Spa Employee Scheduling Software

Get more done with Snap Schedule

Reduce labor costs, manage employee requests, and save time to do more on revenue producing activities.

See How It Works

“Now with Snap Schedule, it is extremely easy for me to quickly implement any requested changes and generate the new schedule. I can just click and drag in order to swap shifts. In no time at all I can have an up-to- date schedule ready. I no longer have to retype entire schedules, like I had done in the past using the old system, saving me a lot of time and tons of stress.”

Chris Jones

“The dynamics of this software are phenomenal. It gives us visibility and overviews we never had. Schedule misunderstandings are nearly impossible, except when there’s human error. This new clarity helped us reduce overtime pay mistakes by 90 percent.”

William Freeman

What Can Snap Schedule Do For Me?

As a manager or owner of a spa, peace of mind in all aspects of your business is your utmost concern, but managing a spa can be anything but relaxing. Between scheduling clients and staff, the day at a spa can be quite hectic. Spa owners must ensure that all staff members from receptionists to massage therapists to yoga instructors are all on site when needed. With peak hours, high seasons, part-time employees, and a variety of job positions to schedule, spa owners need a powerful tool to help them. Snap Schedule employee scheduling software is there to calm the waters of this otherwise hectic career.

Increase efficiency, receive tangible ROI, reduce labor costs, and promote employees’ work life balance with Snap Schedule software. Experience the ease of use, integration, and efficiency with the Snap Schedule features listed below.

Key Scheduling, Labor Cost Control, and Reporting Features

Create schedules in a snap

Drag-and-drop to easily assign shifts, mark time-off, move or copy assignments for your spa, masseuse, masseur, esthetician, and nail tech employees. Track all training, vacation, sick leave, and other off-work requests.

Assign shifts to employees in multiple locations & areas

Define as many locations/departments as you like and authorize your spa, masseuse, masseur, esthetician, and nail tech employees to work at certain locations but not others. Filter/sort work schedules and reports based on locations.

Assign breaks, duties, and tasks within each shift

Visually assign breaks, duties, and tasks of any length from one minute to several hours with a simple drag-and-drop.

Find best fit employees or substitutes

Easily find qualified and eligible spa, masseuse, masseur, esthetician, and nail tech employees to fill open shifts based on availability, position, skill, labor cost, work hour limits, seniority and other criteria.

Avoid scheduling conflicts

Detect and alert all sorts of schedule conflicts like overlapping shifts, lacking required skills, not enough rest between shifts, or too many overtime hours. Any conflict will be clearly flagged and color-coded on schedule views.

Up-to-date employee availability, skill level and expiration

Spa, masseuse, masseur, esthetician, and nail tech employees can enter availability information for each day of the week and restrictions that should be considered when creating and managing schedules. Avoid over/under staffing a shift with people you need by skills and get an alert when an employee’s skill or certification is about to expire.

Ensure adequate shift coverage

Show the number of spa, masseuse, masseur, esthetician, and nail tech employees scheduled in each shift by position, skill, or reason so you can quickly see if any position is over/under staffed while making shift assignments.

Handle overtime, shift premium and incentive pay

Flexible pay rules to compute overtime and extra pay to spa, masseuse, masseur, esthetician, and nail tech employees working on public holidays, certain days or hours of the day, irregular shifts, etc.

Comply with labor rules and collective agreements

Avoid grievances and ensure compliance to collective bargaining agreements, HR policies, labor and working time regulations. When filling an open shift, you can use multiple criteria to narrow down the number of eligible spa, masseuse, masseur, esthetician, and nail tech employees.

Time sheet data for payroll

Adjust the shift’s scheduled start and end times to reflect the actual time worked and instantly see the revised hours and costs. Add notes and reasons to record or explain deviations and provide time card data for payroll.

Make informed decisions based on up-to-date data

Use a comprehensive set of 49 reports to analyze scheduling data; prepare management records; and track spa, masseuse, masseur, esthetician, and nail tech employee activities, assignments, costs, and time-offs.

Publish schedules

Easily publish shift schedules, calendars, and any report in PDF and a variety of other formats. Automatically email work schedules (in text or iCalendar file format) to spa, masseuse, masseur, esthetician, and nail tech employees, and/or their supervisors.

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Employee Self-Service Features

View work schedule from anywhere, anytime

From home to business, from desktop to mobile devices, your spa, masseuse, masseur, esthetician, and nail tech employees have 24/7 access to schedule data. You control who will be allowed access and which employee self-service features will be enabled for your operations.

Request time off

Spa, masseuse, masseur, esthetician, and nail tech employees can make time off/vacation requests and schedulers can track, manage, approve, or deny those requests. Employees can see the approval status and are automatically alerted when their request is approved or rejected via an iOS/Android in-app notification.

Self-scheduling with Open Shifts

Empower your spa, masseuse, masseur, esthetician, and nail tech employees by letting them self-schedule with Open Shift. Schedulers can simply create an open shift for a position and specify the shift and the required number of employees and skills. Qualified employees can view open shifts and bid for the shift they like.

Shift trade/pick up

Allow automatic shift trading with or without a scheduler’s approval. Spa, masseuse, masseur, esthetician, and nail tech employees can post their shifts for trade and coworkers who are eligible to work the shift can make pickup or swap offers. Posting employees can select any number of qualified coworkers to invite bids.

Punch in/out

Spa, masseuse, masseur, esthetician, and nail tech employees can punch in and out of their assigned shifts and you can set the time window for when employees are allowed to punch in or out. Schedulers can see the punch data in real-time or use the data to report the variances between planned and actual work hours and costs.

