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How to assign Access levels to your employees
How to assign Access levels to your employees

Give employees additional permissions such as Administrator, Schedule manager or HR manager and delegate responsibilities per Department.

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

🎯 For administrators.

Read more about each access level and which security each right has in Overview of Access levels.

What are Access levels

Employees can be assigned extra Access levels in Planday, each granting different privileges. This feature may be helpful when you add managerial staff such as Schedule managers, HR managers, and additional administrators to your Planday setup or promote a staff member with more responsibilities.

It is possible to limit Access levels per Department. This means that an employee with Schedule Manager access can be limited to managing or modifying only the Schedule belonging to their Department.

How to give additional access to an employee

To add or remove additional access for an employee, you can follow these steps:

  1. Go to People > Employees to view all employees.

  2. Use the search function or scroll to find the employee whose permissions you wish to update.

    1. Click on their name to open their details, or press the Edit button and switch to the Advanced settings tab > Access levels.

  3. Under the Access levels section, press Add to assign additional permissions to the employee.

Planday EN Screenshots for HC.001.png

Alternatively, you can also assign access levels from the full edit view in the new Advanced settings tab, as shown below:

Planday EN Screenshots for HC.001.png

Note that the option to Include future departments becomes available when you select all Departments. This means that this employee will be given the chosen Access level on any new departments you create. For example, you can set this so that your HR manager can always access any future Departments you create.

Limit Access level by Department

You can limit the Access level of admins or managers to only the Departments they manage. For example, you can have two Schedule managers who each have access only to the Department they manage and limit them from supervising other Departments.

To adjust these settings, follow the steps below:

  1. Go to People and then Employees to view all employees.

  2. Click on the name of the employee whose access should be limited the same way you would add a new permission.

  3. Under the Access level field, edit the Access level you wish to limit.

  4. Under the Departments section, you can choose All departments or the ones you want them to manage. This can also be done when assigning new Access levels.

  5. Press Save to apply your changes.


Why can’t I see the payroll information and the documents tab of some employees that I edit?

This is most likely because these employees have the same Access levels as you do. Managers with the same access level can’t see nor edit each other’s payroll information or access each others' documents.

I’m an admin. Why can’t I see the list of deactivated employees under People > Employees?

This is usually because you are restricted to one or several departments. When employees are deactivated, they lose their connection to a department.
You can reach out to support if you need further information.

See related articles:

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