Frequently Asked Questions
Following are answers to some of the most commonly asked questions about
Snap Schedule 365. Click on a subject heading below to view questions
and answers relating to your selection. Links throughout the answers will
guide you to further information about Snap Schedule 365.
Licensing and Setup
is Snap Schedule 365 licensed? Snap Schedule
365 is licensed under the software-as-a-service model – meaning you subscribe
to the service and pay an annual subscription fee to continue using the
software. The annual subscription fee varies depending on the number
of schedulers and the number of employees who need online access.
Schedulers are persons in your organization who use the software to create/change
employees’ work schedules and perform management functions like assigning
tasks to employees, authorizing shift swaps, and approving time off requests.
You can start with a base subscription for one scheduler and adjust your
subscription to add or remove schedulers after subscribing. For
example, if you have five schedulers who want to use Snap Schedule 365,
you will need to purchase five scheduler licenses.
If you would like your employees to be able to access their schedules online
and use the employee self-service features, you will also need to
subscribe the Employee Remote Access add-on. The Employee
Remote Access add-on is an optional product that allows your employees
to access Snap Schedule 365's scheduling information on the go. You are
required to pay an annual fee for each employee in order to use this feature.
Can I import
my employee data into Snap Schedule 365?Yes. If
you already have data stored in an Excel file, you can save time by importing employee,
shift, and task data into Snap Schedule 365.
If you are an existing Snap Schedule or Snap Schedule Premium user, you
can import your existing data into Snap Schedule 365.
Can I access
Snap Schedule 365 data from multiple computers? Yes. Snap
Schedule 365 is designed for multi-user, concurrent access. All of your
schedule data is stored in a Microsoft SQL Azure Server database, meaning
that the data and any changes made will appear instantly on all other
computers using Snap Schedule 365. Snap Schedule 365 uses a transaction
locking and roll back mechanism to ensure data records are correctly updated.
When more than one user is running Snap Schedule 365 and each scheduler
updates the same data record, the last scheduler to write data in the
record will update the data.
there a limit on the number of employees or shifts that I can schedule?
No. You can schedule an unlimited number of employees,
shifts, and time off requests, as well as define an unlimited number of
data entries to be used in that scheduling process.
there a limit for how far in advance I can schedule?No. Snap
Schedule 365 uses a perpetual calendar for shift assignments so that you
can schedule as far into the future as you like. Snap Schedule 365 keeps
all employees, shifts, and scheduling information in a single SQL Azure
server database. This database will grow automatically to accommodate
any shifts, holidays, vacations and time-off requests you recorded and
allow you to schedule your employees for any date range. If your employees
are using the Employee Remote Access add-on, you can control how far into
the future they are able to see their schedule.
Snap Schedule 365 create reminders for training or certification expiration?Yes. You
can use Snap Schedule 365 to keep track of employees' certification, training,
and re-certification due dates. While defining
employee skills, you can also specify when a skill is about to expire
or needs to be renewed. Snap Schedule 365 will display an alert on the
Dashboard when an employee's skill/certification is within the specified
number of days from expiration or has expired. Alternatively, you can
run the Employee
Skill/Certification Expiration List report to get a list of employees
whose skill/certification expiration dates fall within a specified time
I specify what information is shown in the schedule views?Yes. There
are three levels of details that you can show in each of the eight schedule
views: More, Normal, and Less. You can also control what information is
shown on each assignment cell by clicking the
button in any of the eight schedule views.
Snap Schedule 365 support multiple work locations or sites?Yes. You
can have as many locations as you like. A location is a work site or a
place where the shift is performed. Each shift must be assigned a location
and more than one shift may have the same location. You can authorize
specific employees to work at certain locations. Snap Schedule 365 will
alert you when an employee is scheduled to work at a location where he/she
is not authorized to work. You can also use locations to filter the shift
assignments that are displayed in each of the eight schedule views.
