Care staff scheduling software pricing
$20 a month, plus $1 per staff member per month. One rate for every agency, no tiers, no minimum, no annual contract, and no call with anybody before you can find out what it costs.
Three real agency sizes, worked out in full.
Every figure below is the whole monthly bill for the whole product — every location, every position, every scheduler, and a sign-in for every staff member. There is nothing left to add on to make it work.
| Agency | Base | Staff | Per month | Per staff member |
|---|---|---|---|---|
| Two homes, 12 staff | $20.00 | $12.00 | $32.00 | $2.67 |
| Five homes and a day program, 46 staff | $20.00 | $46.00 | $66.00 | $1.43 |
| Fourteen locations, 120 staff | $20.00 | $120.00 | $140.00 | $1.17 |
The rate does not change with size and there is no volume negotiation to miss out on. A twelve-person agency pays the same $1 a head as a hundred-and-twenty-person one, which is the opposite of how this is usually sold — and it is the small provider who normally loses that trade.
Which staff you are charged for, exactly.
You are charged for the most staff you had active at any one point during the calendar month. Not the number on the day the invoice runs, and not everybody who passed through.
Why the peak and not today's number. If we billed the headcount on invoice day, an agency could archive twenty people the night before and pay for the month as though they had never worked it. If we billed everybody who appeared at any point, a home with heavy turnover would pay twice for one filled position. The highest simultaneous count is the figure that matches what you actually used.
In practice this means two things worth knowing before your first invoice. Archiving somebody mid-month does not reduce that month's bill — they were on the schedule, and you were scheduling them. But they are gone from the next one, with nothing to cancel and nobody to email.
And hiring mid-month costs you the whole $1 for that month rather than a fraction of it. At a dollar a head we would rather not build proration machinery that costs more to explain than it saves anyone.
Office staff who do not work shifts are free. An administrator or a scheduler who never appears on the roster is a login, not a staff member, and logins are not counted. So are people you have archived, and so is anybody on the schedule during your trial.
Your first invoice is prorated from the day you activate, so starting on the 20th does not cost you a full month. After that it is the calendar month, billed in whole cents, with the count and the arithmetic shown on your billing page rather than summarised — you can see the peak we used and check it against your own records.
What the price includes, and what it does not.
There is one product and everybody gets all of it. The list on the right is not a roadmap — those are things this deliberately does not do.
Everything, at every size.
- Unlimited locations, positions and position groups
- Unlimited schedulers and administrators
- A sign-in for every staff member, included
- Recurring master schedules — weekly or every other week
- Weeks kept filled ahead from your patterns, nightly
- Draft and publish, so staff never plan around a working copy
- Open shifts staff can ask for, and hand-overs between staff
- Call-offs, late arrivals and no-shows recorded with dates
- Time off recorded and honoured when assigning
- Overtime warnings against your own threshold
- Printing by week, by location or by person
- One-click fill of a whole week, weighing position, availability, hours so far, preferred hours and load — with a reason for anything it can't fill
- Plain-English editing: type the change, see it before it happens
- Installs to a phone home screen, no app store
Things you will need elsewhere.
- Payroll. It does not pay anybody.
- A timeclock. It does not clock anybody in or out.
- Billing, claims or EVV
- Anything about the people you support — no residents, no plans, no notes
- License and certification expiry tracking
- Staff-submitted time-off requests — a scheduler records these today
- Texting staff when a shift opens up — priced below, not built yet
The first two are the common ones, and they are absent because doing scheduling properly is a different job from doing nine things adequately. If a timeclock is what you are shopping for, this is not it, and it is cheaper for both of us if you find that out here.
Two optional extras. Neither is needed to run a schedule.
