HR and payroll software for hospitals, clinics and care teams
Nexa People keeps rotas, attendance, overtime, training and payroll for clinical and support staff in one place. Night shifts count as one working day, overtime is paid only once it is approved, and every payslip shows its working.
- Rotas for every ward
- Overtime paid from approvals
- Training kept on record
Built for
- Hospitals
- Clinics and outpatient centres
- Diagnostic laboratories
- Care homes
- Pharmacies
- Home care providers
01Rotas and night shifts
Rotas for every ward, including the night shift
Build early, late, long-day and night shifts with their own grace minutes, breaks and sign-in windows, then roll out a month of shifts to a whole ward at once or upload the rota from a spreadsheet. Shifts that cross midnight are counted as one working day, so a night nurse is never marked short for the hours after twelve.
- Monthly rotas assigned in bulk or uploaded from a spreadsheet
- Overnight shifts counted as a single working day
- Shift and shift-transfer requests routed through your approvers
Pending
1 item
Late shift · 14:30–22:30
8 nurses · 1 transfer to review
Full
2 items
Long day · 07:00–19:30
4 nurses · 60 min break
Night shift · 22:00–07:30
6 nurses · overnight
The rota rolls out to every nurse on the ward at once.
02Overtime and pay
Extra shifts paid correctly, and only once approved
Healthcare runs on cover. When someone stays late or picks up an extra night, they raise an overtime request and it moves through your approval chain. Payroll then pays it at the rate you set for that category, reads lates and absences against each person's own shift, and skips approved leave, holidays and weekends before any deduction is applied.
- Overtime paid only from approved requests, at your rate per category
- Compensatory leave for overtime and holiday work
- Separate payroll setups for clinical, nursing and support staff
Approved
2 items
Late finish
DRDaniel Reyes · Radiographer · Imaging · 1.5 hours
Holiday cover
HWHannah Weber · Healthcare Assistant · Emergency · 8 hours
Pending
1 item
Clinic overrun
SASamuel Adeyemi · Practice Nurse · Outpatients · 1 hour
Approved hours flow into the month's payroll run.
03Training and documents
Mandatory training planned, attended and on record
Run infection prevention, manual handling, life support and induction programs with their sessions, trainers and venues. Enrol whole teams, mark who completed and who dropped, and keep the completion date stamped automatically. Certificates and registration documents are uploaded to each employee's record, so the paperwork is in one place when a manager or auditor asks.
- Programs by category, from compliance to clinical skills
- Enrolled, completed and dropped, with completion dates recorded
- Certificates kept with the employee record
Completed
2 items
Basic life support
ASAmira Saleh · Healthcare Assistant · completed 12 Mar
Manual handling
TNTomas Novak · Porter · completed 4 Mar
Enrolled
1 item
Ward induction
CMChloe Martin · Staff Nurse · starts Mon
Completion dates are stamped automatically.
Every day
Everything else a healthcare HR team runs on
The same record feeds hiring, alerts, staff support and exits, so nothing is typed twice.
Hiring for hard-to-fill roles
Raise requisitions, post vacancies and score candidates in Nexa People. Add Nexa Recruiter to screen CVs and run first-round interviews by voice or text, in the candidate's own language, while your team makes the decision.
Probation, contract and document dates
Every morning Nexa People checks for probation and contract endings seven days ahead, and ID cards, passports and visas thirty days before they expire, so the right person acts in time.
A help desk for staff questions
Questions about pay, leave or rotas become tickets with an owner team and an SLA that escalates when breached. Common answers are written once in a knowledge base.
Exits and final settlement
Record a leaver once and clearance and the exit interview queue themselves. The final settlement is worked out line by line from live salary, leave balances and loans.
How it runs
How a pay period runs in a hospital or clinic
From the published rota to the last payslip, every step reads the same records.
- 1
Before the month
Publish the rota
Shifts are assigned to each ward or department in bulk, or uploaded from the spreadsheet the ward manager already keeps. Weekly off days are set per person or group.
- 2
Every shift
Punches become daily records
Staff clock in on biometric terminals at the staff entrance or from the mobile app. Each day is judged against that person's own shift: present, late, short or absent.
- 3
Through the month
Fix gaps and approve overtime
Missed punches, shift transfers and overtime go through your approval chain of up to five levels. Approved changes update the attendance record on their own.
- 4
Month-end
Close attendance
HR runs the month-end close and payroll reads the approved hours, leave and flags directly. Nobody re-keys a timesheet.
- 5
Pay day
Run, approve and pay
Payroll builds a draft payslip for everyone, finance reviews it line by line, and the run moves from Draft to Processed to Paid. Staff see their payslips in the app.
One platform
The parts of Nexa People healthcare teams use most
Attendance
Biometric, mobile and location-verified check-ins, judged against each person's shift and ready for payroll.
ExplorePayroll
Configurable payroll that reads approved attendance, leave and overtime, and shows its working on every payslip.
ExploreTraining
Programs, sessions, trainers, enrolments and feedback, so every course is planned, attended and measured.
ExploreLeave management
Leave types, balances and multi-level approvals that keep attendance and payroll in sync on their own.
ExploreScheduled alerts
Birthdays, anniversaries, probation and contract ends, and expiring documents, caught every morning automatically.
