Snap Schedule 365 2017-01-30T17:27:27+00:00
Snap Schedule 365 Online Employee Scheduling

Snap Schedule 365 Cloud-based Online Scheduling

Complete Employee Scheduling Features For Modern Workforce

From scheduling to employee self-service, Snap Schedule 365 gives you 24/7 access to innovative features that save time, reduce labor costs, improve productivity and promote employees’ work-life balance.

Swipe, tap, or click, Snap Schedule 365’s modern UI lets schedulers and managers easily manage their workforce anywhere and anytime, on any device. Its powerful features cover every aspect of modern day workforce management. Available 24/7 and accessible to employees whether at work or at home, Snap Schedule 365’s self-service features cut scheduling and administrative time by making employees more pro-active in the process.

Scheduling

  • Multiview schedule maker

    Create schedules for a virtually unlimited number of employees, shifts, and tasks in multiple views. The Daily view shows all shifts and time off for each employee 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.

  • Split shifts, multiple shifts, time off and on-calls

    Complex shift assignments, such as split shifts, multiple shifts, paid/unpaid time off, and on-calls, are all supported. Easily drag-and-drop or use the context-sensitive menu to assign shifts or make schedule changes without having to enter/type in the information.

  • Multi-location scheduling

    Define as many locations/departments as you like and authorize your employees to work at certain locations but not others. Schedule your employees for shifts at one or several locations. Filter/sort work schedules and reports based on locations.

  • Task scheduling

    Within a shift assignment, you can schedule and specify which tasks (duties) an employee will perform or when an employee can take breaks.

  • Auto-scheduler

    For shift systems with repeatable shift patterns, auto-generate each team member’s shift assignments for any scheduling period.

  • Shift pattern optimization

    Plan various shift patterns and develop “what-if” scenarios to better meet the demands of your business. Then auto-generate shift schedules from the best shift pattern. Easily model and generate any fixed, oscillating, staggered, mixed, and rotating shift schedule.

  • Schedule conflict warnings

    Detect all sorts of schedule conflicts like overlapping shifts, lacking required skills, minimum rest period, or too many overtime hours. Any conflicts will be clearly flagged and color-coded on schedule views.

  • Ensure adequate shift coverage

    Show the number of 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.

  • Find best fit employees or substitutes

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

  • Shift assignment reasons

    Shift assignment reasons provide additional details and explanations when making a shift assignment and can be used to group and filter assignments.

  • Punch view

    View in real time employees’ punch in/out times in a graphical format or in list forms. See tardy employees and how employees’ scheduled shifts and hours compare to the actual shifts and hours.

  • Punch lockouts

    Eliminate early punch in or late punch out by specifying a time window when employees can punch in/out.

  • Employee communication

    Keep your team in the loop and find last-minute fill-ins quickly with multiple easy ways to post schedules and communicate changes, including email and in-app notifications.

  • Online schedule posting

    Print, post, email, and export schedules in a variety of formats. With the employee self-service option, employees can view their schedules online, request time off, bid on open shifts, trade/pick up shifts, punch in/out, update availability and more from any computer, tablet, or mobile device.

  • Multiple schedulers

    Keep an audit trail and maintain complete control over the scheduling process by setting up multiple schedulers with different responsibilities. Allow schedulers to create/change employees’ schedules, approve time-off and open shift requests, update employees’ cost data, run reports, and much more. Each scheduler is associated with a role that defines the commands and features that the scheduler can perform.

  • Role-based access control

    Set roles to limit access to sensitive data. You can create as many roles as you like, each with a different set of privileges, and assign a role to a group of schedulers. For example, you can create a Scheduler role with the authority to create and update schedules; an Administrator role that allows full access to schedules, personnel data, and manpower requirements; and a Supervisor role with only read access to certain schedule views and reports.

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Labor Cost Controls

  • Labor cost calculations

    Automatically sum up employees’ work hours and costs; calculate overtime, on-call, time off, and shift premium pays; and provide detailed cost reports, so you know instantly if you are on budget.

  • Time sheet data for payroll

    Adjust a 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.

  • Overtime and on-call pay

    Handle practically all types of overtime pay through the use of daily overtime rules and work period overtime rules. Specify how overtime pay is computed for work hours in excess of: (a) certain hours per workday, (b) certain hours per work period, or (c) a combination of both. Similarly, the on-call compensation can be a fixed amount per shift, a fixed amount per hour, a percentage of the employee’s standard rate, or any combination of the three.

