All Collections
Get started
Planday video tutorials for admins and managers
Planday video tutorials for admins and managers

Here is a collection of basic tutorials to help you get started with setting up and using Planday daily.

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

🎯 For Admins and Schedule managers.

Are you an employee using Planday? See Planday video tutorials for employees.

This article will show you how to configure different parts of Planday by taking you through short guided tutorial videos.

This guide is best suited for Admins of Planday that have full access to change all settings. However, users with other access levels, such as Schedule managers or HR managers, may find these guides helpful if they need to use Planday daily. Read more about assigning Access levels here.

Getting Started

How to log in to Planday from a web browser or the Planday app

You need to have three pieces of information to log in to Planday.

  1. Planday URL: This is the URL that you will need to go to on the web version to log in to Planday.

  2. Username: This would be the email address that you received the initial email invitation.

  3. Password: The password you set up by clicking the confirmation sent in your email.

You and everyone on your team will use these three items to log in on the app and web versions of Planday.

How to create, edit or delete Departments

Use Departments to separate different work areas and keep your schedules organised and efficient.

You may have multiple schedules in your Planday set-up and, therefore, would need multiple departments. Departments can also be seen as different locations of your business or different areas within your business.

How to make Employee groups

Employee groups in Planday are, effectively, job roles. Employee groups hold the pay rate for the employee and allow employees to work in multiple roles. They are also needed to create Positions on the Schedule.

Employee groups could be based on role and seniority, allowing you to automatically track the skills and experience necessary for your shifts and ensuring that your scheduling needs are met.

How to create and invite employees

Populating your Planday is a basic step to getting your schedule up and running. First, create employees by filling in their data. Then assign them to a Department and add them to Employee groups. Finally, invite the employee to Planday to give them access to their schedule.

How to schedule

Assuming you have created departments, created job roles in groups, and invited your employees to Planday, it is time to bring it together. Go to the Schedule page and start creating shifts for your employees.

Using Planday

How to create and use Schedule templates

Schedule templates are the next stage of scheduling and allow you to plan and schedule weeks in advance. By creating a default schedule template, using a mixture of assigned and open shifts, you can create a flexible template that can be applied up to 14 times in one go. This will reduce your scheduling time and allow you to plan more effectively, giving you and your employees a clear view of who is working when.

How to set up Open shifts

Open shifts in your schedule are shifts that are not yet assigned to a specific employee. You can set the start and end time, select the specific employee group and position, define the kind of shift you know you need to fill, and leave it open. The shift will be displayed as a placeholder on the schedule. Your employees can then request to take this open shift if they match the Department and Employee group required by the shift type.

How to troubleshoot logging in to Planday

There are three details you need to log into Planday:

  • The company's Planday URL which is the same as the URL of your organisation

    • Remember to exclude www or HTTP before adding the URL in the app

    • You can also log in to Planday by visiting

  • A correct username in the form of an email address that you received your Planday invitation.

    • Didn't get the email? Please check the junk mail folder, as the invitation may have landed there.

  • and a strong password.

If you are having difficulties logging in, there's most likely an issue with one of the above details.

One of the most common reasons is the username not matching the email, which can be changed through the Employee profile. For this change to take effect, the employee has to confirm this action by clicking a confirmation link sent to their email, which might have ended up in their junk mail folder.

How to assign hourly wages to employees

Wages are attached to the Employee group of an employee. This allows employees to belong to multiple employee groups but have different pay rates per group if necessary. Wages can be edited in bulk or assigned individually and can be backdated or set to automatically apply in the future.

How to set fixed salaries for your employees

Salaries differ from wages as they do not rely on Shift data. The salary is fixed and applies by default on a monthly basis. You can also set the pay period to weekly, bi-weekly and 4-week intervals. You can choose the allocation method for the salary cost distribution across your schedule. This can be set to an hourly amount, dividing the salary by contracted or worked hours to find an hourly value or by days to find a daily value.

How to communicate with staff via Planday messaging

Within Planday, you can communicate with the staff directly through Messaging without having to know their phone number or email. You can message a specific employee, employee group, an entire department, or your entire Planday organisation. Employees will receive an app notification (and an email notification if the option is enabled), letting them know they have a message waiting for them.

You can share information through the Newsfeed and the Events tab to keep your staff updated with general matters. You can also force a reply should you require an answer from your employees.

How to set Access levels and give employees additional roles

Access levels describe the specific levels of access within Planday where you can give additional authority to an employee to perform specific managerial tasks. By default, there are three access levels: Schedule manager, HR manager, and Administrator. The access areas for each level are outlined in a table in this article. The access level Account admin is typically assigned to an admin that sets the Planday company account and is responsible for billing/subscription.

How to set up the Punch Clock

The Punch Clock allows you to bridge the gap between paying for the scheduled time and precise worked time. Punch Clock can be set up in the following ways for employees to clock in or out.

Advanced Features

How to create and use Shift types

The most common use for Shift types is for recording sickness on the schedule and reporting this data for payroll reports. Shift types can also be used to change the rates of a shift or add an additional payment. This is handy when you need to pay different rates for evening or weekend shifts.

How to create a schedule using Positions and Sections

Positions and sections allow you to plan your schedule without having to schedule by employees. This allows flexibility in your scheduling, highlighting your schedule gaps by position instead of by staff.

How to set up Contracts for electronic signatures

You can send out Contracts or any other documents your employees need to sign through Planday. Employees cannot add information to these Documents, they can only sign them. These files are saved on their profile and can be reviewed later.

Xero and Planday Integration

Using Planday and Xero together gives you a robust solution for staff scheduling, availability, wage costs, compliance, absence management, time tracking, payroll, reporting, and more.

ℹ️ Need more help?

πŸ” Search the Help Center | See videos at

πŸ’¬ For personalised support

Log in and contact support using the blue icon at the bottom for further questions.

Did this answer your question?