Library Scheduling2018-01-24T04:24:56+00:00

Library Scheduling

Get more done with Snap Schedule

Whether you’re running a small community library, a school library, or a metropolitan library with multiple branches, you can manage your whole staff, in a snap, with Snap Schedule. 

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“Snap Schedule is very easy to use and a perfect match for the library scheduling needs. When I used Excel spreadsheets, I generally spent a couple of days to plan schedules for the entire term. Snap Schedule software really has helped me cut down the amount of time spent on scheduling.”
Colleen Rowe, St. Mary's University College
“Snap Schedule was the best software we could find for the money we had to spend on it, We also were looking at how much time we can save every week and Snap Schedule really made sense.”
Sean Minkel, Rapid City Public Library

Platinum Winner | 2018 Modern Library Awards

Schedule smarter with Snap Schedule – a multi-year winner of the prestigious Libraryworks Modern Library Awards (MLAs). The MLAs were created to recognize the elite products and services that serve the library industry. Winners were selected based on a process that involved evaluation by actual users of the applicants’ products and services. This year, product submissions were sent to LibraryWorks database of more than 80,000 librarians at public, K-12, academic, and special libraries for scoring. Judges scored the product on a numeric basis from 1-10 on a series of questions regarding functionality, value, customer service, and other factors.  “It’s hardly a surprise that Snap Schedule scored so well. They’ve been at the forefront of the industry since their company entered the market.” said Jenny Newman, Libraryworks Publisher and MLA Program Manager.

Snap Schedule 2018 Modern Library Platinum Award

What Can Snap Schedule Do For Libraries?

Using spreadsheets, documents, online calendars, or paper to schedule staff, volunteers, or interns may be familiar. Perhaps it’s the way your library has always done employee scheduling. While these methods may be sliding by, they lack the statistical tools, drag and drop features that make scheduling a breeze, ease of sharing and remote access, or various tabs to manage different locations, service points, employee information, and departments.

See how your library employee scheduling process becomes smooth by moving to Snap Schedule software. Migrating from the old method to Snap Schedule is simple and painless with our top-rated customer service to assist you along the way. You’ll wonder why you didn’t switch sooner.

Libraries already have to do more, and cover more service points with less staff. Streamline your library’s staff scheduling into one simple place with Snap Schedule library employee scheduling software. Increase efficiency, receive tangible ROI, reduce labor costs, and promote employee’s work life balance.

Key Scheduling, Labor Cost Control, and Reporting Features

  • Create schedules in a snap

    Drag-and-drop to easily assign shifts, mark time-off, move or copy assignments for your library employees and volunteers. Track all training, vacation, sick leave, and other off-work requests.

  • Assign shifts to library employees in multiple locations & areas

    Define as many locations/departments as you like and authorize your library employees to work at certain locations but not others. Filter/sort work schedules and reports based on locations.

  • Assign breaks, duties, and tasks within each shift

    Visually assign breaks, duties, and tasks of any length from one minute to several hours with a simple drag-and-drop.

  • Find best fit library employees or substitutes

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

  • Avoid scheduling conflicts

    Detect and alert all sorts of schedule conflicts like overlapping shifts, lacking required skills, 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 library staff availability, skill level and expiration

    Library staff can enter availability information 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 employee’s skill or certification is about to expire.

  • Ensure adequate shift coverage

    Show the number of library staff members 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 incentive pay

    Flexible pay rules to compute overtime and extra pay to library employees working on public holidays, certain days or hours of the day, irregular shifts, etc.

  • Comply with labor rules and collective agreements

    Avoid grievances and ensure compliance to 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 library employees.

  • 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 library staff activities, assignments, costs, and time-offs.

  • Publish schedules

    Easily publish 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 library staff members and/or their supervisors.


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Employee Self-Service Features

  • View work schedule from anywhere, anytime

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

  • Request time off

    Library staff 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 iOS/Android in-app notification.

  • Self-scheduling with Open Shifts

    Empower your library staff 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 employees and skills. Qualified employees 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. Librarians and other library employees can post their shifts for trade and coworkers who are eligible to work the shift can make pickup or swap offers. Posting employees can select any number of qualified coworkers to invite bids.

  • Punch in/out

    Library employees can punch in and out of their assigned shifts and you can set the time window for when employees 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

    Library 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.

  • Update availability and contact information

    Save time and stay up-to-date by allowing employees to update their own contact information and availability. Library staff 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

    Librarians and other library 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 the 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 library employees or create reports. It can’t change views to weeks, 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, 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 activities.
Yes! Snap Schedule keeps track of library employee availability, skills, work hour preferences and 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 librarians and other library employees for your shift planning purposes.
Yes. The E-mail Schedules wizard lets you e-mail shift assignment schedules to all or selected library employees. Each e-mail can contain the employee’s personal schedule or schedule information of all selected employees. You have the option of including an iCalendar formatted file that contains the employee’s personal schedule so your employees can import their schedules into their calendar programs or PDAs.
Yes! Snap Schedule can assist you in managing your library employee budget more efficiently through the software’s comprehensive labor cost control and reporting features. You can quickly access hours worked and staffing in previous schedules by running the work hour and labor cost reports. Using the data from these reports you can accurately calculate the allotted remaining amount of money in the library budget. Snap Schedule eliminates the guesswork in employee scheduling and maximizes the benefits.
Using a spreadsheet, or online calendar does not offer the same robust library task management, and library service point coverage features as Snap Schedule employee scheduling software for libraries. The task view allows you to schedule by task, and visually displays your service point coverage throughout the day. Snap Schedule configures how many library staff members are scheduled at each service point at any given time of the day so you can rest assured each library service point has adequate coverage. Instead of searching for where your library staff members are during the day, easily view where they are tasked throughout the day in the task view.
Using Excel templates for 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. Library employee scheduling is really a multi-dimensional problem that cannot be represented in a flat row and column format. There are employees, shifts, 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 library employee shift scheduling.
If your scheduling software is more than one year old, it probably handles less than half of what Snap Schedule does and it’s not built on tools as advanced and reliable as Microsoft SQL Server, .NET, or Microsoft Azure Cloud. This means you get a modern, seamlessly integrated, rock-solid software tool that will save you time and money.
Contrast the ease of use and thoroughness of Snap Schedule’s scheduling functions to those in your current solution. Then look at all the other tasks Snap Schedule does for you like library employee information management, emailing, overtime and labor costs monitoring, management reporting, etc. Every scheduling chore that now takes you three or four administrative minutes—and add up to hours—can suddenly take you seconds.
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 library 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. Enjoy the flexibility of setting up multiple locations and always knowing whether your library is staffed adequately. Whether you’re one library and need to set up service points as various locations to assign staff shifts, or a network of library branches managing various locations and their respective service points you can utilize Snap Schedule’s employee scheduling software location feature. Snap Schedules dashboard displays a staffing overview and hours by location so there is never any guesswork or time wasted trying to manually calculate.
Yes. Library 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.