  • Planned vs. actual costs

    Keep track of planned work hours (based on scheduled shift start/end times) and recorded work hours (based on punch in/out times). Run reports to see variances in employee planned vs. recorded work hours and costs for any date range. Generate timecards for payroll based on either planned or recorded work hours.

  • Shift premium and incentive pay

    Flexible premium pay rules help you compute extra pay to employees working on public holidays, certain days or hours of the day, irregular shifts, etc. Premium pay can be a fixed amount per shift, a fixed amount per hour, a percentage of the employee’s standard rate, or any combination of the three, and can include overtime calculations.

  • Comply with labor rules and collective agreements

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

Employee Info

Complete Employee Information
  • Teams

    Teams are used to facilitate scheduling of groups of employees or to filter, sort, and organize employees for display and reporting purposes.

  • Unlimited number of employees

    Maintain complete employee contact information, picture, position, hire date, labor rate, skills/certifications, and skill expiration dates.

  • Skill level and expiration

    Define skills/certifications and associate them with employees. Receive alerts when an employee’s certifications are about to expire. Select employees to fill a shift based on the required skills and certifications. Allow employees to bid on open shifts if they have the needed skills.

  • Up-to-date employee availability

    Schedulers or employees can enter employee availability information for each day of the week, desired work hours, days and hours available to work, and restrictions that should be considered when creating and managing schedules.

  • Positions

    Identify multiple positions/departments within your company to assign employees and instantly know how many people you have under/over scheduled on each shift, by position.

  • Customizable fields

    Use the 25 customizable text fields, numeric fields, check boxes, and date fields to store additional information to fit your business needs. You can define the captions and data formats for the data fields you want to display on the employee record form.

Reports

Extensive reports
  • Extensive reporting capabilities

    Use a comprehensive set of 49 standard reports to analyze your scheduling data; prepare records for day-to-day management and planning; and track employee activities, work assignments, labor costs, coverage, and time-offs.

  • Configurable

    Filter, sort, and group report data in thousands of ways. Include or exclude specific information in your reports, drill-down for more details, and make changes to the report data.

  • Saved reports

    You can save a report with its customized settings so you can quickly recall and run it at a later time. All customized report settings including the setups for filters, sort orders, header/footer, and date range remain intact but data will be refreshed when you run the saved report.

  • PDF, Word, Excel, and more

    All reports are viewable onscreen and exportable to Adobe Acrobat’s PDF format, Microsoft Word, or Microsoft Excel.

Employee Access & Self-Service

  • Anywhere, anytime access

    From home to business, from desktop to mobile devices, your employees can have 24/7 access to schedule data. You control who will be allowed access and which features will be enabled for your operations.

  • View time card information

    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.

  • View work schedule

    The monthly calendar planner lets employees view at a glance, their own shift assignments, time-off, shift trades, as well as co-workers’ work schedules. From this planner, employees can filter what they want to see, request time off, bid on open shifts, and trade or pick up shifts from co-workers.

  • Request time off

    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 in-app notification on devices that support it (e.g. iOS and Android).

  • Self-scheduling with Open Shifts

    Empower your employees by letting them self-schedule with open shifts. Schedulers can simply create an open shift for a position and specify the number of employees needed and the required skills. Qualified employees can view open shifts and bid for the shift they like. Schedulers then can approve or reject the bid and the employee will be alerted of the approval status via email, in-app notification, or both.

  • Shift trade/pick up

    You can set up Snap Schedule 365 to allow shift trading between employees with or without a scheduler’s approval. Employees can post their assigned shifts to trade with coworkers who are eligible to work the shifts. An employee posting the shift can select people from the list of qualified co-workers to invite bids. Invited co-workers can submit bids to just pick up the shift or to swap it with one of their assigned shifts.  The posting employee can accept a bid but if scheduler approval is required, the trade will not be final until a scheduler approves it. Once finalized, Snap Schedule 365 instantly alerts the affected employees and automatically updates their schedules.

  • Punch in/out

    Employees can punch in and out of their assigned shifts, and you can set the time window for when they are allowed to punch in or out. Schedulers can see the punch data in real-time in the Punch view or run reports to see the variances between planned vs. actual work hours and costs for any date range.

  • Update availability and contact information

    Save time and stay up-to-date by allowing 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 365 uses this information to help schedulers select available employees to fill shifts, find substitute employees, and report schedule conflicts.

  • Look up coworkers

    Employees can look up coworker’s contact information to call, text, or email. Schedulers decide whom to include or exclude from the directory.

  • Request time off

    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 accepted or rejected via an in-app notification on devices that support it (e.g. iOS and Android).

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