Both are off unless you switch them on, and the whole product works without either. They are listed here because the prices are decided, not because you should buy them.
| Add-on | What it does | Price | Available? |
|---|---|---|---|
| Reliability scoring | A rating out of 100 per staff member, built only from what a supervisor actually recorded — a late arrival, a call-off, a no-show. Optionally attach a bonus to holding a standard for three, six or twelve months. You choose whether schedulers see it, and separately whether staff see their own. | $20 a month, flat at any size | Yes |
| Text messaging | Text staff when a shift opens at short notice, instead of a group message half of them have muted. | $1 per staff member per month, planned | Not yet. It is not built, and we would rather say so than take money for it. |
One thing to know before your first invoice. Reliability scoring is switched on in your account when you sign up, so that you can try it during the trial. A trial is never invoiced, so it costs nothing while you are in one — but if you convert without touching it, your first bill has a $20 line for it.
You can decline it outright on your own billing page, in one click, and turn it back on later if you change your mind. We would rather print that here than have you find it on an invoice.
Scoring stays off until you switch it on, whether or not you are paying for it. That is deliberate and separate: nobody's staff should discover a score about themselves because their employer started a scheduling trial.
Fourteen days, the whole product, no card.
Your real schedule, real staff, every feature. Nothing to cancel, because there is nothing to cancel — we do not take a card to start.
When it ends, the schedule becomes read-only and shows the next three days. Nothing is deleted and nobody is locked out. A house needs to know who is working tonight whether or not we got paid, and taking that away to force a decision would be the wrong thing to do with somebody else's staffing.
Activate whenever you like, before or after the fourteen days are up, and it picks up exactly where it was.
Why we publish the price at all.
Most scheduling software in this sector asks you to book a call to find out what it costs. That is a choice with a purpose: it lets the price depend on how large you look, how urgently you need it, and how well you negotiate. Somebody always pays more than somebody else for the same product, and the small provider without a procurement person is reliably the one who does.
We would rather lose the deals a published price loses than run that. Three practical reasons:
- You can rule us out in thirty seconds. If $140 a month is wrong for you, finding that out now is worth more to you than a discovery call is to us.
- A published price is a commitment. One rate everybody can read is one rate we have to defend, and it cannot quietly become a different rate for the agency that seemed less likely to shop around.
- It sets the ceiling on what this can become. A product that costs $66 a month cannot afford to need a three-week implementation, an account manager or a training program. That constraint keeps it simple, and the simplicity is the actual feature.
The rate on this page is the list price. It lives on each agency's own record rather than in the code, so a genuine one-off arrangement is possible — a pilot, a provider in a position where this is worth doing at cost. What is not possible is one agency quietly paying more than another for the same thing, and that is the point of writing it down.
The things people ask about the bill.
Is there a contract or a minimum term?
No. It is month to month, and cancelling is you deciding not to pay next month. There is no minimum headcount either — two staff at two locations is a real customer, not a plan we discourage.
Do we pay for administrators and schedulers?
Only if they also work shifts. The $1 is per staff member on the roster. An office administrator, a director or a scheduler who never appears on the schedule is a login, and logins are unlimited and free.
What happens if we go over on staff one month?
Nothing to do — the bill follows the count. A summer where you run 60 people instead of 46 costs $14 more that month and goes back down on its own. There is no plan to upgrade and no limit to hit.
How do we pay, and who can see the rate?
By card, through Stripe — we never see or store your card number. Any administrator can see the rate and the current bill on the billing page; only the account owner can change how it is collected.
Is there a discount for paying annually?
There is no annual option today, so there is nothing to discount — every agency is month to month. If an annual arrangement would suit how you budget, or your finance team would rather have one invoice than twelve, tell us. It is something we would look at rather than something we have ruled out.
What if we are a non-profit?
Most providers in this sector are, so the published price already assumes it. There is no separate non-profit rate because there is no inflated rate for it to be a discount from.
More about how it works, what staff see and what we store: the full FAQ, what staff get and what we do and don't hold.
Try it on next week.
Fourteen days, your real schedule, no card. The worst case is you print one clean schedule and walk away.
Start a free trialQuestions first? sales@delegynshift.com