Allocate Loop: The Complete UK Guide for NHS Staff and Healthcare Workers

If you work in the NHS or the wider healthcare sector, you have probably heard the term “Allocate Loop” mentioned in team meetings or seen posters encouraging you to download the app. Perhaps your trust has recently moved away from an older system like EOL, and you are being asked to use Loop for everything from viewing your roster to booking annual leave.

Allocate Loop is transforming how healthcare staff across the UK manage their work lives. With over 700,000 users across four geographies and more than 1.8 million patient visits scheduled through the wider Allocate ecosystem, it has quickly become an essential tool for the healthcare workforce. This guide covers everything UK healthcare workers, managers, and trust staff need to know about Allocate Loop.

What Is an Allocate Loop?

Allocate Loop is a smartphone app designed specifically for the healthcare industry that allows you to connect and communicate with your teammates and organization while managing your work life. It combines rostering functionality with team communication, replacing multiple tools with a single, integrated platform.

The app is developed by Allocate Software Limited (now part of RLDatix), a UK-based company with its headquarters in Richmond, Surrey. It is designed to work alongside Optima (also known as HealthRoster), the workforce management system used by many NHS trusts.

Loop is available as a mobile app for iOS and Android devices, as well as a desktop version called Loop Online for staff who do not have access to a smartphone or tablet.

Key Features of Allocate Loop

Roster Management

One of the core functions of Loop is rostering. Staff can view their own roster in a calendar view, see who they are working with, and check their team’s roster. This gives healthcare workers complete visibility of their shifts, all from their phone.

Shift Booking and Leave Requests

Loop allows staff to book vacant and bank shifts on the go, request annual leave and study leave, and request duties they want to work well in advance. This flexibility gives staff greater control over their work-life balance.

Shift Swaps

Staff can swap shifts with colleagues directly through the app, making it easier to manage last-minute changes without the need for lengthy email chains or phone calls.

Team Communication

Loop provides communication functionality that works like Facebook or WhatsApp groups, with a newsfeed that can be instantly updated with trusted news and information. Staff can:

• Instantly message their connections
• Get automatically added to staff groups when their roster is posted
• Comment and like on anything in the newsfeed
• Share their own updates

Crucially, this allows colleagues to connect without needing to share personal contact details.

Anonymous Reporting

If a staff member is concerned about a teammate, they can send an anonymous report to their organization instantly. This provides a safe channel for raising concerns.

Personalised Profile

Users can personalize their profile with a picture and bio, add icons to their favorites bar for quick access, and access leave information and entitlement at a glance.

Newsfeed

The newsfeed keeps staff up-to-date with the latest news from their organization, ensuring that even those without trusted email addresses or regular PC access can stay informed.

Allocate a loop in UK healthcare.

NHS Adoption

Allocate Loop is being rolled out across NHS trusts throughout the UK. It is replacing older systems like EOL (Electronic Off-Duty Log) and the Me App, which are being retired.

Portsmouth University Hospital NHS Trust was an early adopter. The trust’s workforce team wanted an app-based rostering system that was easy to use, intuitive, and flexible. They also wanted to ensure greater access to trust communications for all staff, particularly those without trust email addresses.

NHS Lothian has also launched Loop, describing it as an “exciting new roster and communications app” that replaces EOL and the Me App. The trust has made it clear that managers need to encourage staff to download the app, as the older systems will no longer be available.

Real-World Impact

The impact of Loop has been significant. Within the wider Allocate ecosystem, over 1.8 million patient visits have been scheduled since January, and Loop has reached over 700,000 users across four geographies.

For trusts, the benefits include:

• Reduced reliance on WhatsApp: Staff no longer need to use unsecure messaging apps to arrange shift swaps or rota cover
• Improved communication: All staff, regardless of their role or access to IT, can receive trust updates
• Greater staff flexibility: Staff can manage their work lives from their phones

How to Get Started with Allocate Loop

Step 1: Download the app.

The Loop app is available for free on:

• Google Play Store: Search for “Allocate Loop”
• Apple App Store: Search for “Allocate Loop”

For staff without access to a mobile device, Loop Online can be accessed from a desktop computer or laptop at https://web.loop.allocate-cloud.co.uk/loop.

Step 2: Create an Account

To create a Loop account:

1. Sign up with your email and password: Open the app and tap “Sign Up.”
2. Verify your email: Check your inbox for a verification email and follow the link
3. Select your organisation: Choose your trust from the dropdown menu
4. Enter your linking credentials: These are the organisation-specific credentials provided to you by your trust (not your Loop login details)

Step 3: Connect to Your Organisation

When connecting to your organization:

• Enter the login name provided by your organisation (not your Loop email)
• Enter the temporary password provided by your organisation
• Your roster will appear immediately, and comms content will show after the overnight sync

Step 4: Set Up Your Profile

Once connected, you can personalize your profile with a photo and bio and start exploring the features.

How to Log In to Allocate Loop

Logging In on the App

1. Open the Loop app on your mobile device
2. Enter your email and password: Use the credentials you set up during account creation
3. Select “Login”

Logging In on Loop Online (Desktop)

1. Go to https://web.loop.allocate-cloud.co.uk/loop[reference:38]
2. Enter your email and password
3. Select “Login”

Forgotten Password

If you have forgotten your password:

1. Choose “Forgotten your password?” on the login page
2. Enter your email address
3. Follow the instructions sent to your email to reset your password

Troubleshooting Common Issues

“User Already Exists”

If you see this message, you may have used Loop before. Try logging in with that email instead. If you no longer remember the password, use the forgotten password option.

