Police Officer and Law Enforcement Staff Scheduling Software2019-03-08T22:20:57+00:00

Police Officer & Law Enforcement Staff Scheduling

Take Control of Scheduling Officers and Support Personnel with Snap Schedule

Avoid scheduling and compliance issues and have more time for your community’s needs.

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“I came across Snap Schedule online and within 2 hours I had built out my entire schedule. I was able to pick it up quickly because of how intuitive the program is.”

Lieutenant Farley, Redwood City Police Department
“The dynamics of this software are phenomenal. It gives us visibility and overviews we never had. This new clarity helped us reduce overtime pay mistakes by 90 percent.”
Detective Sergeant William Freeman, Windsor Police Department

“Snap Schedule’s web interface makes scheduling that much better. I like the reporting features because I can easily gauge cost of schedules. I can also pull teams and assign people to certain teams, and keep track of vacation time.”

Chief Dan Ault,, Plover Police Department
“We went from using 60 percent of available budget year-to-date down to 30 or 40 percent. That saves taxpayers direct and indirect costs. If we add that windfall to the hours the schedule planner saves, Snap Schedule employee scheduling software can pay for itself in a few days.”

Captain Jeffrey D. McDougal, Zephyrhills Police Department

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What Can Snap Schedule Do For Police & Law Enforcement Agencies?

A variety of challenges makes effective scheduling of sworn law enforcement officers and civilian employees very difficult.  Employees of police departments and law enforcement agencies work around the clock on many different schedules with varying hours.  Specific employees must be scheduled on certain shifts based on responsibility levels, training requirements and specialty assignments.  Factoring in minimum staffing requirements, sick time, vacation time, court time, overtime, and unforeseen absences is labor-intensive and costly mistakes are frequently made.

Ensuring that the right officers with the right skills are deployed to the right post at the right time will provide the required level of services, avert risks, and minimize potential liability. Filling open beat shifts (overtime), shift trade, and outside work detail scheduling while ensuring that the proper requirements are met for respective MOUs (e.g., vacation banked leave, comp time, holidays, PERS, and much more) can be time consuming for commanders and first line supervisors – work hours that can be redirected toward more critical supervisory functions.

Snap Schedule solves these problems and streamlines the scheduling workflow and interactions among employees and supervisors in police departments, sheriff’s offices, security organizations, campus police, and law enforcement agencies.  It combines anywhere access, schedule automation, time clock, payroll integration, reliable statistics, and robust reporting functionality into an easy to use cloud-based software solution.   Commanders and supervisors can manage schedules and make real-time changes from anywhere in the world and instantly alerting the staff of the changes.  Officers and staff can access the self-service features anytime on mobile apps or web browsers to request time off, offer overtime, pickup/trade shifts, clock in/out, review notifications and messages, view schedules, change availability and profile information, and much more.

Make Scheduling a Snap for Police and Law Enforcement Agencies

  • Create and maintain schedules supporting multiple shift patterns

    Auto-generate shift schedules or drag-and-drop to easily assign shifts, mark time-off, move or copy assignments for police officers. Track all training, vacation, sick leave, and other off-work requests. View schedules by employee, department, location, shift, day, week, month, etc.

  • Flexible multi-location police scheduling

    Define work locations (stations, patrol, routes, special event, extra-duty, etc.) and designate authorized work locations for each police officer. The software will alert you of inadequate staffing or if any police officer is assigned to an unauthorized location.

  • Time and leave tracking

    Manage time off requests, track leave reasons and time-off occurrences. Track on-call, shifts scheduled and worked, overtime hours and reasons, and shift premium pays.

  • Rule-based call backs, open-shift and overtime offers

    Easily find qualified and eligible police officers to fill open shifts or no-shows based on availability, position, skill, labor cost, work hour limits, seniority and other criteria. Manual and automatic call-outs helps in complying with union rules, labor regulations and bargaining unit requirements.

