Staff Scheduling Software for Schools and Educational Institutions

With today’s shrinking education budgets, schood must make maximum use of their available teachers, staff, and resources. Effective education scheduling, combined with well designed staff schedules, goes a long way toward improving the education experience for school children. Scheduling support personnel, faculty and staffers at schools, colleges and universities is complicated and presents many challenges. All educational institutions have a variety of job positions to schedule and programs to be covered. Most schools support staffers and resources proportionally by classroom demand. Education schedulers must also consider time-off requests, teacher training, and substitute personnel when developing work schedules for teachers, special educators, and support staff.

Key Benefits & Features for Educational Institutions

  • Schedule support personnel and specialist hours based on availability

  • Manage student schedules effectively

  • Ensure efficiency for an improved education experience

  • Graph classroom coverage as well as special events

  • Track abcenses, on call, and vacation time

  • Store data securely in the cloud or on premise*

  • Remotely access staff schedules*

  • Comply with labor rules and collective agreements

* Features available in Snap Schedule 365 and Snap Schedule Premium only.

Snap Schedule Capabilities for Teachers


Thanks to Snap Schedule, I save entire days that would have been wasted working on creating work schedules. Student scheduling has never been easier.

Sonya Schiffman
Brigham Young University Department of Visual Arts

Easily schedule unlimited teachers, support personnel, student assistants, and volunteers

  • Drag & drop to easily assign shifts, mark time off, move or copy assignments.
  • View assignments and schedule your education staff from three different views. Use whichever view is easiest and most effective for your scheduling tasks.
  • Create rolling work schedules – from days to years.
  • Software automatically generates work schedules using industry standard shift patterns or user-definable schedule plans.

Track all training, vacation, sick leave, and other absence requests

  • Define as many paid and un-paid time-off reasons as you like.
  • Simply drag & drop a reason onto the Schedule Planner to mark when a library worker is off-work.
  • The Schedule Outlook shows who are off-work and why.
  • Available reports provide details on planned vacation, training, time off hours for any time period you select.

Adjust individual shift assignment start and end times

  • Staff assigned to a shift are anticipated to work the same period from the shift start time to shift end time.
  • When a late start is needed or an early departure is necessary, you can adjust individual workers’ shift assignment start and end times to reflect the actual hours worked. You can also adjust the hours that the workers will be paid for working a shift.
  • Schedule reports reflect any adjustments made to the individual shift start and end times.

Assign rooms, equipment, breaks, and duties within each shift

  • The Task Schedule Planner provides a more granular level of control for assigning teacher activities within a shift.
  • Visually assign duties of any length from 1 minute to several hours with a simple drag and drop. You may use a task to identify a scheduled break, a classroom, or a specific duty.
  • Standard reports provide detailed and summary information on assigned breaks and class assignments for cost control, payroll, and accounting purposes.

Quickly and efficiently find a substitute worker

  • Quickly find and contact a substitute worker to fill an absence.
  • Tell Snap Schedule your criteria and it will show you a ranked list of available candidates to fill a shift. Ranking can be based on many criteria including job position, skills, availability, work hour limits, and seniority.

Work around your schedule constraints with ease

  • Define your school operational constraints such as non-working days, shift start times, end times and applicable days of the week for each shift.
  • Define each educator’s availability schedule, desired work hours, daily work hour constraints, and weekly work hour constraints.
  • The Schedule Planner alerts you to availability conflicts, duplicate shift assignments, overlapped shift assignments, and conflicts with scheduled time off.
  • The Daily Assignment Validation report identifies all discrepancies and constraint violations.

Manage budgets and avoid over/under staffing

  • Set overtime policies for your school operations.
  • Define hourly cost, overtime exempt status and work hour constraints for each educator.
  • Use the Shift Coverage planner to monitor under/over staffing conditions based on position, skill, and assignment reason.
  • Adjust support personnel shift assignment start time, end time, and payable hours as necessary to reflect actual work hours.
  • Standard reports provide labor cost details and summary data associated with the schedules you created over any specified period.
  • Export labor cost data for payroll and accounting purposes.

Easily publish work schedules

  • Print schedule views, lists, assignment calendars, and reports to communicate schedule information to management and your staff members.
  • Easily publish work schedules, calendars, and any report in PDF and a variety of other formats.
  • Automatically email work schedules (in text or iCalendar file format) to educators, support personnel, and/or their supervisors.

Our Clients

We are proud to serve some of the world's biggest brands

The dynamics of this software are phenomenal. It gives us visibility and overviews we never had. Schedule misunderstandings are nearly impossible, except when there’s human error. This new clarity helped us reduce overtime pay mistakes by 90 percent.

William Freeman, Detective Sergeant, Windsor Police Department

Today, with Snap Schedule Premium, after I create our schedule and work in the changes, each person will receive an individual shift schedule by email. Then I publish a report outlining the complete employee schedule on our department web site. I can’t imagine shift scheduling software working any other way.

Gilles Pinard, Client Support Analyst Team Lead, Canadian Blood Services

Now with Snap Schedule, it is extremely easy for me to quickly implement any requested changes and generate the new schedule. I can just click and drag in order to swap shifts. In no time at all I can have an up-to- date schedule ready. I no longer have to retype entire schedules, like I had done in the past using the old system, saving me a lot of time and tons of stress.

Chris Jones, CIO, SEMO Health Network

Snap Schedule employee scheduling software saved New South Wales taxpayers $250,000 in custom programming the second we saw how good this staff rostering program is, and stopped looking further. Snap Schedule is also saving us quite significant payroll costs, as we're using fewer members to get through our caseload.

Evan Pidgeon, Business Systems Administrator, Consumer, Trader and Tenancy Tribunal