Healthcare Staff Scheduling Made Simple with Snap Schedule

Managing healthcare staff scheduling is a critical task for medical facilities. Snap Schedule provides an efficient, easy-to-use solution that streamlines the process, reducing labor costs and improving patient care. Our advanced software is designed to address the unique challenges faced by medical facilities when scheduling their workforce. Start using Snap Schedule as your workforce management tool today.

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Elevate Your Staff Scheduling with Snap Schedule

Streamline shift management, reduce errors, and boost efficiency with Snap Schedule’s powerful, easy-to-use scheduling tools tailored for your workforce.

Automated Scheduling and Shift Management

Simplify scheduling with automated shift assignments that match staff availability, qualifications, and patient care needs, reducing manual work and ensuring smooth operations.

Real-Time Schedule Updates and Notifications

Keep staff informed of schedule changes, call-outs, and emergencies with real-time notifications, ensuring proper shift coverage at all times.

Time Off and Overtime Management

Efficiently manage time off requests and control overtime and overscheduling with automated tracking and approval workflows.

Mobile Access and Self-Service

Empower your staff with mobile access to view schedules, request time off, and pick up shifts on the go.

Comprehensive Reporting and Analytics

Access over 60 detailed reports on staffing, overtime, and compliance, providing insights that enhance workforce planning and decision-making.

Integrated Communication Tools

Streamline internal communication with built-in messaging for quick updates on schedules and shift changes.

Key Features

Key Features Designed for Healthcare Staff Scheduling

Explore the powerful features that set Snap Schedule apart.

Move beyond manual scheduling

Snap Schedule automates custom shift patterns and rotations, ensuring fair, policy-compliant schedules that save time and reduce errors.

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No-conflict scheduling

Swiftly identify coverage gaps, resolve conflicts, and prevent overtime costs. Easily drag-and-drop or auto-generate schedules for unlimited employees, locations, and shifts, supporting all shift types and on-calls.

Auto scheduling

Customizable shift patterns and rotation templates for location-based deployments. Create fair, compliant duty rosters that streamline scheduling, reduce errors, and save time.

Find best-fit employees or substitutes

Easily find qualified and eligible staff to fill no-shows and open shifts based on availability, position, skill, labor cost, work hour limits, seniority and other criteria.

Annual Shift Bidding

Offers flexible, rules-based annual shift bidding, ensuring fair, seniority-driven assignments that adapt to operational needs while enhancing employee satisfaction and efficiency.

Tasks & breaks scheduling

Improve operational efficiency by assigning tasks and breaks within shifts, ensuring stations are covered, skilled staff are appropriately deployed and compliance is maintained.

Self-Scheduling

Empower staff to manage their schedules, request time off, pick up extra shifts, and swap duties, while allowing management to approve changes and communicate instantly.

Say goodbye to the slow, error-filled manual process, and welcome a new era of compliance, speed, and accuracy in scheduling. Snap Schedule not only saves precious time with its advanced automated callout system but also adheres to labor and contract rules, ensuring your operations are both efficient and compliant.

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Powerful Rules-based Engine

Our Automated Callouts & Notifications feature leverages a powerful rules-based engine, allowing you to set specific criteria based on your operational needs and regulatory requirements. Once configured, Snap Schedule dives into your scheduling data, identifies the best-fit employees and automatically notifies them based on your predefined rules. This not only saves valuable time but also enhances shift coverage reliability.

  • Identify best-fit employee candidates for open shifts
  • Automatically invite employees to open shift opportunities
  • Notify employees via SMS, in-app messaging, even voice calls
  • Employee acceptances instantly turn into assignments
Customizable Logic

We understand that every business has unique scheduling challenges. That’s why our Automated Callouts & Notifications feature offers the flexibility to create unlimited custom rules to address various operational demands. Snap Schedule provides the tools you need to tailor your callout process precisely.

  • Adhere to regulatory compliance issues
  • Satisfy union and collective bargaining agreements
  • Manage overtime distribution
  • Align with staffing policies
Equitable Work Distribution

Transparency and fairness in work distribution are paramount, especially in environments governed by strict union rules or collective bargaining agreements. Our automated system ensures that callouts are made fairly and equitably, thereby reducing employee grievances. Every action is logged, so you can prove equitable work distribution and compliance with organizational policies.

