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:

From the Manage tab, click Employees. Then, click on .
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.
Click Save to save the new employee.

Note: For quick and simple scheduling, you can use only the employee name and employee code for each employee. Scheduling employees based on positions, teams, skills, and authorized work locations is more advanced and will more than likely be useful to you.

Tip: You can import employees and their data from a properly-formatted Excel file. This is especially useful if you have employee data that you don't want to recreate each time you create a new database. Likewise, you can generate an Employee List report and export the employee data list to share and store employee data.

Editing an Employee

General

Employee is active: By default, the status is set to active. You can clear this box to set the status to inactive when you release the employee and no longer wish to include the employee in scheduling.
Code: Enter a unique code to identify the employee. This can be a nickname, initials, a number, or an abbreviated code that you can instantly recognize when shown on the schedule cells.
Name: Employee name for scheduling use and display in reports. This name can be different than the first and last names specified in the Contact Info tab. In the United States, the name is usually entered in the form of last name followed by a comma then first name.
Position: The job position assigned to the employee.
Team: If you use teams (employee groups that are all scheduled together by auto-scheduling), use the drop-down list to select a team that the employee belongs to or create a new team.
Date started: The date when the employee was hired.
Date terminated: The date the employee left your company.
Hourly cost: The employee's hourly wage for use in estimated cost computations.
Overtime exempt: If checked, the employee is exempt from overtime pay. Snap Schedule 365 will take this into account when computing estimated costs.
Notes: Use this text box to enter free-form notes about the employee.
Picture: Use the space provided to display a photo of your employee. To add a photo, click the Load Picture button to load and manipulate the image. Snap Schedule 365 automatically reduces the image to 240x160 pixels to conserve storage space before storing it to the database. The image file formats supported are GIF, BMP, and JPEG. Click Clear Picture to remove the currently loaded picture of the employee.

Contact Info

Salutation: The salutation for the employee (Mr., Mrs., Dr., etc.).
First name: The employee's first name.
Middle name: The employee's middle name.
Last name: The employee's last name.
Name suffix: The employee's suffix (Jr., Sr., etc.).
Company name: The employee's company name if the employee is employed by another business.
Address: The employee's mailing address.
City: The employee's city.
State: The employee's state.
Postal code: The employee's postal code.
Country code: The code of the employee's country.
Home phone: The employee's home phone number.
- NOTE: for all phone numbers in the employee's profile:
  - When  is selected it will turn green , and that contact number will be used to contact employees via automated SMS text message for notifications about Open Shift Opportunities.
  - When  is selected it will turn green , and that contact number will be used to contact employees via automated voice call for notifications about Open Shift Opportunities.
Work phone: The employee's work phone number.
Mobile number: The employee's mobile phone number.
Other phone: An alternative phone number for the employee.
Fax: The employee's fax number.
Email: The employee's email address. You can enter multiple email addresses by separating each email address with a semi-colon (';'). Click the  button to send an email to the email address using the default email program on your device.
Document Link: The URL of a linked document for this employee.
Time Zone: The time zone that this employee is in, if different than the company's standard time zone. NOTE: this will only impact the data reported on the Punch Records report, and will not impact the times that the employee sees in ERA.

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

Desired work hours per work period: The number of hours the employee would like to work per work period. You could use this field to represent the optimum number of hours when making shift assignments.
Maximum consecutive work days: The maximum amount of days that the employee can work consecutively.
Maximum work hours per day: The maximum number of hours that the employee can work in a single day.
Minimum work hours per day: The minimum number of hours that the employee should work in a single day.
Maximum overtime hours per day: The maximum number of hours that the employee can work in addition to his regular shift hours.
Maximum work hours per work period: The maximum number of hours that the employee can work in a work period.
Minimum work hours per work period: The minimum number of hours that the employee should work in a work period.
Maximum overtime hours per work period: The maximum number of hours that the employee can work in addition to his regular work period 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.