What is Loop and how will it benefit my team?
Loop is the exciting new roster and communications app that has launched in NHS Lothian. This app will replace the current EOL/Me App for those implemented on eRostering and Staff Bank workers.
Loop will provide the same functionality that our current users have in relation to viewing their substantive and/or bank shifts, requesting annual leave, days off and other requests directly. Loop will also provide additional communication functionality whereby staff will be able to receive board wide updates on their news feed, contact colleagues via private or group messaging and instant messaging functionality.
The use of Whatsapp to arrange shift swaps or rota cover is not permitted in Lothian however, Loop can be the replacement communication tool for managers.
How do my team access Loop?
Loop is available by downloading the Loop Application (App) onto a mobile or tablet.
Or, if a user does not have access to a mobile device or tablet, an online version of Loop (Loop Online) will also be made available.
You can access Loop Online from a desktop computer or laptop, either at home or in work, following this link: https://web.loop.allocate-cloud.co.uk/loop
A full guide and information for staff is provided in these FAQs:
Is Loop different from EOL?
Yes, EOL and Loop are not the same product. EOL is a web-based product (a website), and Loop is an App that you download on the App/Google store. Loop also has extra communications functionality. If a user does not have access to a mobile device or tablet, an online version of Loop (Loop Online) will also be made available.
Can staff still access EOL?
No, the software provider are planning to retire EOL and the Me App by 1st September 2025.
Managers will need to encourage staff to download the Loop app otherwise they will not be able to view their rosters, view/book bank shifts, request shifts or annual leave etc.
Is there a guide to use Loop?
Yes – please see link for further information and video guides:
How can I communicate with my team via Loop?
Your team or ‘roster’ group will automatically be added to a group. When you request a team member to be added or removed on HealthRoster / Optima, this will automatically update your Loop group as well. This will ensure you can communicate with everyone in your team as long as your roster is maintained.
The Loop app will also allow you to send direct messages with others within the organisation and also create subgroups.
Do all team members have to download/be on the App?
All team members are encouraged to download the Loop app to keep up to date with information from their manager and the wider organisation.
If staff are concerned about adding Loop to their personal mobile device, you can advise team members to access Loop desktop instead or remind them that notifications can be disabled for the app during certain periods e.g. annual leave.
Please also remind staff that the management of their personal mobile device is their own responsibility.
Can Loop be used to share information about and/or discuss patients, is it encrypted?
Loop is encrypted, however staff must not use Loop to discuss or post any images containing any sensitive information including patient information, or their families and staff confidential information.
How do we ensure Loop is used appropriately by staff?
With the roll out of loop, we ask managers to support in reminding staff of the expected standards of behaviour which apply in the workplace.
The content of communications in messaging will be moderated.
A link to NHS Lothian’s Social Media policy is also included and all staff are reminded to familiarise themselves with this prior to using the Loop app:
Social Media Policy (please note that this is an Intranet link and will only work while logged in the the NHS Lothian network)
NHSL Digital IT Security Policy.pdf (please note that this is an Intranet link and will only work while logged in the the NHS Lothian network)
What do I do if someone in my team uses Loop inappropriately?
As mentioned above, all messaging is moderated and the eRostering team will be notified of any misuse of the Loop App and then notify the relevant manager.
It is the line manager’s responsibility to deal with any misuse of the Loop app under the appropriate HR Policy.
The eRostering team (the Moderator) do not have access to, or visibility of direct messages between two users. If inappropriate language is used between two users in a direct message, then the profanity filter will trigger a report to the Moderator. The Moderator will see some context in the reported message i.e., they’ll see the message posted before and after the reported message.
Users can also take screenshots if they want to report content from a direct message to their manager.