  • Call employees in order, impartially and equitably
  • Reduce grievances
  • Foster a positive workplace culture
  • Provide a clear audit trail
Automated Callout Processing

Embrace the future of employee scheduling with Snap Schedule’s Automated Callouts & Notifications. Say goodbye to manual callout processes and welcome an era of enhanced efficiency, transparency, and employee satisfaction. By automating the mundane aspects of scheduling, your management team can focus on what truly matters—growing your business and supporting your team.

  • Replacing manual operations with automated processing
  • Reduce grievances
  • Reduce errors and improve efficiency

Four-Step Automation

1.

Find Coverage Gaps

Snap Schedule will automatically detect coverage gaps. This provides a clear overview of when and where more staffing is needed to ensure that all shifts are covered.

2.

Specify Criteria

Your criteria can include employee qualifications, skill levels, availability, previous work hours, and compliance with labor laws or union rules. This guarantees that only the most suitable employees are selected for each shift.

3.

Begin Callout Automation

With the click of a button, you can start the automated callout process. Based on the criteria you’ve set, the system contacts eligible and available employees for you.

4.

Shifts Assigned

Snap Schedule monitors the callout process in real-time. By tracking which employees have been contacted and who has accepted or declined the shift, you can spot any remaining coverage gaps and make quick adjustments.

Now you can invite employees to schedule themselves. Just post your open shifts and let employees choose the time slots that work for them. Snap Schedule will consider all of their preferences and assign the open shifts to right employee everytime.

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Snap Schedule’s automated Shift Bidding engine uses powerful rules based on your operational needs and regulatory requirements. It will find your open shifts and invite eligible and available employees to bid on them. This automation save you time and ensures compliance with labor contracts.

  • Find open shifts based on coverage requirements
  • Instantly identify employees based on their eligibility and availability
  • Automatically invite qualified employees to bid on your open shifts
  • Notify employees via SMS, in-app messaging, email or voice
  • Award shifts based on employee preferences and labor agreements

Every business fills open shifts differently. Snap Schedule offers the flexibility to follow your unique business processes. Let qualified employees bid on open shifts and award the shifts to the right employees every time.

  • Adhere to regularity compliance standards
  • Follow collective bargaining agreements
  • Ensure internal staffing policies are met
  • Apply different rules in different situations

Ensuring transparency and fairness in overtime distribution is crucial, particularly in environments governed by rigorous union regulations or collective bargaining agreements. Snap Schedule guarantees equitable assignment of open shifts to qualified employees who have bid on them, minimizing potential grievances. Every step of the process is meticulously logged, enabling you to demonstrate fair distribution of work and adherence to organizational policies.

  • Award overtime impartially and equitably based on received bids
  • Minimize grievances through fair allocation
  • Cultivate a positive work environment
  • Maintain a clear and comprehensive audit trail

Step into the future of employee scheduling with Snap Schedule’s Automated Open Shift Bidding. Bid farewell to manual shift assignment processes and usher in an era of heightened efficiency, transparency, and employee engagement. By automating the open shift bidding process, your management team can dedicate more time to strategic initiatives, fostering business growth and team empowerment.

  • Streamline operations through automated shift bidding
  • Enhance accuracy and efficiency while minimizing errors
  • Ensure fairness and eliminating bias in shift allocation
pto accrual & tracking

Effortlessly process time off requests, manage accruals, track leave, and generate comprehensive reports—all integrated to streamline your operations and enhance compliance.

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Customizable Accrual Policies

Create Perfectly Tailored Time Off Accrual Policies with Ease

Snap Schedule enables you to effortlessly create and manage time off accrual policies tailored to your organization’s needs. Whether it’s weekly, monthly, or annually, set accruals to start on specific dates, after a certain period post-hire, or on special occasions. Customize accrual rates and maximum balances based on employment duration, and easily define eligibility for different types of time off

  • Fine-tune policies to your organization’s rhythm.
  • Align accruals with your schedule, from day one or special milestones
  • Set rates based on employment milestones for fairness and motivation
  • Easily designate who gets what type of time off
LIVE Monitoring & Transparency

Keep track of each employee’s time off balance with detailed transaction records, including automatic accruals and running balances. Snap Schedule provides a clear view of time off hours accrued and requested, ensuring transparency and ease of management.

  • Monitor time off balances and transactions with ease
  • Stay updated with seamless automatic updates to employee balances
  • View requested time off hours for clear, informed management
EMPLOYEE SELF-SERVICE ACCESS

Empower your employees by giving them access to view their time off accrual records and balances in real-time through the convenient mobile app. This feature enhances transparency and satisfaction by keeping employees informed about their time off benefits. Employees can:

  • Access their time off balances anytime, anywhere on the mobile app
  • See their accrued time off instantly, fostering trust and clear communication
  • Plan and request their time off with confidence of approval

Streamlined Time Off Requests

Simplifies the process of submitting, approving, and managing time off requests, ensuring efficiency and reducing administrative burden.

