Coffee House Scheduling
Get more done with Snap Schedule
Whether you’re running a small town cafe, a tea house, or a coffeehouse chain with multiple locations, you can manage your whole staff in a snap with Snap Schedule.
See How It Works
“Now with Snap Schedule, it is extremely easy for me to quickly implement any requested changes and generate the new schedule. I can just click and drag in order to swap shifts. In no time at all I can have an up-to- date schedule ready. I no longer have to retype entire schedules, like I had done in the past using the old system, saving me a lot of time and tons of stress.”
“Snap Schedule was the best software we could find for the money we had to spend on it, We also were looking at how much time we can save every week and Snap Schedule really made sense.”
What Can Snap Schedule Do For Me?
When it comes to scheduling baristas, coffee houses have unique challenges. The coffee business is made up of extended hours, high seasons and a variety of job positions to schedule and shifts to cover. Coffee house managers are usually given labor budgets (payroll dollars) that generally vary from week to week as store sales fluctuate. Union and FLSA rules may place restrictions on work hours, overtime compensation, and the types of work schedules that can be implemented. Coffee shop managers must also consider time-off requests, school schedules, and personnel availabilities when developing schedules for full-time and part-time workers.
With Snap Schedule employee scheduling software, large and small coffee shops, tea houses, and cafes will cut scheduling time, improve efficiency, reduce labor costs, and strike a work-life balance for employees.
Key Scheduling, Labor Cost Control, and Reporting Features
- Create schedules in a snap
Drag-and-drop to easily assign shifts, mark time-off, move or copy assignments for your coffee house employees. Track all training, vacation, sick leave, and other off-work requests.
- Assign shifts to employees in multiple locations & areas
Define as many locations/departments as you like and authorize your coffee shop employees to work at certain locations but not others. Filter/sort work schedules and reports based on locations.
- Assign breaks, duties, and tasks within each shift
Visually assign breaks, duties, and tasks of any length from one minute to several hours with a simple drag-and-drop.
- Find best fit employees or substitutes
Easily find qualified and eligible cafe, tea house, or coffee house employees to fill open shifts based on availability, position, skill, labor cost, work hour limits, seniority and other criteria.
- Avoid scheduling conflict
Detect and alert all sorts of schedule conflicts like overlapping shifts, lacking required skills, not enough rest between shifts, or too many overtime hours. Any conflict will be clearly flagged and color-coded on schedule views.
- Up-to-date employee availability, skill level and expiration
Coffee house employees can enter availability information for each day of the week and restrictions that should be considered when creating and managing schedules. Avoid over/under staffing a shift with people you need by skills and get an alert when an employee’s skill/certification is about to expire.
- Ensure adequate shift coverage
Show the number of cafe, tea house, or coffee house employees scheduled in each shift by position, skill, or reason so you can quickly see if any position is over/under staffed while making shift assignments.
- Handle overtime, shift premium and incentive pay
Flexible pay rules to compute overtime and extra pay to coffee house employees working on public holidays, certain days or hours of the day, irregular shifts, etc.
- Comply with labor rules and collective agreements
Avoid grievances and ensure compliance to collective bargaining agreements, HR policies, labor and working time regulations. When filling an open shift, you can use multiple criteria to narrow down the number of eligible coffee house employees.
- Time sheet data for payroll
Adjust the shift’s scheduled start and end times to reflect the actual time worked and instantly see the revised hours and costs. Add notes and reasons to record or explain deviations and provide time card data for payroll.
- Make informed decisions based on up-to-date data
Use a comprehensive set of 49 reports to analyze scheduling data; prepare management records; and track coffee house employee activities, assignments, costs, and time-offs.
- Publish schedules
Easily publish shift schedules, calendars, and any report in PDF and a variety of other formats. Automatically email work schedules (in text or iCalendar file format) to cafe, tea house, and coffee house employees and/or their supervisors.
It's Easy To get Started!
Coffee House Employee Self-Service Features
- View work schedule from anywhere, anytime
From home to business, from desktop to mobile devices, your cafe employees have 24/7 access to schedule data. You control who will be allowed access and which employee self-service features will be enabled for your operations.
- Request time off
Coffee shop, tea house, and cafe employees can make time off/vacation requests and schedulers can track, manage, approve, or deny those requests. Employees can see the approval status and are automatically alerted when their request is approved or rejected via an iOS/Android in-app notification.
- Self-scheduling with Open Shifts
Empower your coffee house employees by letting them self-schedule with Open Shift. Schedulers can simply create an open shift for a position and specify the shift and the required number of employees and skills. Qualified coffee house employees can view open shifts and bid for the shift they like.
- Shift trade/pick up
Allow automatic shift trading with or without a scheduler’s approval. Tea house, cafe, and coffee house employees can post their shifts for trade and coworkers who are eligible to work the shift can pick up or swap. Posting employees can invite all from the list of qualified co-workers or only those selected on the list to swap shift.
- Punch in/out
Coffee house employees can punch in and out of their assigned shifts and you can set the time window for when employees are allowed to punch in or out. Schedulers can see the punch data in real-time or use the data to report the variances between planned and actual work hours and costs.
- View time card information
Cafe, tea house, and coffee shop employees can view their planned and actual work hours for the current, previous, or next payroll cycle. On-call, overtime, paid and unpaid time-off hours are also presented.
- Update availability and contact information
Save time and stay up-to-date by allowing your coffee shop employees to update their own contact information and availability. Employees can enter their availability information for each day of the week and in multiple time segments as needed. Snap Schedule uses this information to help schedulers select the best available employees to fill shifts.
- Look up coworkers
Coffee shop employees can look up coworkers’ contact information to call, text, or email. Schedulers decide whom to include or exclude from the directory.
Get a Personalized Demo
Our product specialists will customize a demo that addresses each challenge, question, and goal you have—all at your convenience.
Frequently Asked Questions
Contrast the ease of use and thoroughness of Snap Schedule’s scheduling functions to those in your current solution. Then look at all the other tasks Snap Schedule does for you like coffee house employee information management, emailing, overtime and labor costs monitoring, management reporting, etc. Every scheduling chore that now takes you three or four administrative minutes—and add up to hours—can suddenly take you seconds.