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.
You can import
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
report and export the employee data
to share and store employee data.
Editing an Employee
- 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
- 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
- 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.
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.
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.
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
Shift Assignment Reasons
The Shift Assignment
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
- 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
- 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.
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.
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.
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
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.