A Short Tutorial

To use Snap Schedule 365, you need to sign up for a Snap Schedule 365 account.  If you haven’t already done so, please go to www.SnapSchedule.com, and sign up for your 30-day free trial.  Just fill in your contact details, select a user name and a password for yourself, and a “company code” to uniquely identify your company, and click “Sign Up.”  A confirmation email will be sent to the email address you specified on the sign up form.  If you don’t see the email, please check your spam folder.  Click the green button in the email to come back to our website to complete your registration and start using Snap Schedule 365.

To log into your account, you can click “Login,” and choose “Scheduler Login.”  Or, just visit https://app.snapschedule365.com from any web browser, on a PC, a Mac, an iPad, or on any Android tablet.  Then, enter the  Snap Schedule 365 company code, username, and password you created during sign up, and click “Login.”

To help you get started, we’ve provided sample schedules for typical companies in a variety of industries.  Just choose an example closest to your industry, and click “Create.”  Click “Proceed”… and then “OK”… to confirm.  And in seconds, you’ll have a complete sample schedule, with employees, shift assignments, time-off requests, and everything you need to start exploring Snap Schedule 365's features without having to enter any data.  Note that the companies, organizations, names, addresses, e-mail addresses, phone numbers, logos, people, places, events, etc. depicted in the sample schedule are fictitious.  No association with any real companies, entities, persons, products, places, or events is intended or inferred.   

As a scheduler, you’ll spend most of your time on the Schedule tab.  You can choose Daily view to see all of your employees, and all of their assignments.  Simply drag and drop, to assign a shift to the right employee, on the right day.  Choose Shift view, for a list of employees working each shift, and drag and drop to assign another employee.  Or, choose “Calendar” view, to see one employee’s schedule for the whole month.  Notice the “Time Off” tab in the sidebar.  You can choose a reason, like a paid vacation day—and again, just drag and drop.  You can even choose Task View, and assign individual tasks, hour by hour through the day.

You can click on any assignment, in any view, and then drag to move that assignment to another day, or another employee.  Drag the corners to select a whole set of assignments, to move them all at once, or copy and paste.  Double-click on an assignment, to see more details and make any changes.  I’ll let this employee leave early, for a doctor’s appointment.  And you can right-click on any assignment for even more options, depending on the context.

In addition to these views, the Schedule tab also gives you access to easy, automatic scheduling.  You can gather your employees into teams, define any shift patterns or other schedule plans you’d like to use, and generate complete schedules with rotating shifts, automatically.

On the Activities tab, you can approve time-off requests, authorize employees to trade shifts with one another, and invite them to bid on open shifts.

On the Manage tab, you can add new employees, keep track of their skills and certifications, identify the shifts you need to fill and the locations you need to staff, define the tasks you might assign within those shifts, and so on.

And on the Reports tab, you can run dozens of customizable business reports.  You can check your new schedule for any errors.  See how many work hours you’ve devoted to a project.  Create timesheets for each employee.  Track your overall labor costs, and more.  

But that’s just the beginning.  You can open the Admin tab and choose “Schedulers,” to share your free trial with your managers and administrators, and use role-based security to control exactly which views and features they can access.

Or open the Manage tab, and invite your employees to try out Snap Schedule 365's self-service features..  Just click on each employee to see their unique Employee Code.  Then, click on “Remote Access.”  Check the box to authorize their access.  Give them a password, repeat to confirm, and click “Save.”  Now, your employee can use the company code, their employee code, and their new password, to log in from their web browser, or with our mobile apps for iPhone and Android.  You can allow them to update their availability, trade shifts with their colleagues, request time off, and more.  And you can visit the Activity tab, to review and approve those requests.

Once you are done playing around with the sample schedule and ready to create a new schedule for your real employees, please don’t mix real data and sample data together; you’ll only get confused.  Instead, open the Admin tab, and click “Schedule Setup.”  Then, click “New Schedule” at the top, and click “create,” to remove the sample data and start a new database for your real staff.

In creating a new schedule, Snap Schedule 365 will ask you to fill in some basic details, like the number of employees you have, and the number of locations where they work.  Describe the shifts you need, like a single 8-hour shift Monday through Friday, or a set of 12-hour shifts, day and night, 7 days a week.  And set your break policy, like a 30-minute paid break during each shift.  You can even set up time off, like paid sick leave, or unpaid vacation days.  Finally, click “Proceed”… click “Confirm,” and then “OK”… and you’ll see a blank schedule, with a basic set of shifts and a generic placeholder for each employee.  Simply click on each employee, and start filling in their details.

Or, if you prefer, you can enter “zero” employees, and choose not to create any standard shifts at all.  Then, open the Admin tab, choose “Tools,” and import your existing scheduling data, instead, from an  Excel file.

Either way, please visit the Manage tab, and make sure that your business is set up just the way you want it.  And please also visit the Admin tab, to choose global “system settings,” like the name of your company, the days when you’re open, and your policies for overtime pay.

Now, you’re ready to start building unique, custom schedules for your real employees.