Employee Scheduling Software

Intuitive, easy to use software

You already know how to use Snap Schedule, thanks to its Microsoft Office 2007 user interface style. Commands for tasks you frequently perform are logically organized and plainly visible in the Ribbon. Color coded shifts, time off reasons, and staff positions make it easy to organize assignments and identify shift patterns.

Snap Schedule provides a similar user interface to the Microsoft Office 2007 programs.

The ribbon contains frequently used commands, logically organized and plainly visible. Hovering the mouse over a command button will show a Super Tooltip that explains how to use the command.

Double-click on any ribbon tab to hide the ribbon for more working space. Double-click again to unhide.

Commands logically grouped and available only when you need them. The Application Button drop-down menu contains commands related to managing your schedule file.

Contextual tabs bring context sensitive and relevant command options to your attention precisely when they are needed.

Zoom to see schedule overview or details. Like Microsoft Excel, the Zoom slider allows you to zoom in for a close-up view of your schedule details or zoom out to quickly visualize the color coded shift patterns.

Context menus speed up your work. Right-click on a selected object to bring up a list of commands applicable only to that object.

Save time and minimize errors with action text boxes. Action text boxes show data in a text box with a command button to the right. Clicking the command button will automatically initiate the desired action. No need to manually dial your employees' phone numbers or type e-mail addresses.

Schedule unlimited number of employees, shifts, and time off

There are no limits on the numbers of employees, positions, shifts, locations and assignments you can create. Keep scheduling and employee information in one place for easy access. It’s easy to insert a person’s photo into their employee record as well as contact information, work locations, skills, availability, and work hour constraints. Use the 25 custom fields to store anything you like – from employment history such as start dates, review dates, training dates, to certification renewal dates.

Use shifts to describe divisions of labor, responsibilities or any other categories of work you would like to assign to your employees. You can adjust each individual's shift start and end time and can de-activate shifts that are no longer used.

You can create, edit or delete shifts and sort or group the list based on any displayed column.

Easily handle multiple and split shifts. Snap Schedule clearly shows split shifts and multiple shifts on the schedule planner. Color coded shift assignments help you instantly recognize the shift patterns. Hovering the mouse over a shift assignment will show additional details.

Manage unlimited number of employees. Manage unlimited number of employee records by using the Employee list. You can create, edit or delete employee records and sort or group the list based on any displayed column.

Simplify the way you manage employee records Snap Schedule simplifies the way you manage employee records and makes important information like contact information, availability, position, authorized work locations, and skills available at your fingertips.

Location and skill-based assignments Define skill sets and locations where an employee is allowed to work. Snap Schedule will generate a warning when you schedule an employee to work at an unauthorized location. It will also alert you when an employee’s skill/certification is about to expire.

Maintain staff availability and labor rules. Keep track of employees' availability and generate warnings based on work hour constraints for each specific employee.

Multi-view employee scheduling

View assignments and schedule employees from four different vantage points. The Daily view shows all shift and time off assignments for each employee for each day in the specified period. You can view work schedules by employee or by shift. The Shift view shows employee staffing for each shift along with coverage summary for each job position. The Calendar view presents work and time off assignments for each employee similar to a calendar or monthly planner. The Task view shows all task assignments in a shift.

Daily View By Employee: This view presents scheduling information in a spreadsheet-like table that shows all shift and time off assignments for each employee for each day. The number of days displayed can be 1, 2, 4, or 6 weeks, selectable from a drop-down menu. Total work hours are summed both horizontally and vertically.

Daily View By Shift:Use this view to see scheduling information in a perpetual calendar that lists shifts vertically down the leftmost column, days across the top, and employees in each cell. The number of days displayed can be 1, 2, 4, or 6 weeks, selectable from a drop-down menu. To assign an employee to a particular shift, simply drag the employee name from the Assignment Pane and drop it into the corresponding cell.

Use the Shift View to see employees assigned to each shift. The Shift view presents work assignments for each day organized by shift in a tabular format. Each shift occupies one column that shows all the employees assigned to it. The required personnel, assigned, and variance counts are shown at the bottom in a summary grid.

