

• Reporting focuses on shifts and attendance rather than deep workforce analytics

4. UKG Pro: Human capital management with configurable attendance rules

UKG Pro offers workforce management depth for healthcare scheduling, staffing, and labor compliance. The platform supports time collection workflows for employees and supervisors, including approvals and audit-ready records.

You can configure rules for shifts, time policies, and attendance tracking in regulated environments. UKG Pro integrates with broader HR capabilities to support end-to-end workforce processes across facilities.

UKG Pro features

• Healthcare-ready time collection with configurable attendance rules

• Audit-focused time records with supervisor review workflows

• Flexible shift and schedule handling for multi-site operations

UKG Pro pros and cons

Pros:

• Configurable policies support complex labor rule requirements

• Supervisor approvals create clear audit trails

• Integrates scheduling with broader UKG HR capabilities

Cons:

• Configuration complexity can slow initial rollout for multi-department teams

• Reporting customization may require specialist support for advanced views

• Policy changes can be operationally heavy without strong governance

5. OnShift: Workforce management with AI-driven forecasting

OnShift focuses on staffing management, communication, and regulatory compliance for long-term care facilities. The platform helps with shift creation, real-time coordination, and certifications tracking.

AI-driven forecasting predicts staffing gaps up to 30 days in advance, which helps with resource allocation and reduces last-minute scrambling for coverage.

OnShift features

• AI-powered staffing recommendations that balance preferences and requirements

• Real-time communication tools including shift swaps and push alerts

• Compliance tracking for certifications, staffing ratios, and licensing mandates

OnShift pros and cons

Pros:

• AI forecasting helps predict and prevent staffing gaps

• Communication tools reduce scheduling conflicts

• Compliance tracking covers certifications and staffing ratios

Cons:

• Initial setup may require dedicated IT support for EHR integrations

• Limited customization for facilities with niche staffing needs

• Higher cost structure may not fit very small or rural nursing homes

6. 7shifts: Shift-based clocking with exception management

7shifts offers schedule-driven time and attendance with shift-based clocking. Staff clock in and out against assigned shifts, and managers handle exceptions for missed, late, or edited punches.

The platform supports multi-location workflows with role-based controls and audit visibility for time changes. Reporting highlights labor coverage against schedules for payroll-ready reconciliation.

7shifts features

• Shift-based clocking tied to assignments to reduce off-schedule punch confusion

• Role-based approvals that control who edits time and schedules

• Audit trail capturing changes for timecards and attendance exceptions

7shifts pros and cons

Pros:

• Clocking tied to shifts reduces reconciliation work

• Role-based controls help maintain accountability

• Audit trails capture all timecard changes

Cons:

• Relies on accurate shift assignment setup to avoid reconciliation issues

• Complex policy edge cases can require more manual review

• Reporting depth may lag specialized analytics tools in larger enterprises

7. Kronos Workforce Central: Enterprise time tracking with labor rule controls

Kronos Workforce Central offers enterprise-grade time and attendance workflows built around workforce scheduling and HR controls. The platform supports automated time capture, exception management, and approval routing.

Labor rules can be enforced with configurable policies and audit trails for compliance-focused organizations. Reporting and analytics support staffing visibility by location, job role, and pay-related dimensions.

Kronos Workforce Central features

• Exception management for late punches, missing punches, and policy conflicts

• Configurable approval workflows with audit trails for regulated time edits

• Built-in labor rule controls for healthcare compliance needs

Kronos Workforce Central pros and cons

Pros:

• Exception handling addresses common punch issues proactively

• Audit trails support regulated environments

• Detailed reporting by employee, location, and pay attributes

Cons:

• Enterprise configuration complexity can slow initial rollout for smaller sites

• Healthcare-specific workflows may require process tuning beyond default templates

• User navigation can feel heavy for operators handling frequent edits

8. Empeon: Healthcare-focused HR with biometric authentication

Empeon is an HR platform designed for nursing homes and long-term care providers. The platform includes biometric authentication to verify employee identities, which helps reduce time theft and buddy punching.

Time tracking integrates with payroll and supports compliance with labor laws. The mobile-friendly design and customizable alerts help managers stay on top of attendance across shifts.

Empeon features

• Biometric authentication using fingerprints or facial recognition

• Proactive compliance support for overtime rules and break regulations

• Mobile-friendly employee self-service for schedules and time tracking

Empeon pros and cons

Pros:

• Biometric clock-in helps prevent buddy punching

• Built specifically for nursing homes and long-term care

• Integrations with payroll reduce manual data entry

Cons:

• Biometric hardware requires initial setup investment

• Focus is on nursing homes, so IDD-specific workflows may need adaptation

• Some features may require higher-tier plans for full access

Comparison table: Staff time and attendance systems for long-term care

Platform	Long-Term Care Focus	EHR Integration	Mobile Clock-In	Compliance Alerts
iCareManager	✓	✓	✓	✓
Deputy	✗	✗	✓	✓
When I Work	✗	✗	✓	✗
UKG Pro	✗	✓	✓	✓
OnShift	✓	✓	✓	✓
7shifts	✗	✗	✓	✗
Kronos Workforce Central	✗	✓	✓	✓
Empeon	✓	✗	✓	✓

What should you look for in time and attendance software for long-term care?

When evaluating time and attendance systems for your long-term care organization, start with the features that address your biggest operational pain points. If your team spends hours reconciling timesheets each pay period, prioritize platforms with automated calculations and payroll-ready exports.

Look for mobile accessibility that works reliably in group homes, day programs, and community settings. Your direct support professionals and caregivers need tools that function where they work, not just at a central office.

Compliance features matter significantly in regulated environments. The platform should track overtime, breaks, and attendance patterns while generating documentation that supports audits and state requirements. Integration with your existing EHR or billing systems reduces duplicate data entry and keeps your records consistent.

How does time and attendance software help with Medicaid billing compliance?

Accurate time records form the foundation of Medicaid billing for HCBS and long-term care services. When your staff time data is captured in real time and validated automatically, you reduce the risk of billing errors that can trigger audits or claim denials.

Platforms like iCareManager connect time and attendance directly to service documentation and EVV workflows. This creates a clear audit trail from the caregiver's clock-in to the billed service, making it easier to demonstrate compliance during reviews.

Clean time data also supports your internal quality assurance processes. You can spot patterns like consistent overtime or scheduling gaps that might affect service delivery before they become larger problems.

Why iCareManager is the top staff time and attendance system for long-term care

iCareManager stands apart because it was built from the ground up for IDD agencies, HCBS providers, and long-term care organizations. Generic workforce management tools often require workarounds to fit the documentation and billing requirements specific to human services.

The platform connects time and attendance to care documentation, billing, and compliance workflows in one unified system. iCareManager gives you real-time visibility into staff attendance, automates timesheet calculations, and exports clean data to payroll without manual reconciliation.

With SOC 2 Type II certification and HIPAA compliance, iCareManager protects sensitive staff and individual data at every step. The mobile-friendly design works for caregivers in residential settings, day programs, and community-based services. If you're managing time and attendance for a long-term care operation, iCareManager offers the specialized features and integrated workflows you need to reduce administrative burden and stay compliant.