Smart Square Mobile App: Full Guide to Features, Notifications & Permissions
Managing work schedules, shift swaps, and team communications can be challenging — especially for healthcare professionals who work around the clock. That’s where the Smart Square Mobile App comes in. Designed by Avantas, this mobile solution empowers hospital staff and administrators to handle workforce scheduling efficiently, anytime and anywhere.
In this guide, we’ll explore everything you need to know about the Smart Square Mobile App — from features and setup to notifications and permission management.
What Is the Smart Square Mobile App?
The Smart Square Mobile App is an extension of the Smart Square scheduling platform, widely used in hospitals and healthcare systems across the U.S. It helps employees access their work schedules, manage shifts, receive alerts, and communicate with their teams directly through their smartphones.
This mobile access simplifies staff management and ensures healthcare facilities maintain optimal staffing levels without the chaos of manual scheduling.
Why Healthcare Staff Love the Smart Square App
The app has gained popularity among nurses, technicians, and administrators for its ease of use and real-time convenience. Instead of logging into a desktop every time they need to check schedules, employees can:
- View their current and upcoming shifts
- Receive real-time notifications
- Swap or request shifts instantly
- Access the latest updates from their department
- Manage availability and time-off requests
Whether you’re working at HMH (Hackensack Meridian Health), Piedmont, Mercy, or WellStar, the Smart Square app streamlines your workday — saving valuable time and minimizing scheduling stress.
Key Features of the Smart Square Mobile App
The app is built to mirror the web portal’s functionality while adding the flexibility of mobile access. Let’s explore its standout features:
1. Schedule Access and Management
View daily, weekly, or monthly schedules directly on your mobile device. The app allows:
- Quick access to your assigned shifts
- Visibility into open or available shifts
- Notifications for any schedule changes or approvals
2. Shift Swapping and Bidding
The Smart Square Mobile App supports shift swaps and bidding features:
- Staff can request swaps with colleagues
- Managers receive instant notifications to approve or deny requests
- Employees can bid on available shifts that fit their preferences
This feature promotes fair workload distribution and enhances staff satisfaction.
3. Real-Time Notifications
Stay informed with push notifications for:
- Upcoming shifts
- Schedule changes
- Swap approvals or denials
- Urgent staff announcements
No more missed messages or last-minute confusion — the app keeps you updated 24/7.
4. Time-Off Requests
Employees can submit PTO (Paid Time Off) requests directly from the app. Once submitted, managers can:
- Review pending requests
- Approve or decline them instantly
- Automatically update schedules accordingly
5. Department Messaging and Updates
The app enables secure, internal communication between staff members and management. This makes it easy to:
- Announce important notices
- Coordinate shift coverage
- Share urgent updates
6. Secure Login
The app uses secure login protocols (SSO or organization credentials) to protect sensitive employee data. Each hospital or organization configures its own authentication system for maximum security.
How to Download and Install the Smart Square Mobile App
The Smart Square app isn’t directly available as a public download on Google Play or the Apple App Store. Instead, most healthcare systems provide organization-specific mobile access links or shortcuts.
Here’s how you can get started:
Step 1: Get the Official Access Link
Your hospital’s scheduling department or IT team will provide the official Smart Square mobile URL. It usually looks like this:
https://yourhospital.smart-square.com
You can also log in through your institution’s intranet or workforce management portal.
Step 2: Add the App Shortcut (Web App Installation)
Once the page loads in your mobile browser:
- Tap the Share icon (iOS) or Menu (⋮) on Android.
- Select Add to Home Screen.
- Rename it “Smart Square” for quick access.
Now, you’ll have the app icon directly on your home screen — working like a native app.
Step 3: Log In
Enter your:
- Username/Employee ID
- Password
or use your organization’s SSO (Single Sign-On) if enabled.
Once logged in, you’ll have full access to your personalized dashboard.
Managing Notifications in Smart Square Mobile App
Notifications are crucial for keeping up with scheduling updates. The app offers flexible notification settings so you can tailor alerts based on your needs.
Types of Notifications
- Shift Alerts – Get reminders before your shift begins.
- Swap Updates – Receive alerts when swap requests are approved, denied, or pending.
- Time-Off Status – Stay informed about PTO approval.
- System Updates – Notifications about system maintenance or changes.
How to Manage Notifications
- Go to Settings → Notifications
- Enable or disable specific types of alerts
- Adjust sound or vibration preferences
- Ensure your device allows notifications for Smart Square in Phone Settings → App Notifications
Pro Tip: Keeping shift alerts enabled is highly recommended to avoid missed or late arrivals.
Understanding App Permissions
The Smart Square Mobile App may request certain permissions on your device for full functionality. Here’s what they mean:
| Permission | Purpose |
|---|---|
| Notifications | To alert you of schedule updates or messages |
| Location (Optional) | To verify shift check-ins or proximity (used by some hospitals) |
| Storage | To save temporary cache or reports |
| Camera (Optional) | For profile updates or identification (if required by your organization) |
🔒 Note: The app does not access personal files or contacts. All permissions are limited to functional use within your organization’s policy.
Troubleshooting Common Mobile App Issues
If the Smart Square app isn’t working as expected, try the following quick fixes:
1. App Not Loading Properly
- Clear browser cache or cookies
- Restart your device
- Ensure your hospital’s Smart Square URL is correct
2. Login Issues
- Double-check your credentials or reset your password through the web portal
- Contact your IT or scheduling department if access is restricted
3. Notifications Not Appearing
- Enable app notifications in your phone’s settings
- Check the “Do Not Disturb” mode
- Ensure your internet connection is active
4. Slow Performance
- Update your mobile browser to the latest version
- Close background apps
- Re-add the Smart Square shortcut to your home screen
Benefits of Using Smart Square on Mobile
Here’s how the app benefits both employees and administrators:
| For Employees | For Administrators |
|---|---|
| Quick access to schedules | Real-time visibility into staffing levels |
| Instant shift swaps | Easier shift approval workflow |
| Fewer missed shifts | Automated updates and reduced manual entry |
| 24/7 mobile access | Improved workforce productivity |
Security and Data Protection
The Smart Square system is designed with HIPAA-compliant data security protocols. It ensures that:
- Employee details remain confidential
- Access is restricted to verified staff only
- Activity logs and records are monitored for compliance
Always log out of your account after use on shared devices to maintain security.
Tips for Getting the Most Out of the App
- Bookmark your hospital’s Smart Square link for fast access.
- Enable notifications for shift and PTO alerts.
- Check your schedule daily — hospitals often update rosters in real time.
- Use dark mode (if supported by your browser) for better night visibility.
- Keep credentials safe and avoid saving passwords on shared phones.
Official Support and Links
If you encounter technical issues, contact your hospital’s IT helpdesk or Smart Square administrator. You can also access the main platform via the official Avantas website.
⚠️ Disclaimer: This website is not affiliated with Avantas, HMH, or any official healthcare institution. Always use your organization’s secure login link to access Smart Square.
Conclusion
The Smart Square Mobile App transforms how healthcare professionals manage their daily schedules. From checking shifts to receiving live notifications, it offers a simple, efficient, and secure way to stay connected with your workplace — anytime, anywhere.
Whether you’re part of HMH, Mercy, Piedmont, or any other Smart Square-supported healthcare system, the mobile experience ensures smoother workflows and better communication.
Keep your notifications on, permissions enabled, and stay in control of your workday — right from your pocket.