Accurate Accrual Management

Automatically calculates and tracks time off accruals based on company policies, ensuring accuracy and compliance.

Real-Time Tracking and Transparency

Gain immediate visibility into employee time off balances, adjustments, and transactions, ensuring accurate tracking and management of accruals.

Comprehensive Reporting

Enhance decision-making with detailed reports on time off data and trends. Provide employees instant access to their time off information, fostering transparency and trust.

Simplify Time Tracking and Attendance

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Flexible Punch Options

Enable various punch-in methods through virtual time clocks, or the employee remote access app, Punch in and out of shifts remotely with GPS-enabled accuracy, ensuring accurate time tracking and attendance monitoring.

Punch In/Out Against the Assigned Shifts

Schedulers and managers can view real-time punch activities via dedicated screens, ensuring efficient oversight. Employees have exclusive access to their punch data through the remote access app, enabling seamless monitoring by both parties.

Monitor Punch Activities in Real Time

Whether through scheduler screens or the employee remote access app, stay updated with live punch data, enabling immediate oversight and timely management decisions

Accurate Time Tracking and Payroll Integration

Reduce costs and prevent timesheet fraud with detailed reports on punch activities, shifts, and work hours. Easily export data to payroll systems via CSV or seamless API integration.

Employees can access their schedules online, receive text or in-app notifications, request time off, bid on open shifts, trade and pick up shifts, punch in/out, update availability, and more. Fill empty shifts before they become an issue, and keep employees happy to prevent burnout and increase retention.

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From home to business, from desktop to mobile, your employees have 24/7 access to their schedule. You control who gets to see it and which features to enable.

  • Monthly calendar and co-worker shifts
  • Time off requests and approvals
  • Open shifts, shift trades and callouts
  • Time cards and punch clock
  • Task assignments and more

Do you have shifts that need to be filled? Snap Schedule makes it easy by letting employees schedule themselves. Invite employees to bid on open shifts, and when they accept, Snap Schedule will automatically assign the best employee, according to your needs.

  • Qualify employees by position, skill or location
  • Invite everyone to bid at once or call each one in order
  • Monitor the process from start to finish
  • Approve or reject bids yourself, or let Snap Schedule do it automatically

When employees need time off for vacation, illness or family emergency, they just request it right from their phone. Managers can quickly respond and convert the time off request to an open shift or callout to be filled. Instantly, employees have their answer and the day is not interrupted.

  • Request time off, choosing the day, time and reason
  • Receive the request and evaluate the impact
  • Cover the shift with a callout or put it out for bid
  • Seamlessly keep your operations on track

Employees can punch in and out of their assigned shifts from the field. But how do you know they are actually at work? By setting a geo-fence around your locations, you can be sure employees are on site when they punch the clock.

  • Customizable geo-fence ensures employees are at work
  • Network restrictions by IP address if using location WiFi
  • Historical records provide all punch activity with GPS coordinates
  • Real-time punch view shows you who is currently working
  • Comprehensive reports detail planned vs. actual hours

Snap Schedule allows shift trades between employees with or without a manager’s approval. Employees can give away their shift or swap it for another. You decide how much you want to be involved.

  • Require manager approval or let employees decide
  • Allow shift give aways or insist on swaps
  • Limit co-worker invitations to same position, team or location
  • Restrict trades to within certain pay periods

Per pay period, employees can see their time cards and compare planned vs. actual work hours so they can confirm their time.

  • Includes regular, overtime, on call, and paid/unpaid time off
  • Allows for manual entry or calculations from punch clock
  • Requests employee approval and sign-off
  • Exports time card data to payroll provider

Streamline communication within your department using Snap Schedule’s messaging capabilities. Send shift reminders, schedule updates, and important announcements directly through the software. Snap Schedule’s Employee Communication feature makes it easy for

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Snap Schedule allows managers to initiate new message topics, keeping conversations organized and relevant. Customize these topics with various options.

  • Ensure critical information is acknowledge with required confirmations
  • Facilitate two-way dialog by enabling employee responses
  • Promote transparency and team collaboration with visible co-worker responses

When it comes to including employees in the conversation, Snap Schedule’s wizard makes it a breeze. Managers can effortlessly add participants with powerful selection tools.