ExploreRecruitment
From approved requisition to signed offer, with AI screening and interviews when you add Nexa Recruiter.
ExploreIn depth
How HR software helps healthcare organisations
Healthcare HR is shaped by the rota. Wards, theatres, laboratories and clinics need the right number of people on every shift, day and night, every day of the year. That means early, late, long-day and night shifts, staff moving between departments, and a constant flow of extra hours to cover sickness and vacancies. When rotas live in spreadsheets and hours live on paper, payroll inherits every mistake. Nexa People starts from the shift: each person has a roster, each punch is judged against it, and the result is a clean daily record that payroll can trust without anyone typing hours.
Attendance in a hospital has to work at the staff entrance and on the move. Nexa People connects to fingerprint and face terminals from ZKTeco, Suprema, eSSL, Hikvision and others, with templates kept on the device. Community nurses and home care staff can check in from the mobile app, with location, selfie, approved network or registered device checks where you require them. Location is only checked at the moment of the punch, never tracked through the day. Punches made without signal are stored on the phone and sent when it reconnects, which matters in basements, rural visits and older buildings.
Pay is where healthcare HR gets complicated. Nurses, doctors, allied health professionals, porters and administrators often follow different rules. Nexa People keeps them in named payroll setups, each with its own pay schedule, salary type, overtime rates, deductions and tax rules, so a salaried consultant and an hourly healthcare assistant are paid correctly in the same run. Overtime is paid only once it is approved, compensatory leave can be earned for overtime and holiday work, and every payslip itemises gross pay, overtime, deductions and net pay so staff can see exactly how their pay was reached.
Training and documents need the same discipline. Mandatory programs such as infection prevention, manual handling and life support can be planned as programs with sessions, internal or external trainers and venues. Enrolments record who completed, who dropped and when, and feedback shows which sessions are worth running again. Certificates, contracts and identity documents are uploaded to each employee's record against your own document types, and downloads are checked against who is allowed to see them. Scheduled alerts warn HR before probation and contract endings, and before ID cards, passports and visas expire.
The rest of the employee lifecycle connects to the same record. Requisitions are approved before a role is advertised, and Nexa Recruiter can screen candidates and run first-round AI interviews so hiring managers on busy wards spend their time on the best people. New starters get an onboarding board with owners and due dates, so nobody arrives without a login or a uniform. When someone leaves, the final settlement is worked out from live data. Nexa, the built-in AI agent, can answer questions such as who is on leave next week or prepare approvals for you to confirm.
Nexa People is an HR and payroll platform built for shift-based teams like hospitals. It handles ward rotas, night shifts, biometric and mobile attendance, leave, approved overtime, training records and configurable payroll in one system, so the hours worked on the ward are the hours paid on the payslip. Recruitment, onboarding and offboarding run from the same employee record.
With Nexa People, HR or ward managers create shifts with their own start and end times, grace minutes and breaks, then assign a month of shifts to a ward in bulk or upload the rota from a spreadsheet. Night shifts that cross midnight count as one working day, and shift-transfer requests go through your approvers before the rota changes.
Nexa People records training as programs, sessions and enrolments, with the completion date stamped automatically when someone finishes. Certificates and registration documents are uploaded to each employee's record against your own document types. Automatic expiry alerts cover ID cards, passports and visas, so track renewal dates for professional registrations through your training programs and document records.
In Nexa People, overtime is paid only from approved overtime requests, at the rate you set for each category in the payroll setup. Lates, early exits and absences are judged against each person's own shift, approved leave and holidays are excluded first, and the result appears as itemised lines on the payslip so staff can check it.
Yes. The Nexa People mobile app lets community nurses, home care workers and staff without a terminal check in and out, with location, selfie, approved network or registered device checks where you require them. Location is only read at the moment of the punch, and punches made without signal are saved and sent later.
Yes. Nexa People keeps every site as its own station, with departments, shifts and rosters underneath, and reports can be filtered by station, department, shift and cost centre. Biometric terminals at each site push punches to the same platform, so HR sees every clinic in one place.
Yes. Nexa People keeps several named payroll setups, each with its own pay schedule, salary type, overtime rates, deductions and tax rules, and any employee can be mapped to the setup that fits their contract. Staff can be paid a monthly salary, a daily wage or an hourly rate in the same organisation.
No. Nexa People manages your staff, not your patients. It holds employee records, attendance, leave, payroll, training and recruitment, and sits alongside whatever clinical systems you use. Access to salary and personal data is controlled by a permission matrix by module, form and action, enforced on the server.
Nexa People runs the full hiring workflow from approved requisition to offer, and Nexa Recruiter adds AI screening and first-round AI interviews by voice or text, in the candidate's own language, at a time that suits them. Your team reviews a transcript, summary and evidence-backed score, and people make the hiring decision.
Other industries
Nexa People in other sectors
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See professional servicesEducation
Staff records, leave, payroll for every staff group, appraisals and headcount planning for schools, colleges and universities.
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See Nexa People set up for healthcare
Try the platform free with a sample company, or book a demo and we will walk through it with your own healthcare setup.
- 01Payroll, attendance and leave
- 02Hiring and onboarding
- 03Ready in minutes