Snap Schedule Premium – Time Off Requests

With Snap Schedule Premium Employee Scheduling Software, your employees can request time off as needed, and you can easily accept or reject each request.

You can assign time off manually, of course. Just go to the Schedule tab and click on “Daily View” or “Calendar View.” Choose an employee, and the appropriate date. Right-click, and
select “Add Time Off.” Then, choose a reason, like paid training or an unpaid personal day. You can also click on “Time Off” in the sidebar, choose a reason, and drag it onto your schedule.

But you can also allow your employees to choose their own days off. To activate this feature, go to the Manage tab, click on “Employee Access,” and then simply check “Allow employees to request time off.” You can also specify how far ahead you’ll accept these requests—for instance, “9” pay periods. Then, click OK to save.

Employees can use any web browser, or our mobile app, to request time off. They’ll click “Time Off Requests” on the main menu, for a list of their existing requests. Then, they’ll click “Request Time Off,” and choose a date—or a start date and an end date, to request several days in a row. They can ask for the whole day, or they can choose a few hours. They’ll specify the Reason for their request, and add any Notes. And then, they’ll click Submit. In this case, I asked for four days, so Snap Schedule generated four separate requests. The hourglass icon means the requests are “pending”; the employee is waiting for me to approve or reject them. Employees can also reopen a pending request, and “Cancel” it.

Come back to Daily View or Calendar View, and you’ll see each time-off request. Notice: assigned days off have a solid outline, but time-off requests have a dotted outline. They’re both color-coded: in this case, red for a paid vacation. The orange exclamation point means that this request is pending.

Right-click, and you can Approve the request. The icon changes to a green checkmark, and a solid-bordered time-off assignment is generated automatically. You can also right-click and Reject a request; the icon turns red, and there is no time-off assignment. If you right-click and choose “Clear Time-off Request,” the request simply disappears. You can even right-click and “Add” a new time-off request; just choose the appropriate Reason.

Finally, you can double-click on a time-off request to see more details.

You can also click on “Schedule Outlook” on the toolbar, and then click on “Pending Time Off Requests” underneath the graph, for a list of all of the requests that need your attention. Double-click on a request, to reach this same detail page.

Here, you can review the employee’s scheduled shift for that day, any assigned time off, and their time-off request. You’ll see whether they asked for the whole day off, or just part of the day, and how many hours they requested. If they requested paid time off, you’ll even see how many hours they’ll be paid for. Then, you can Approve or Reject their request, or simply Remove it entirely.

You can even make changes to the request; for instance, you can allow them to take just some of the hours they asked for. Add any Notes to explain your decision, and then click “Approve.” When you’re done, click OK.

When your employee logs in with their web browser or our mobile app, they can click on “Request Time Off” to review all of their requests… and see which ones have been accepted, which were rejected, and which ones are still pending.

And of course, if you assign a new shift which conflicts with an approved request, Snap Schedule will automatically flag the conflict.

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