I e-mail schedules to my employees? Yes. Snap
Schedule 365 allows schedulers to email
schedules to employees. Each e-mail can contain the employee's personal
schedule or the schedules of all selected employees. You also have the
option of attaching an iCalendar-formatted file so that your employees
can import their schedules into their own calendar programs.
do I delete my Snap Schedule 365 database? You can
delete the contents of your database using the Schedule Setup command
under the Snap Schedule 365 Admin menu.
long will my Snap Schedule 365 data be kept? Your data
is retained indefinitely as long as your subscription account is active
and in effect. Accounts will be “deactivated" upon a user's request
to discontinue the service or if the account is delinquent according to
accounts will be permanently deleted.
are Snap Schedule 365 users authenticated?The system
uses an internal user authentication system to authenticate and authorize
logins. The user must provide a valid company code, user name, and password
to be authenticated.
do I provide additional details and explanation notes when making a shift
assignment?You can attach a note of
up to 256 characters in free form to each shift assignment. Additionally,
you can define a list of commonly used shift
assignment reasons and select one from the list when you want to add
details to a shift assignment. This way, you save time, and the reasons
can be used to group and filter assignments.
should I do when an employee is discharged? When an
is no longer with your company, simply mark the employee as inactive (clear
the Employee is active check box). You can also define
notes and custom fields for this employee to record information related
to his/her discharge like leave date, reason for leaving, etc. Inactive
employees will not show up on any of the selection lists but historical
data is preserved. They will still, however, show up in reports and scheduling
views for dates on which they had a shift assignment. This way, you can
view and report on past assignments. If you would like to remove all data
related to an employee including the employee record, you must first locate
and delete all shift assignments related to the employee.
do I schedule employees' breaks and specific tasks within a shift?First,
you must assign a shift
to an employee. Then, you can schedule various tasks
for that employee to perform during the shift assignment. Tasks can be
of any duration and are assigned to an employee through the same simple
drag/drop operations while in the Task
View by Employee or Task
View by Task.
do I know if I have enough people, by skill and position, scheduled for
each shift? The Shift
Coverage Planner displays the number of employees scheduled by position,
skill, or assignment reason for each shift assignment while also letting
you quickly know of any over/under staffing conditions for other shift
assignments. Snap Schedule 365 automatically computes and displays the
assigned head counts and variances for comparison with the required head
count. The variances are color coded to help you easily identify whether
the assigned head counts are over or under.
an employee stays late or is asked to work a longer shift, how do I adjust
the shift length? When an employee works more
hours than required by the shift, you can simply adjust the start time
and end time for the employee's shift assignment to reflect the actual
1. Locate the shift assignment you want to edit.
2. Double-click the cell to edit the shift
3. Click the Adjust button and enter the desired changes. An Adjusted
label will notify you that the shift assignment has deviated from the
default shift start and end time.
I copy and paste schedule assignments?On most
schedule views, you can right click on an assignment to Cut,
Copy, or Paste assignments to another date on the schedule view. You
can also copy
assignments from one time frame to another. This useful tool lets
you copy and paste a block of your schedule (everyone's assignments) to
another time frame.
pay my employees extra for working on certain shifts. How do I keep track
of shift premium pays? Snap Schedule 365 provides
a very flexible scheme to handle practically all types of incentive pay
through the use of shift
premium policies. For each type of incentive pay, you can define a
shift premium policy and then associate that policy with a particular
shift. All employees who are assigned to that shift will be entitled to
the premium pay as defined in the policy. At any time, you can run the
Labor Cost by Employee report or Estimated
Labor Cost Summary report to instantly see if you are on budget for
any reporting period and to assess and control overtime.
Snap Schedule 365 track vacation and time off requests? Yes. Snap
Schedule 365 substantially reduces the time and paperwork required to
track employee time off requests and assign time off. You can define as
off reasons as you like and simply drag and drop a reason onto the
View by Employee to mark when an employee will be absent. You are
kept up to date on the employees who are scheduled for time off by looking
at the Scheduler
Dashboard. Use the Employee
Time Off Details report for details on planned vacation and time off
hours for any time period you select.
Snap Schedule 365 help me with labor cost estimates?Yes. Once
you've entered overtime
settings and hourly labor rate for each employee,
Snap Schedule 365 will help you keep track of and report on labor
costs for any given time period. The Estimated
Labor Cost Summary report shows a breakdown of regular work hours,
overtime work hours, regular work labor cost, shift premium cost, overtime
work labor cost, on-call cost, payable time off hours, and payable time
off cost. The overtime hours and overtime costs are calculated based on
the assigned shift work hours and the overtime settings you have defined
for your business. The shift premium cost and on-call cost are computed
based on applicable shift
premium policies. The payable time off hours and payable time off
costs are calculated based on the time off taken by the employee that
is payable. The Estimated
Labor Cost by Employee report displays similar cost data for each
day an employee is scheduled to work.