Designing Clarity Into Healthcare Rostering
UX case study for a digital rostering platform supporting clinical and admin staff across Northland.
Project Overview
Background:
The Reggie application was developed by Te Whatu Ora (Health New Zealand) to manage staff booking and shift assignments for healthcare workers to increase roster gap visibility.
The core objectives:
Improve the staff scheduling process across various healthcare departments
Creating an intuitive interface for roster builders and staff members
Developing mobile functionality for shift management and requests
Role UX Designer (solo)
Team Product Owner, Developers, BAs
Users Clinical & admin healthcare staff
Tools Figma, Miro, Jira
Timeline [Insert e.g., Jan–Jun 2025]
“Even I don’t trust the roster sometimes.” – Clinical Nurse Manager
The Challenge - The story begins
Rostering in healthcare is messy: overlapping shifts, unpaid breaks, unclear duties, constant changes. Staff were relying on printed spreadsheets, cryptic colours, and guesswork.
Staff Problem:
The manual rostering process created confusion, stress, and extra admin. It was difficult to view upcoming shifts, see where they were meant to be working, or understand what tasks they were assigned to. Swapping shifts was also complicated and relied on back-and-forth messages or paper trails, often leading to miscommunication.
Hospital Problem:
Rosters were managed manually using paper and Excel sheets, which made it difficult for managers to get a clear view of staffing gaps, sick leave trends, or who was being assigned high-value shifts. There was also limited transparency around potential favouritism, as nurses and doctors receive additional pay for working public holidays.
Discovery & Research
Project constrants
Gathering Staff and managers requiremnts
mapping the users flows
Project constrants
