Schedule View Functions

Adding shift assignment notes

You can optionally record additional information about a shift assignment in the Notes field. Shift assignments with notes will be shown on schedule views with a as a visual cue. The default color is black, but you can specify any color for the notes tag in the Calendar Settings. To add notes to a shift assignment:

  1. Locate the shift assignment you want to add notes to.

  2. Double-click the assignment and enter up to 256 characters in the Notes field to provide additional information regarding this assignment.

Copying/Pasting Entire Schedule

Instead of manually entering the schedule data from scratch, you can copy the data from one scheduling period into a new scheduling period and make minor changes if necessary. This saves you time and minimizes data entry errors.

  1. Click the drop-down arrow next to in the menu bar, and click Copy / Paste Schedule.
  2. Specify a Copy from starting date for the schedule copy. The default starting date is today's date.
  3. Use the Duration drop-down list to select the number of weeks to copy. If you type in a value in the Number of days field, the duration will be set to Custom.
  4. Enter the beginning date that you want the schedule copy to Paste to. The default beginning date is one week from today's date.
  5. Use the Duration drop-down list to select the number of weeks to duplicate the schedule. If you type in a value in the Number of days field, the duration will be set to Custom.
  6. Check/uncheck any of the following boxes to control the data that is copied:

Cutting/Copying/Pasting/Deleting Schedule View Data

Oftentimes you may need to create identical assignments for other employees in other time periods in your schedule. By using Cut/Copy/Paste/Delete, you can easily move or remove the contents of multiple cells to another part of the schedule view.

  1. Select the cell(s) that you want to work with. To select a single cell, single-click the cell, or press the arrow keys to move to the cell. To select a range of cells, click the upper-left cell in the range and then hold down the Shift key while you press the right and down arrow keys. Alternatively, you can click on a cell and drag either the upper-left corner of the cell or the lower-right corner of the cell to extend your selection. To cancel a selection of cells, click any cell outside the selection.

  2. To cut cells, click the drop-down arrow next to in the menu bar, and click Cut . Alternatively, you can press Ctrl+X on the keyboard or right-click the selected cell(s) and select Cut.

  3. To copy cells, click the drop-down arrow next to in the menu bar, and click Copy. Alternatively, you can press Ctrl+C on the keyboard or right-click the selected cells and select Copy.

  4. To delete cell contents, click the drop-down arrow next to in the menu bar, and click Delete. Alternatively, you can press the Delete key on the keyboard or right-click the selected cells and select Delete.

  5. To paste cells, select the upper-left cell of the paste area and click click the drop-down arrow next to in the menu bar, and click Paste. Alternatively, you can press Ctrl+V or right-click the selected cell and click Paste.

Finding an Employee

If you are looking for an employee within a schedule view, Snap Schedule 365 can help you quickly spot the employee. Click in the menu bar and type in the employee's name. The first occurrence of the employee will be highlighted.

Moving Assignments with the Mouse

You can use the mouse to move shift, task, and time off assignments. If you make a mistake, you can undo your last action.

  1. Select the cells that you want to move. To select a single cell, click the cell, or press the arrow keys to move to the cell. To select a range of cells, click the first cell in the range then drag to the last cell, or hold down the Shift key while you press the arrow keys to extend the selection. To cancel a selection of cells, click any cell on the display.

  2. Point anywhere within the selected area. Hold down the left mouse button and drag the cell or range of cells to where you want to move the assignments to.

  3. You will see a copied image of your selection as you are dragging. When you are at the desired location, release the mouse button. The assignments will be moved to the new location.

Refreshing Schedule View Data

Sometimes data does not load properly on the schedule view, so refreshing the view is a great way of ensuring that your scheduling data is working properly. To refresh the data in a schedule view, click in the menu bar.

Selecting a Date

Working with schedule data requires that a certain date be selected for the schedule view. The default date is today's date. In the menu bar, you can navigate to the next/previous days by clicking either or . In addition, you can navigate to the next/previous week by clicking either or .

Setting and Clearing Shift Assignment Reasons

Shift assignment reasons are used to provide additional details and explanations when making a shift assignment. You can select one from the list of commonly used reasons when you want to add details to a shift assignment. You save time this way, and the reasons can be used to group and filter assignments.

To specify a shift assignment reason, double-click on a shift assignment and choose a shift assignment reason under the Reason drop-down box. Alternatively, you can right-click on shift assignment(s), select Shift Assignment and then click Set assignment reason, choosing a reason.

To clear a shift assignment reason, double-click on a shift assignment and clear the shift assignment reason under the Reason drop-down box. Alternatively, you can right-click on shift assignment(s) and select Shift Assignment and then click Clear assignment reason.

Toggling On-Call Status of Shift Assignments

On call shift assignments occur when an employee is instructed by appropriate management to remain available to work during an off-duty period. The employee is required to leave word where he/she may be reached by phone or by electronic signaling device and must be available to return to the work location on short notice to perform the assigned duties. When you mark a shift assignment as on-call, the shift duration is not included in the total work hours calculations. To change the on-call status of shift assignment(s):

  1. Locate the shift assignment(s) that you would like to change.

  2. If you are selecting more than one shift assignment, hold down the left mouse button and drag to select as many dates as you want to schedule. Snap Schedule 365 will highlight the selected days. You can also use the keyboard to select multiple dates by holding down the Shift key and press the arrow keys to move around.

  3. Right-click the shift assignment(s) and click Shift Assignment, then click Toggle on-call status. Alternatively, you can double-click the shift assignment to open its details, and check/uncheck the box next to Shift is only an on call assignment.

  4. On call shift assignments will show a at the top right corner.

Undoing Actions

If you make a mistake while scheduling and decide that you do not want to keep the changes, it is easy to undo those changes. You can press Ctrl+Z on the keyboard or right-click any cell and select Undo. Only the most recent action will be reversed. Press Ctrl+Z again (or right-click and select Undo again) to reverse the next most recent action, and so on.