Use the Calendar View to see each employee's weekly or monthly schedule. The Calendar view presents work and time off assignments for each employee similar to a calendar or monthly planner. In this view, you can click an entry on the Employee list to view the schedule for that employee.

Use the Task view to see tasks assignments for each employee working on a selected shift. The Task view shows the timing and duration of the various tasks an employee is scheduled to perform in a given shift. The task and shift hours scheduled for each employee are automatically updated in the leftmost column.

Monitoring daily staffing profile. The Schedule Outlook View shows the employee staffing profile in a graphical format for a specific date, along with to-do tasks, employees being on-call, employees taking time off, and skill/certification expiration alerts.

Configurable schedule details. Snap Schedule displays each shift assignment as a rounded corner rectangle whose background color is the same as the color designated for the shift. You can configure and select different levels of detail to show in the rectangle.

Filter what you don't want to see. When you apply a filter, Snap Schedule displays only data that meet the criteria you specified and hides data that you do not want to see.

Custom filters for schedule views. Create custom filters and save them in the schedule file for future use. With custom filters, you can select for display employees or shifts that meet very specific filter criteria.

Easy drag and drop scheduling

Drag & drop to easily assign shifts, mark time off, move or copy assignments. Split shifts, multiple shifts, paid time off, unpaid time off and on calls are all supported. Snap Schedule automatically checks and alerts you to any employee scheduling conflicts.

Drag and drop scheduling in Daily view. To assign a shift or mark a time off, simply drag the desired shift description or time off reason and drop it into the selected cell.

Drag and drop scheduling in Shift view. To assign an employee to a shift, simply drag the desired employee name from the Employees tab and drop it into the selected cell. Snap Schedule will flag any scheduling conflicts.

Drag and drop scheduling in Calendar view. To assign a shift or mark a time off, simply drag the desired shift description or time off reason and drop it into the selected date.

Drag and drop scheduling in Task view. To assign a task to an employee, simply drag the desired task and drop it into wherever you want the task to start on the employee's timeline for the shift.

Drag and move multiple assignments. Moving multiple assignments is easy - just select and drag to move.

Copy and paste scheduling. Instead of entering schedule data from scratch, you can use the Copy/Paste Schedule Assignments command to copy data from a past scheduling period and make any changes as necessary.

Undo assignments. If you accidentally move or delete an assignment, you can use the Undo command to restore the schedule back to its original contents.

Select best employees for shifts based on availability, labor cost, work hour limits, and other criteria

Simply specify your criteria and Snap Schedule will present a list of qualified employees for your shift planning purposes. You can fill a shift with the best available employees who meet your specific criteria.

Simply right-click an empty cell for the shift you need to fill and select the command to bring up a list of available employee candidates.

Best fit assignments. Simply specify your criteria and Snap Schedule will present a list of qualified employees along with pertinent data for your selection.

Scheduling by position. A position is a particular type of job or function. You can define as many positions as you like and assign each employee a position. Use positions for employee grouping, filtering or as criteria for selecting employees for a shift.

Ensuring adequate coverage. Having too many employees than needed will incur unnecessary cost while having too few employees will adversely affect customer service levels. The Shift Coverage Planner displays the number of employees scheduled by position, skill, and assignment reason for each shift and lets you quickly see if any position is over/under staffed.

Reduce labor costs, foresee and avoid overtime

As you are making shift assignments, Snap Schedule automatically sums up employees’ work hours, calculates labor costs, and provides detailed cost reports so you know instantly if your are on budget. It's flexible overtime pay rules can help in complying with the US Fair Labor Standards Act (FLSA), trades union, and labor regulations.

Shift premium pay. You can specify any number of shift premium rules (policies) and associate them with any shift. A shift premium pay can be a fixed amount per shift, a fixed amount per hour, a percentage of the employee’s regular rate, or any combination of the three. It can also be limited to any days of the week, is applicable to exempt and/or non-exempt employees, and can be included in employee’s overtime calculations.

Flexible overtime rules. You can specify how overtime pay is computed for work hours in excess of: (a) certain hours per workday, (b) certain hours per work period, or (c) a combination of both. A work period can be one week, two weeks, semi-monthly, four weeks, one month, or six weeks.