Errors When Connecting to Your Organisation

“Login name is wrong.”

• Ensure you enter the login name provided by your organisation
• Do not enter your Loop login email at the Connect to Organisation stage

“Password is wrong.”

• Make sure you enter the temporary password provided by your organisation
• This may be different from the password you set up for Loop

“You already have an external ID.”

• You may have used Loop or another Allocate product in the past (Me app, eCommunity, RP11) with a different email
• Try logging in with that email instead
• If you cannot remember it, contact your rostering team

“You are already connected.”

• You may have connected in an area of bad signal and the process timed out
• Try logging out and in again to resolve it

No Groups, Pages, or Newsfeed

Loop needs an overnight sync for these to appear. Contact your rostering team if they are still not showing after the sync.

No Roster Visible

Possible causes:

• Your organisation has not given you access to view the roster
• You connected in an area of bad signal (try logging out and in again)
• There was an issue with your connection (try disconnecting and reconnecting)

Can’t See Colleagues’ Phone Numbers

If you sign up with your phone number, it is not visible to colleagues, protecting your privacy.

Allocate a loop for line managers.

For line managers, Loop offers additional functionality to support team management.

Team Groups

Your team or “roster” group will automatically be added to a group in Loop. When you request a team member to be added or removed on HealthRoster/Optima, this will automatically update your Loop group.

Communication with Your Team

Managers can send direct messages to individuals, communicate with their whole team through the roster group, and create subgroups for specific purposes. This provides a secure alternative to WhatsApp for work-related communications.

Encouraging Adoption

All staff are encouraged to download the Loop app. For staff concerned about using their personal mobile device for work, managers can advise them to access Loop desktop instead or remind them that notifications can be disabled.

Appropriate Use

Managers are asked to remind staff of expected standards of behavior and that Loop should not be used to discuss or post any sensitive patient or staff information.

Security and Data Protection

Allocate Loop is designed with security and data protection in mind:

• Encrypted: Loop communications are encrypted
• No personal contact sharing: Staff can connect without sharing personal phone numbers
• Anonymous reporting: Staff can report concerns without identifying themselves
• Data encryption in transit: Data is encrypted as it moves between the app and servers

However, staff must not use Loop to discuss or post any images containing sensitive information, including patient information or staff confidential information.

Common Mistakes to Avoid

Entering the Wrong Credentials at Connection

At the Connect to Organization stage, you need to enter the login name and temporary password provided by your organization, not your Loop email and password.

Expecting Comms Content Immediately

Groups, pages, and the newsfeed may not appear until after the overnight sync. Be patient and check back the next day.

Using a loop for Sensitive Information

Loop is encrypted, but it should not be used to discuss or share any sensitive patient or staff information.

Not Downloading the App Before the Old System Retires

EOL and the Me App are being retired. Staff who do not download Loop will not be able to view their rosters, book shifts, or request leave.

Ignoring Your Manager’s Guidance

If your trust has rolled out Loop, your manager will provide guidance on how and when to use it. Follow their instructions for a smooth transition.

Frequently Asked Questions

What is an allocate loop?

Allocate Loop is a smartphone app for healthcare staff that allows you to view your roster, book shifts and leave, swap shifts, and communicate with colleagues and your organization.

Who developed Allocate Loop?

Allocate Loop is developed by Allocate Software Limited (now part of RLDatix), a UK-based company with headquarters in Richmond, Surrey.

Is Allocate Loop free?

Yes, the app is free to download and use for staff whose organization has signed up to Loop.

How do I download Allocate Loop?

Search for “Allocate Loop” on the Google Play Store or Apple App Store.

What is Loop Online?

Loop Online is the desktop version of Loop for staff who do not have access to a mobile device. It is available at https://web.loop.allocate-cloud.co.uk/loop[reference:70].

What happens to EOL and the ME app?

EOL and the Me App are being retired. Staff need to download Loop to continue viewing rosters, booking shifts, and requesting leave.

Can I use Loop on my personal phone?

Yes, but the management of your personal mobile device is your own responsibility. You can disable notifications during certain periods, such as annual leave.

Is Loop secure?

Yes, loop communications are encrypted, and data is encrypted in transit. However, it should not be used to share sensitive patient or staff information.

Can colleagues see my phone number?

No, your phone number is not visible to colleagues.

What if I forget my password?

Choose “Forgotten your password?” on the login page to reset it.

Who do I contact for help?

Contact your trust’s rostering team for support with Loop.

Conclusion

Allocate Loop is transforming how healthcare staff across the UK manage their work lives. By combining rostering, shift booking, leave management, and team communication into a single, easy-to-use app, it gives staff greater flexibility and control while helping trusts improve communication and reduce reliance on unsecure messaging platforms.

With over 700,000 users already on board and more trusts rolling out the app every month, Loop is quickly becoming the standard for workforce management in UK healthcare. Whether you are viewing your roster, booking a bank shift, or catching up on trust news, Loop keeps you connected and in control.

Download the app today and get in the loop.

Read More: CareDocs: UK Digital Care Management Software Guide