Frequently Asked Questions

Following are answers to some of the most commonly asked questions about Snap Schedule 365. Click on a subject heading below to view questions and answers relating to your selection. Links throughout the answers will guide you to further information about Snap Schedule 365.

Licensing and Setup

How is Snap Schedule 365 licensed? How is Snap Schedule 365 licensed? Snap Schedule 365 is licensed under the software-as-a-service model – meaning you subscribe to the service and pay an annual subscription fee to continue using the software. The annual subscription fee varies depending on the number of schedulers and the number of employees who need online access.

Schedulers are persons in your organization who use the software to create/change employees’ work schedules and perform management functions like assigning tasks to employees, authorizing shift swaps, and approving time off requests. You can start with a base subscription for one scheduler and adjust your subscription to add or remove schedulers after subscribing. For example, if you have five schedulers who want to use Snap Schedule 365, you will need to purchase five scheduler licenses.

If you would like your employees to be able to access their schedules online and use the employee self-service features, you will also need to subscribe the Employee Remote Access add-on. The Employee Remote Access add-on is an optional product that allows your employees to access Snap Schedule 365's scheduling information on the go. You are required to pay an annual fee for each employee in order to use this feature.

Can I import my employee data into Snap Schedule 365?Can I import my employee data into Snap Schedule 365?Yes. If you already have data stored in an Excel file, you can save time by importing employee, shift, and task data into Snap Schedule 365.

If you are an existing Snap Schedule or Snap Schedule Premium user, you can import your existing data into Snap Schedule 365.

Can employees access Snap schedule 365 data from multiple computers?Can employees access Snap schedule 365 data from multiple computers?Yes. With the Employee Remote Access add-on (sold separately), which can be used in either a web browser or with the mobile app, your employees are given 24/7 access to review their schedules, update their availability, request time off, punch in/out when they're ready to get to work, and more.

Product Features

Can employees access their schedules 24/7 using a web browser or mobile app?Can employees access their schedules 24/7 using a web browser or mobile app?Yes. With the Employee Remote Access add-on (sold separately), which can be used in either a web browser or with the mobile app, your employees are given 24/7 access to review their schedules, update their availability, request time off, punch in/out when they're ready to get to work, and more.

Is there a limit on the number of employees or shifts that I can schedule? Is there a limit on the number of employees or shifts that I can schedule? No. You can schedule an unlimited number of employees, shifts, and time off requests, as well as define an unlimited number of data entries to be used in that scheduling process.

Is there a limit for how far in advance I can schedule?Is there a limit for how far in advance I can schedule?No. Snap Schedule 365 uses a perpetual calendar for shift assignments so that you can schedule as far into the future as you like. Snap Schedule 365 keeps all employees, shifts, and scheduling information in a single SQL Azure server database. This database will grow automatically to accommodate any shifts, holidays, vacations and time-off requests you recorded and allow you to schedule your employees for any date range. If your employees are using the Employee Remote Access add-on, you can control how far into the future they are able to see their schedule.

Can Snap Schedule 365 create reminders for training or certification expiration?Can Snap Schedule 365 create reminders for training or certification expiration?Yes. You can use Snap Schedule 365 to keep track of employees' certification, training, and re-certification due dates. While defining employee skills, you can also specify when a skill is about to expire or needs to be renewed. Snap Schedule 365 will display an alert on the Scheduler Dashboard when an employee's skill/certification is within the specified number of days from expiration or has expired. Alternatively, you can run the Employee Skill/Certification Expiration List report to get a list of employees whose skill/certification expiration dates fall within a specified time window.

Can I specify what information is shown in the schedule views?Can I specify what information is shown in the schedule views?Yes. There are three levels of details that you can show in each of the eight schedule views: More, Normal, and Less. You can also control what information is shown on each assignment cell by clicking the  button in any of the eight schedule views.

Does Snap Schedule 365 support multiple work locations or sites?Does Snap Schedule 365 support multiple work locations or sites?Yes. You can have as many locations as you like. A location is a work site or a place where the shift is performed. Each shift must be assigned a location and more than one shift may have the same location. You can authorize specific employees to work at certain locations. Snap Schedule 365 will alert you when an employee is scheduled to work at a location where he/she is not authorized to work. You can also use locations to filter the shift assignments that are displayed in each of the eight schedule views.

Can I e-mail schedules to my employees? Can I e-mail schedules to my employees? Yes. Snap Schedule 365 allows schedulers to email schedules to employees. Each e-mail can contain the employee's personal schedule or the schedules of all selected employees. You also have the option of attaching an iCalendar-formatted file so that your employees can import their schedules into their own calendar programs.

How do I publish schedules and reports to a web site? How do I publish schedules and reports to a web site? You can print what you see on any schedule view to a .PDF file or export any report to a variety of file formats suitable for web publishing.

How do I delete my Snap Schedule 365 database? How do I delete my Snap Schedule 365 database? You can delete the contents of your database using the Schedule Setup command under the Snap Schedule 365 Admin menu.

How long will my Snap Schedule 365 data be kept? How long will my Snap Schedule 365 data be kept? Your data is retained indefinitely as long as your subscription account is active and in effect. Accounts will be “deactivated" upon a user's request to discontinue the service or if the account is delinquent according to our “Terms of Use." Databases belonging to deactivated subscription accounts will be permanently deleted.

