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Understanding the structure of Planday
Understanding the structure of Planday

Get to terms with the structure of Planday and align it to your Australian organisation.

Stina Klauk avatar
Written by Stina Klauk
Updated over a week ago

This article illustrates the organisational structure in Planday and how to align it to your business. It will explain what the different levels of the organisational structure are and how you might best use them to set up your business within Planday.

Planday account/Business

When you sign up for a free trial and put in the name of your business, a Planday organisation will be created for you with a unique URL usually resembling the business name. If you wish to change the URL, please contact our support team through the chat.

Your Planday serves as an umbrella where you can manage your entire business regardless of how many locations you might be operating in, which leads us to the next level.


Departments are the next level in aligning Planday to your business. You can use departments to create separate schedules to differentiate between different locations or business areas/teams within a single location.

  • You might have a shop in Melbourne and one in Sydney and you can create a department for each location.

  • You could also have one restaurant in Melbourne but with enough employees for it to make sense to split the schedule in two; Café & Kitchen.

By having two separate departments you can assign a manager role to one of your staff members who then gets access to creating and editing the schedule in just one department.

At a Department level, you can customise:

  • the Schedule

  • Punch Clock Geolocations

  • Time zones

  • Manager permissions

  • Break rules

  • Reporting

  • Revenue

  • Absence accounts

To learn more about departments, read our article on how to Create and edit departments.

Employee groups

Now that you have got your Planday set up with your Departments, we can move on to the third level, Employee groups.

These groups represent the job roles within your business. For example, managers and cashiers. You can create an employee group for each of these roles and then add your employees to whichever group they belong to.

Whenever you create a shift in the schedule and you choose which job role is to be carried out, you will only be able to choose employees who are in that employee group. This way, you make sure that your employees will only be able to cover shifts they’re qualified for or trained to undertake.

Each employee can be in multiple employee groups if they have the qualifications or skills to carry out multiple different roles within your business.

At an employee group level you can customize:

  • Award classification

  • Payroll supplements

  • Break rules

  • Working time rules

  • Reporting

  • Absence accounts

  • Documents and folders

To learn more about employee groups, please read our article on how to Create and edit Employee groups.

Employee types

The Employee type has to be assigned to each individual employee, such as full-time, part-time or casual employment. The employee type in turn impacts what Award specific entitlements your employee has, when they apply and whether they are full-time, part-time or casual.

If you do not wish to make use of the existing penalty rates and working time rules, you can create your own employee type, which will not be connected to any of these features by navigating to Settings > People > General > Create. Before doing so, we recommend you contact the Fair Work Ombudsman or seek independent legal advice to discuss this in detail and consider any implications for your business.

Further to this, if you are unsure of the correct Award coverage for your company or your employees, we encourage you to visit the Fair Work Commission Awards finder page or contact the Fair Work Ombudsman to discuss this further. Getting this right is very important and sets the foundation for paying your employees correctly.

On an employee-type level you can customize:

  • Award classification

  • Payroll supplements

  • Break rules

  • Working time rules

  • Absence accounts

To learn more about employee types, please read our article on how to Create and edit Employee types.

Next steps:

See related articles:

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