Defining Employees

Entering employee information is the first task you need to do before starting the scheduling process. There is no limit to the number of employees that you can define in your schedule. Snap Schedule 365 manages all of your employee records and stores important information like contact information, availability, position, authorized work locations, skills, etc. Additionally, you can define up to 25 custom data fields to keep track of anything you choose about the employee that is not already suggested by Snap Schedule 365.

Contacting replacements for no-shows or scheduling employees with the proper skills, seniority, or training is quick and easy. Snap Schedule 365 can use an employee's position, team, and skill(s) to generate shift assignments, check for conflicts, and ensure shift coverage. However, for rudimentary scheduling, your employees only need an employee name and a unique code.

In order for you to assign employees to shifts, you must first create employees and enter their data into the database. Snap Schedule 365 keeps a separate record for each employee in the database to simplify the way you manage employee records. Important information like contact information, availability, position, authorized work locations, and skills are available at your fingertips. Additionally, you can define custom data fields to keep track of anything you choose about the employee. Contacting replacements for no-shows or scheduling employees with the proper skills, seniority, or training is quick and easy once you have the information entered.

To add a new employee:

  1. From the Manage tab, click Employees. Then, click on .

  2. Enter the required employee name and employee code. Other data fields are not required but should be filled in if you want to make full use of Snap Schedule 365's capabilities. Information about each employee data field is given below.

  3. Click Save to save the new employee.

Editing an Employee

General



Contact Info

Locations


 
 
The Locations tab is used to define the locations where the employee is authorized to work as well as the employee's home location. A location refers to a physical area or facility where employees are scheduled to work, like a building, an assembly line, or a patrol route. You must define at least one location for your business. Check any box under the Home table header to set the employee's home location, which is where the employee is normally scheduled to work. Check/uncheck any locations under the Authorized table header to authorize/deauthorize the employee to work at other locations. Snap Schedule 365 will generate a warning when you schedule an employee to work at a place he or she is not allowed to work.
 

Skills

The Skills tab is used to define what skills the employee holds. The table shows all skills that you have defined. To assign/revoke a skill to the employee, check/uncheck the corresponding check box. If the skill has a date it was acquired and/or a date of expiration, enter that date in the corresponding Expires box.
 

Tasks

The Tasks tab is used to define what tasks the employee is authorized to perform. Snap Schedule 365 will generate a warning when you schedule an employee to perform a task that he or she is not allowed to do. The table shows all tasks that you have defined. To authorize/deauthorize the employee to perform a particular task, check/uncheck the corresponding check box.

 

Shift Assignment Reasons

The Shift Assignment Reasons tab allows you to select which shift assignment reasons are applicable to the employee. Only shift assignment reasons applicable to an employee may be selected when making a shift assignment for the employee. The table shows all shift assignment reasons that you have defined. To apply/remove the employee from a shift assignment reason, check/uncheck the corresponding check box.
 

Work Hours



 

Availability


 
 
You can set the days and times of day that the employee is available to work. Click the button next to any day to define a segment of availability for that day. Check the All Day checkbox if the employee is available all day.
 

Remote Access

Employee Remote Access (ERA) is a Snap Schedule 365 add-on that allows a certain amount of employees to access information from a mobile app or web browser. If you would like the employee to be able to access his or her schedule remotely, check the corresponding checkbox. If you would like the employee to be included in the employee directory, which can be seen by other employees, check the corresponding checkbox. Input a password that the employee can use while accessing his or her schedule data and then verify the password in the text box that follows.
 

Custom Fields

The Custom Fields tab displays the 25 custom employee fields in the employee record. Snap Schedule 365 allows you to configure up to ten text fields, five number fields, five date fields, and five checkbox fields. To configure these fields, click the button from the employee list. Setting values in each of these fields helps you identify and track unique aspects that are important to your particular business. Simply leave the field blank if you do not wish to enter any information in the field.