  • Avoid scheduling conflicts & workload rule violations

    Detect and alert all sorts of schedule conflicts like overlapping shifts, lacking required skills, maximum hours worked per shift,
    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 police officer availability, skill level and training expiration

    Police department schedulers can enter availability information for officers 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 officer’s skill or certification is about to expire.

  • Ensure adequate shift coverage

    Show the number of police officers 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 extra duty incentive pay

    Let officers volunteer for overtime or track officers who needs to work overtime based on seniority, amount of overtime hours already worked/declined, or union rules. Flexible pay rules to compute overtime and extra pay to police force members working on public holidays, certain days or hours of the day, irregular shifts, etc.

  • Comply with labor rules and union collective agreements

    Avoid grievances and ensure compliance to union 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 police force members. Offer overtime based on seniority and union rules.

  • 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 police officer and other law enforcement activities, assignments, costs, and time-offs.

  • Publish schedules

    Easily publish police department 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 police officers and/or their supervisors.


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Improve Communications by Empowering Officers and Staff with Self-Service Access

  • View work schedule from anywhere, anytime

    From home to police department, from desktop to mobile devices, your police force team has 24/7 access to schedule data. You control who will be allowed access and which staff self-service features will be enabled for your operations.

  • Request time off

    Police force members can make time off/vacation requests and schedulers can track, manage, approve, or deny those requests. Police force members 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 police force 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 police force members and skills. Qualified police force members 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. Police officers can post their shifts for trade and coworkers who are eligible to work the shift can make pickup or swap offers. Posting officers can select any number of qualified coworkers to invite bids.

  • Punch in/out

    Police officers and law enforcement agents can punch in and out of their assigned shifts and you can set the time window and a geofencing range for when and where they 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

    Officers and police force staff 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 police force members to update their own contact information and availability. Law enforcement officers 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

    Police officer 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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Frequently Asked Questions

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 police 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 police officers and law enforcement staff or create reports. Pencil and paper can’t change views to weeks, a 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 and staff members, 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 tasks.
Yes! Snap Schedule keeps track of police department employee availability, skills, work hour preferences and it 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 police department staff members and officers for your shift planning purposes.
Yes. The E-mail Schedules wizard lets you e-mail shift assignment schedules to all or selected employees. Each e-mail can contain the police department employee’s personal schedule or schedule information of all selected employees. You have the option of including an iCalendar formatted file that contains the police department employee’s personal schedule so your employees can import their schedules into their calendar programs or PDAs.
Yes. You can have as many locations as you like. A location is a work site or a place where the shift is performed. You can authorize your police officers to work at certain locations but not others. Snap Schedule will alert you when an employee is scheduled to work at a location where he/she is not authorized to work.
Yes!  The Total Work Hours by Location report shows the police department employees you have scheduled on each site for the date range you set, the hours they are scheduled, and the total amount of hours for the time period. Or run the Employee Work Hours by Location report and have a bit more information including the shifts scheduled, the start and end times of each officer scheduled, shift total hours, and daily total hours.
Using Excel templates for police department 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. Police officer scheduling is really a multi-dimensional problem that cannot be represented in a flat row and column format. There are police department employees, shifts, locations, 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 police employee shift scheduling.
Some of the best features of Snap Schedule that police departments utilize include: managing police officer performance and qualifications, robust reporting, and the capacity to act as a supplement to payroll.

In the employee profile you are able to keep track of police officer’s qualifications, licenses, and skills, and the sites they have been trained to patrol.

Snap Schedules’ robust reporting also allows for more accuracy in payroll. Use reports from Snap Schedule’s Recorded Work Hours section to view hours each officer worked, and use the documented information to double check your payroll. You can also use reports to measure police department employee performance. Whether an officer or department employee has never missed a shift, has been chronically late, or consistently fails to show up you can use the reporting feature to keep track of their performance.

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 police department 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.
Yes. On-call shift assignments occur when a police department officer or employee is instructed by appropriate 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.
Yes. Police department 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 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.