On call pay. On call compensation can be a fixed amount per shift, a fixed amount per hour, a percentage of the employee’s regular rate, or any combination of the three. Snap Schedule will use the rules to compute labor cost estimates

Avoid overtime. When selecting an employee for an open shift, you can instruct Snap Schedule to show only employees who will not incur overtime pay.

Automatically generate schedules for industry standard and user-defined shift patterns

The Auto-scheduling Wizard saves time and speeds up employee scheduling tasks. You can easily model and generate any fixed, oscillating, staggered, mixed, and rotating shift schedule with user-definable schedule plans. Use built-in visual tools for shift rota design. With its pre-designed schedule plans, creating a new schedule is easy – select a plan, answer a few questions, and Snap Schedule does the rest!

Automatic scheduling explained. Snap Schedule simplifies shiftwork scheduling (24/7, fixed, rotating, repeating shift patterns) with its auto-schedule capability. You select a plan from its Pre-Designed Schedule Plans (or define your own) that match your shift patterns and use the Generate Schedule Wizard to generate employee work schedules using the plan.

Generate Schedule Wizard Step 1. Select a schedule plan to use and its relevant information are shown graphically.

Generate Schedule Wizard Step 2. Specify the number of cycles to generate. You can generate workschedules for any number of cycles starting from any date you select.

Generate Schedule Wizard Step 3. Review what you have selected.

Generated schedules. You can view, print, and change the generated schedule as necessary.

Print, export, and email schedules to employees

Automatically e-mail roster schedules. Print Daily, Shift, Calendar schedule spreadsheets, and shift assignment reports to communicate schedule information to management and employees. Easily publish shiftwork plans, work schedules and any report in PDF and a variety of other formats.

Printing what you see on schedule views. You can print the contents of the Daily, Shift, or Calendar view to communicate schedule information to management or your employees.

Print daily roster at anytime. The Daily Shift Assignments report provides a daily roster list that tells you who are working on what shifts and in what positions.

Print work schedules in weekly calendar format. The Employee Weekly Calendar report shows each employee's schedule in the familiar weekly calendar format. Use it to produce a master schedule document or to distribute to individual employees in electronic or paper form.

Print work schedules in monthly calendar format.The Employee Monthly Calendar report shows each employee's schedule in the familiar monthly calendar format.

Publish Schedules in PDF and other formats. Snap Schedule makes it easy to publish schedules and any report in PDF and a variety of other formats. You can upload, e-mail, or distribute the resulting files electronically.

E-mail schedules to employees. The E-mail Schedules wizard lets you e-mail shift assignment schedules to all or selected employees. You can specify the range of dates for the schedules.

E-mail schedules to employees. Each e-mail can contain the schedule of one employee or of all selected employees. You can add file attachments or include an ICalendar formatted file for schedule import into many calendar programs or PDAs.

E-mail schedules to employees.You can modify the Email template to suit your needs. Change the subject line or message body as necessary.

Extensive reporting capabilities

Reports are active, meaning you can drill-down on embedded hyperlinks for more details, include or exclude specific information, and make changes to the underlying data. Customize standard reports to fit your needs and save them for future use. Preview report data before printing. Export report data to Excel, PDF, RTF, and many more popular formats.

The Reports home page shows graphic buttons representing standard reports in different categories. You can customize any report to include your own filter criteria, sort orders, and display preferences. The Saved Reports list shows all the reports you have customized and saved.

Drill down for more information. Unlike static reports, Snap Schedule reports are active, meaning you can include or exclude specific information, drill-down on embedded hyperlinks for more details, and make changes to the underlying data.

Sort data records in the order you prefer. You can specify up to five sort levels. Snap Schedule sorts report data by the first criterion you specified, then the second criterion, then the third, and so on.

Filter what you don't want to see. When you apply a filter, Snap Schedule will display only report data that match your criteria. Pre-filled drop-down lists of possible values for each field help you construct filter conditions quickly and accurately.

Preview, print, export, customized, and save. Customize standard reports to fit your needs and save them for future use. Preview report data before printing. Export report data to Excel, PDF, RTF, and many more popular formats.

Snap Schedule Employee Scheduling Software Screenshot Tour