Scheduler Features

Features Overview for Schedulers & Managers

How It Works

Swipe, tap, or click, Snap Schedule 365 modern UI lets schedulers and managers easily manage their workforce anywhere, anytime, on any device.


Scheduling

Multiview schedule maker

Create schedules for a virtually unlimited number of employees, shifts, and tasks in multiple views.  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.

Split shifts, multiple shifts, time off and on calls

Complex shift assignments, such as split shifts, multiple shifts, paid/unpaid time off, and on calls, are all supported. Easily drag-and-drop or use the context sensitive menu to assign shifts or make schedule changes without having to enter/type in the information.

Auto scheduler

For shift systems with repeatable shift patterns, auto-generate each team member’s shift assignments for any scheduling period.

Shift pattern optimization

Plan various shift patterns and develop “what-if” scenarios to better meet the demands of your business. Then auto generate shift schedules from the best shift pattern. Easily model and generate any fixed, oscillating, staggered, mixed, and rotating shift schedule.

Multi-location scheduling

Define as many locations/departments as you like and authorize your employees to work at certain locations but not others. Schedule your employee for shifts at one or several locations. Filter/sort work schedules and reports based on locations.

Task scheduling

Within a shift assignment, you can schedule and specify which tasks (duties) an employee will perform or when an employee can take breaks.

Schedule conflict warnings

Detect all sorts of schedule conflicts like overlapping shifts, lacking required skills, minimum rest period, or too many overtime hours. Any conflicts will be clearly flagged, and color-coded on schedule views.

Ensure adequate shift coverage

Show the number of employees 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.

Shift assignment reasons

Shift assignment reasons provides additional details and explanations when making a shift assignment and can be used to group and filter assignments.

Find best fit employees or substitutes

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

Punch view

View in real time employees’ punch in/out times in a graphical format or in list forms. See tardy employees and how employees’ scheduled shifts and hours compare to the actual shifts and hours.

Punch lockouts

Eliminate early punch in or late punch out by specifying a time window when employees can punch in/out.

Multiple schedulers

Maintain complete control and audit trail over the scheduling process by setting up multiple schedulers with different responsibilities such as creating/ changing employee’s schedules, approving time-off and open shift requests, updating employee’s cost data, running reports, etc. Each scheduler is associated with a role that defines the commands and features the scheduler can perform.

Role-based access control

Set roles to limit access to sensitive data. You can create as many roles as you like, each one with a different set of privileges and assign a role to a group of schedulers. For example, you can grant schedulers the authority to create and update schedules, line managers full access to schedule, personnel data and manpower requirements, team leaders with only read access to certain schedule views and reports.

Employee communication

Keep your team in the loop and find last-minute fill-ins fast with multiple easy ways to post schedules and communicate changes, including email and in-app notifications.

Online schedule posting

Print, post, email, and export schedules in a variety of formats. With the employee self-service option, employees can view their schedules online, request time off, bid on open shift, trade/pick up shift, punch in/out,  update availability and more from any computer, tablet, or mobile device.

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Labor Cost Controls

Labor cost calculator

Automatically sums up employees’ work hours and costs; calculates overtime, on-call, time off, and shift premium pays; and provides detailed cost reports so you know instantly if you are on budget.

Overtime and on-call pay

Handle practically all types of overtime pay through the use of daily overtime rules and work period overtime rules. 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. Similarly, the on call compensation can be a fixed amount per shift, a fixed amount per hour, a percentage of the employee’s standard rate, or any combination of the three.

Shift premium and incentive pay

Flexible premium pay rules to compute extra pay to employees working on public holidays, certain days or hours of the day, irregular shifts, etc. Premium pay can be a fixed amount per shift, a fixed amount per hour, a percentage of the employee’s standard rate, or any combination of the three and can include employee’s overtime calculations.

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 the hours and costs. Add notes and reasons to record or explain deviations and provide time card data for payroll.

Planned vs actual costs

Handle practically all types of overtime pay through the use of daily overtime rules and work period overtime rules. 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. Similarly, the on call compensation can be a fixed amount per shift, a fixed amount per hour, a percentage of the employee’s standard rate, or any combination of the three.

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 eligible employees.

Employee Info

Employee scheduling info

Unlimited number of employees

Maintain complete employee contact information, picture, position, hire date, labor rate, skills/certifications, and skill expiration dates

Up-to-date employee availability

You or your employee can enter availability information for each day of the week, desired work hours, days and hours available to work, and restrictions that will be considered when creating and managing schedules.

Positions

Identify multiple positions/departments within your company to assign employees and instantly know how many people you have under/over scheduled on each shift, by position.

Skill level and expiration

Define skills/certifications and assign shifts based on employee’s skills/certifications. Avoid over/under staffing a shift with people you need by skills and get an alert when an employee’s skill is about to expire.

Teams

Teams are used to facilitate scheduling of groups of employees; or to filter, sort, and organize employees for display and reporting purposes.

Customizable fields

Use the 25 customizable text fields, numeric fields, check boxes and date fields to store additional information to fit your business needs. You can define the captions and data formats for the data fields you want to display on the employee record form.

Reports

Scheduling reports

Extensive reporting capabilities

Use a comprehensive set of 31 standard reports to analyze your scheduling data; prepare records for day-to-day management and planning; and track employee activities, work assignments, labor costs, coverage, and time-offs.

Configurable

Filter, sort, and group report data in thousands of ways. Include or exclude specific information in your reports, drill-down for more details, and make changes to the report data.

Saved reports

You can save a report with its customized settings so you can quickly recall and run it at a later time. All customized report settings including the setups for filters, sort orders, header/footer, and date range remain intact but data will be refreshed when you run the saved report.

PDF, Word, Excel, and more

All reports are viewable onscreen and exportable to Adobe Acrobat’s PDF format, Microsoft Word, or Microsoft Excel.

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