🎯 For Admins and Schedule managers.

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

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

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.

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.

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.

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.

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.

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.

There are three details you need to log into Planday:

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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