View time card information

Spa, masseuse, masseur, esthetician, and nail tech employees can view their planned and actual work hours for the current, previous, or next payroll cycle. On-call, overtime, paid and unpaid time-off hours are also presented.

Update availability and contact information

Save time and stay up-to-date by allowing spa, masseuse, masseur, esthetician, and nail tech employees to update their own contact information and availability. Employees can enter their availability information for each day of the week and in multiple time segments as needed. Snap Schedule uses this information to help schedulers select the best available employees to fill shifts.

Look up coworkers

Spa, masseuse, masseur, esthetician, and nail tech employees can look up coworkers’ contact information to call, text, or email. Schedulers decide whom to include or exclude from the directory.

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Our product specialists will customize a demo that addresses each challenge, question, and goal you have—all at your convenience.

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Frequently Asked Questions

I’m doing okay with pencil and paper, why change?

Maybe you’re not doing OK. Count all the hours you spent last year, and will spend next year. How inflexible and time-consuming is changing the schedules when someone is out? Snap Schedule saves you time by dragging and dropping rather than erasing and writing. It will also help you prevent under and over staffing, schedule conflicts, and reduce your overtime and labor costs. And pencil and paper cannot email your spa, masseuse, masseur, esthetician, and nail tech employees or create reports. It can’t change views to weeks, full month, and it can’t show you just Joe’s or Sue’s schedules. Doing these tasks by hand is very time consuming and difficult due to workload fluctuations, frequent special requests from employees, last minute changes, and high employee turnover. Without the right tools in place, you will expend a great deal of time on these tasks — time better spent on more critical, revenue-generating activities.

Can I schedule shifts based on seniority, skills, or employees' preferences?

Yes! Snap Schedule keeps track of spa, masseuse, masseur, esthetician, and nail tech employees availability, skills, work hour preferences and alerts you to potential scheduling conflicts. Filling an open shift or finding a replacement is easy. Simply specify your criteria and Snap Schedule will present a list of qualified employees for your shift planning purposes.

Can I email schedules to my employees?

Yes. The E-mail Schedules wizard lets you e-mail shift assignment schedules to all or selected spa, masseuse, masseur, esthetician, and nail tech employees. Each e-mail can contain the employee’s personal schedule or schedule information of all selected employees. You have the option of including an iCalendar formatted file that contains the employee’s personal schedule so your employees can import their schedules into their calendar programs or PDAs.

Can Snap Schedule grow with my spa?

Yes! Snap Schedule is designed to grow with you. As you hire more spa, masseuse, masseur, esthetician, and nail tech employees, and manage additional spa locations Snap Schedule is equipped to assist you in managing the new scheduling difficulties that arise with these situations. Snap Schedule allows you to add sites, locations, and spa employees and classify them to your individual needs. Snap Schedule will flag you when a scheduling conflict arises to help you streamline your transition.

Why can’t I just use Excel spreadsheets?

Using Excel templates for scheduling is definitely better than using pencil-and-paper but considering the price you would pay for Excel and scheduling templates, you get much more with Snap Schedule. Spa employee scheduling is really a multi-dimensional problem that cannot be represented in a flat row and column format. There are employees, shifts, and dates – and you really need to be able to view the schedule from multiple vantage points. You will spend many unnecessary hours to work around Excel limitations because unlike Snap Schedule, Excel is not specifically designed for employee shift scheduling.

Why should I replace my old scheduling software?

If your scheduling software is more than one year old, it probably handles less than half of what Snap Schedule does and it’s not built on tools as advanced and reliable as Microsoft SQL Server, .NET, or Microsoft Azure Cloud. This means you get a modern, seamlessly integrated, rock-solid software tool that will save you time and money.
Contrast the ease of use and thoroughness of Snap Schedule’s scheduling functions to those in your current solution. Then look at all the other tasks Snap Schedule does for you like spa, masseuse, masseur, esthetician, and nail tech employees information management, emailing, overtime and labor costs monitoring, management reporting, etc. Every scheduling chore that now takes you three or four administrative minutes—and add up to hours—can suddenly take you seconds.

Is there a limit in how far in advance I can schedule?

No. Snap Schedule uses a perpetual calendar for shift assignments so there is no limit and you can schedule as far into the future as you need. Snap Schedule keeps all spa, masseuse, masseur, esthetician, and nail tech employees, shifts, and scheduling information in a single SQL Server database file. This file will grow automatically to accommodate any shifts, holidays, vacations and time-off requests you recorded and allow you to go forward or backward in time to instantly see and assess how you are doing.

Does Snap Schedule handle on-calls?

Yes. On-call shift assignments occur when a spa, masseuse, masseur, esthetician, and nail tech employees are instructed by management to remain available to be called to work during an off-duty period. When you mark a shift assignment as on-call, the shift duration is not included in the total work hour calculations.

Can I view and modify schedules by dates, shifts, or employees?

Yes. Spa scheduling is really a multi-dimensional problem and you really need to be able to view the schedule from multiple vantage points. Snap Schedule provides four graphical views to accommodate that as well as selectable date ranges within each view. The Daily view shows all shifts and time off for each spa, masseuse, masseur, esthetician, and nail tech employees in a specified date range. The Shift view shows employee staffing for each shift along with coverage data. The Task view lets you schedule tasks and breaks within a shift. The Calendar view presents work and time off assignments in calendar format.