How are Snap Schedule 365 users authenticated?How are Snap Schedule 365 users authenticated?The system uses an internal user authentication system to authenticate and authorize logins. The user must provide a valid company code, user name, and password to be authenticated.

Is my password stored on Snap Schedule 365 encrypted? Is my password stored on Snap Schedule 365 encrypted? Yes, passwords are stored and encrypted on our secure system.

Operations

How do I provide additional details and explanation notes when making a shift assignment?How do I provide additional details and explanation notes when making a shift assignment?You can attach a note of up to 256 characters in free form to each shift assignment. Additionally, you can define a list of commonly used shift assignment reasons and select one from the list when you want to add details to a shift assignment. This way, you save time, and the reasons can be used to group and filter assignments.

What should I do when an employee is discharged? What should I do when an employee is discharged? When an employee is no longer with your company, simply mark the employee as inactive (clear the Employee is active check box). You can also define notes and custom fields for this employee to record information related to his/her discharge like leave date, reason for leaving, etc. Inactive employees will not show up on any of the selection lists but historical data is preserved. They will still, however, show up in reports and scheduling views for dates on which they had a shift assignment. This way, you can view and report on past assignments. If you would like to remove all data related to an employee including the employee record, you must first locate and delete all shift assignments related to the employee.

How do I schedule employees' breaks and specific tasks within a shift?How do I schedule employees' breaks and specific tasks within a shift?First, you must assign a shift to an employee. Then, you can schedule various tasks for that employee to perform during the shift assignment. Tasks can be of any duration and are assigned to an employee through the same simple drag/drop operations while in the Task View by Employee or Task View by Task.

How do I know if I have enough people, by skill and position, scheduled for each shift? How do I know if I have enough people, by skill and position, scheduled for each shift? The Shift Coverage Planner displays the number of employees scheduled by position, skill, or assignment reason for each shift assignment while also letting you quickly know of any over/under staffing conditions for other shift assignments. Snap Schedule 365 automatically computes and displays the assigned head counts and variances for comparison with the required head count. The variances are color coded to help you easily identify whether the assigned head counts are over or under.

When an employee stays late or is asked to work a longer shift, how do I adjust the shift length? When an employee stays late or is asked to work a longer shift, how do I adjust the shift length? When an employee works more hours than required by the shift, you can simply adjust the start time and end time for the employee's shift assignment to reflect the actual time worked.

1. Locate the shift assignment you want to edit.

2. Double-click the cell to edit the shift assignment.

3. Click the Adjust button and enter the desired changes. An Adjusted label will notify you that the shift assignment has deviated from the default shift start and end time.

Can I copy and paste schedule assignments?Can I copy and paste schedule assignments?On most schedule views, you can right click on an assignment to Cut, Copy, or Paste assignments to another date on the schedule view. You can also copy assignments from one time frame to another. This useful tool lets you copy and paste a block of your schedule (everyone's assignments) to another time frame.

I pay my employees extra for working on certain shifts. How do I keep track of shift premium pays? I pay my employees extra for working on certain shifts. How do I keep track of shift premium pays? Snap Schedule 365 provides a very flexible scheme to handle practically all types of incentive pay through the use of shift premium policies. For each type of incentive pay, you can define a shift premium policy and then associate that policy with a particular shift. All employees who are assigned to that shift will be entitled to the premium pay as defined in the policy. At any time, you can run the Estimated Labor Cost by Employee report or Estimated Labor Cost Summary report to instantly see if you are on budget for any reporting period and to assess and control overtime.

Can Snap Schedule 365 track vacation and time off requests? Can Snap Schedule 365 track vacation and time off requests? Yes. Snap Schedule 365 substantially reduces the time and paperwork required to track employee time off requests and assign time off. You can define as many time off reasons as you like and simply drag and drop a reason onto the Daily View by Employee to mark when an employee will be absent. You are kept up to date on the employees who are scheduled for time off by looking at the Scheduler Dashboard. Use the Employee Time Off Details report for details on planned vacation and time off hours for any time period you select.

Will Snap Schedule 365 help me with labor cost estimates?Will Snap Schedule 365 help me with labor cost estimates?Yes. Once you've entered overtime settings and hourly labor rate for each employee, Snap Schedule 365 will help you keep track of and report on labor costs for any given time period. The Estimated Labor Cost Summary report shows a breakdown of regular work hours, overtime work hours, regular work labor cost, shift premium cost, overtime work labor cost, on-call cost, payable time off hours, and payable time off cost. The overtime hours and overtime costs are calculated based on the assigned shift work hours and the overtime settings you have defined for your business. The shift premium cost and on-call cost are computed based on applicable shift premium policies. The payable time off hours and payable time off costs are calculated based on the time off taken by the employee that is payable. The Estimated Labor Cost by Employee report displays similar cost data for each day an employee is scheduled to work.

How do I print a monthly calendar? How do I print a monthly calendar? You have a few options when printing the monthly calendars:

1. You can print what you see while in the Calendar View by Employee or Calendar View by Shift.

2. You can run and print the Employee Monthly Calendar report.

3. You can run and print the Monthly Assignment and Time Off Calendar report.