  • Target employees working a certain time frame
  • Limit employees to those working specific shifts or locations
  • Find employees with applicable positions or skills

As conversations evolve, employees receive instant notifications on their mobile devices via Snap Schedule Employee App. This application ensures employees stay in the loop and can contribute to conversations, fostering a responsive and engaged workforce. Employees engage with messages in a chat interface that feels familiar, allowing for intuitive and straightforward communication.

Schedulers have access to a detailed history of all communications, displayed in an accessible chat-style format.

  • See who has confirmed receipt of the message
  • Track the last activity date for each employee
  • Monitor employee engagement and ensure accountability

Transform data into insights

Unleash the power of real-time analytics and customizable reports to optimize scheduling and drive smarter business decisions

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Data insights for maximum impact

Use a comprehensive set of over 60 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.

Stored Reports

Reports can be saved with customized settings for quick recall and rerunning at a later time. All customized settings, including filters, sort orders, header/footer, and date range, remain intact, while the data is refreshed when the stored report is run.

Flexible data exporting

Snap Schedule offers multiple export options, letting you share insights in your preferred format—PDF for presentations, Excel for analysis, or CSV for integration—with just a few clicks.

Real-time analytics

Real-time analytics provide an up-to-the-minute view of the workforce and operations. Whether tracking attendance, overtime, or compliance, Snap Schedule delivers the insights needed for timely and informed decisions.

Watch Snap Schedule’s Key Features in Action

See how Snap Schedule simplifies healthcare staff scheduling in this quick video, showcasing the essential features that enhance efficiency and streamline operations for your teams.

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Frequently asked questions

Snap Schedule is designed to meet the complex demands of healthcare staff scheduling by offering features tailored for the industry. It automates shift assignments based on staff availability, qualifications, and patient care needs, ensuring that the right personnel are scheduled at the right time.

The software also supports compliance with healthcare regulations and labor laws, such as mandatory rest periods and maximum work-hour limits, helping prevent legal issues. Real-time updates and notifications allow managers to quickly adapt to call-outs and emergencies, ensuring seamless shift coverage.

Additionally, Snap Schedule provides mobile access, empowering healthcare staff to request time off, swap shifts, and view their schedules on the go, improving flexibility and job satisfaction. Integration with payroll and HR systems ensures accurate timekeeping and labor cost management, while robust reporting tools offer insights into staffing efficiency and compliance.

Yes, Snap Schedule streamlines the management of leave requests by allowing employees to submit requests directly within the platform. Managers can easily review and approve or deny these requests. The software tracks leave and availability, helping to avoid conflicts and maintain adequate staffing levels.

Snap Schedule cuts down on the time spent scheduling by automating the process. It follows department rules and employee’s preferences, so you don’t have o deal with as much manual work. Shift trades and time-off requests are handled directly in the system, making it quick and easy.

Yes, Snap Schedule integrates seamlessly with payroll and HR systems through its API, enabling smooth data exchange. In addition to direct API integration, Snap Schedule also supports exporting payroll data in CSV format to platforms like Workday, ADP, and SAP. This integration streamlines processes such as payroll management, timekeeping, and employee data handling, ensuring accurate and consistent information across all systems, reducing administrative workload, and maintaining compliance with labor regulations.

Snap Schedule tracks hours worked, overtime usage, and generates compliance reports. It helps identify cost-saving opportunities by optimizing staffing levels and reducing unnecessary overtime, thereby controlling labor costs effectively.

Yes, Snap Schedule efficiently manages open shifts and staffing gaps with features like automated alerts and a system for managing call-outs. Staff can view and respond to open shifts, ensuring continuous coverage and reducing the need for last-minute adjustments.

Combat the high turnover rate in the healthcare industry with Snap Schedule’s employee-centric features like self-scheduling and shift-bidding. .Snap Schedule helps boost morale and job satisfaction by providing greater control and flexibility over scheduling. Staff can easily view their schedules, request time off, swap shifts, and pick up extra hours using a user-friendly mobile app, giving them more say in their work-life balance.

By automating and streamlining shift assignments, Snap Schedule ensures fair and transparent scheduling, reducing the frustration caused by last-minute changes or perceived favoritism. This fairness, combined with the ability to plan ahead and manage their own schedules, helps reduce stress and burnout, leading to higher job satisfaction and lower turnover rates.

Additionally, clear communication tools within Snap Schedule keep staff informed, minimizing misunderstandings and making their day-to-day work smoother and more predictable, all of which contribute to a more positive working environment.

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