Features Overview for Schedulers and Managers

Are you having a hard time finding the right scheduling tool that does exactly what your team needs? Great news! Snap Schedule 365 has everything.


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.

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.

Automated Callouts and Notifications

Flexible rules-based callout engine

Snap Schedule 365 uses a rule-based callout system to analyze scheduling information in its database like employee’s work schedules, hours worked, seniority, availability, etc. and generate a ranked list of qualified employees in accordance with the criteria set forth in the callout rules. You can create unlimited rules for the various operational needs and collective bargaining agreements in advance and select which one to use. 

Manual and automatic callouts

Schedulers can manually contact employees using the ranked list if so desired and record the interaction. Or set a date and time when Snap Schedule 365 will start contacting employees on the list, one at a time until the required number of employees is reached.  Employees can accept or decline a shift by text message or on the phone and the interaction is automatically logged and updated in Snap Schedule 365.

Standard and custom rules

You can specify standard callout rules based on seniority and any combination of employees:

  • who are available to work the shift,
  • who have no other shift assignments on the shift date,
  • whose work hours (including the shift) will not exceed daily limits,
  • whose home location is the same as the shift location,
  • whose work hours will not exceed work period limits.

One-of-a kind union rules or business requirements can be implemented in custom callout rules.

Reliable ways to communicate

Employees can specify how they want to receive and respond to callout and scheduling notifications, either via phone calls or SMS texting.

  • Use text or voice for maximum ease of use
  • Real time interactive responses
  • Each interaction is logged and  reported for audit purposes
  • Status of every text/call is available as the calls are being made
  • System can scale to make calls to any number of employees in any scheduled time frame

Compliance to union and labor rules

Stay compliant and incorporate changes to regulations, union contracts, collective bargaining agreement requirements, staffing rules, and other regulatory policies into callout rules. Snap Schedule 365 provides 24/7, real-time status of the callout porcess. It tracks who accepted, declined, or did not answer and how many times an employee refuses a callout, which is important for equitably distributing work per the union agreement.

Transparency and fairness

Automated callouts reduce grievances by enforcing callout rules and equalizing overtime opportunities— bringing transparency to the process and improving employee productivity and work-life balance.

Unlike with a manual callout process, management and union representatives can instantly see employee’s the shift assignments, hours worked, overtime hours, and accurate data to support how the callout was done.

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.  

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. Export data to popular payroll systems like ADP Workforce Now, SAP, and Workday.

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.

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.

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.

Overtime pay

Compute and track overtime pay based on user’s definable pay rules for daily overtime, work period overtime, and 7th consecutive workday overtime.

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Employee Info

Unlimited number of employees

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

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.

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.


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


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.

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.


Extensive reporting capabilities

Use a comprehensive set of over 50 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


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.