Emailing Schedules to Employees

Snap Schedule 365 lets you e-mail work assignment schedules to all or selected employees. Each e-mail can contain the employee's personal schedule or schedule information for all selected employees. You also have the option to include an iCalendar-formatted file that contains the employee's personal schedule so your employees can import their schedules into their existing calendar programs.

To use this feature, you must first set up your e-mail preferences in E-mail Settings.

To e-mail schedules to employees:

  1. From any schedule view, click . If shift assignments exist in the schedule, the E-mail Schedule window will be displayed.

  2. The default date range includes shift assignments from the current week. Select one of the other options in the drop-down list to change the date range of the schedule. If you click Custom, you will have to manually enter the start and end dates by using the calendar button.

  3. Check each employee whose schedule you want to include in the email. If you click the button next to Include, you can check or uncheck all of the employees in the list.

  4. Click Next to move forward.

  5. Specify whether you would like each employee to receive their own schedule or if a group schedule should be sent to every employee. If each employee will receive their own schedule, you can choose whether or not to send them an iCalendar attachment of the schedule.

  6. Check each employee who you would like to receive an email. Similar to the previous list of employees, you can click the   button next to Include and either check or uncheck all employees in the list. If any employee that you selected does not have an email address, you will not be able to move forward until you specify that employee's email address.

  7. Click Next to move forward.

  8. Optionally, you can add an attachment to your email by clicking Add Attachment. While there is no limit to the amount of attachments that you can add, the email might not send because of a large size of attachments. You can remove the attachment by selecting it in the list of attachments and clicking Remove Attachment.

  9. Click Next to move forward.

  10. Optionally, you can edit the email subject line and the email template. To edit the email template, see the steps below to fully customize what the email will look like.

  11. Click Finish to send the email. Snap Schedule 365 will confirm that you want to send the email.

To edit the email template:

  1. From the email template preview screen, click Edit email template.

  2. Type in the text that you want the employee to see in the subject line of the email.

  3. Type in the text that you want the employee to see in the body of the email. The table below lists the placeholders that you can type in and data from Snap Schedule 365 will replace the placeholder.

  4. Click Save to save the email template for use in your email.

Placeholder Will be replaced with
[BUSINESS] The business name you defined in the Business Information Settings.
[DATE_RANGE] The schedule start and end dates you selected in the previous step.
[EMPLOYEE] The full name of an employee in the form of last name, first name.
[EMPLOYEE_FIRST] An employee's first name.
[EMPLOYEE_LAST] An employee's last name.
[SCHEDULE] An employee's personal schedule or the schedule of the group of selected employees depending on the option you selected in the previous step. For example, if you selected a group of three employees and chose Email the entire group's schedule to the selected employees, this placeholder will be replaced with a multi-column table containing work assignments of the three employees.

Use this placeholder when you want to provide as much schedule information in the email as possible. The schedule information includes shift and time off assignments. When expanded, the placeholder is replaced with a multi-column table containing a column header and the following data fields: day of the week, date, employee name, shift description, location description, start/end time, on-call, and assignment reason.
[SHORT_SCHEDULE] A shorter version of the employee's personal schedule or the schedule of the group of selected employees depending on the option you selected in the previous step. When expanded, the placeholder is replaced with a multi-column table containing the following data fields: date, employee name, shift description, location description, start time, and on-call.
[MINI_SCHEDULE] A compact version of the employee's personal schedule or the schedule of the group of selected employees depending on the option you selected in the previous step. When expanded, the placeholder is replaced with a multi-column table containing the following data fields: date, employee code, shift code, location code, and start time.
[MICRO_SCHEDULE] An ultra-compact version of the employee's personal schedule or the schedule of the group of selected employees depending on the option you selected in the previous step. When expanded, the placeholder is replaced with a multi-column table containing the following data fields: date, employee code, shift code, and start time.
[SCHEDULE_NOTES] An expanded version of the [SCHEDULE], [SHORT_SCHEDULE], [MINI_SCHEDULE], and [MICRO_SCHEDULE] placeholders that also includes the shift assignment notes for each shift assignment.
[SCHEDULE_TASKS] An expanded version of the [SCHEDULE], [SHORT_SCHEDULE], [MINI_SCHEDULE], and [MICRO_SCHEDULE] placeholders that also lists the tasks scheduled in each shift.
[SCHEDULE_NOTES_TASKS] An expanded version of the [SCHEDULE], [SHORT_SCHEDULE], [MINI_SCHEDULE], and [MICRO_SCHEDULE] placeholders that also lists the tasks scheduled in each shift and the corresponding shift assignment notes.