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How to create, edit, and invite employees
How to create, edit, and invite employees

Learn how to create new employees, edit existing employee details and invite your newly added team members to Planday.

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

🎯 For admins and HR managers.

Do you integrate with Xero? See Import your existing employees from Xero.

You can manage your employees from multiple places in Planday. You can create and edit employees from the People and the Schedule page. As an admin, you can also import employees from your phone's contact list using the Planday app.

Create employees from the People section on Planday web

Go to People > Employees you will find the Create employee button in the top right corner.

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You can add the relevant employee details for your new team member in the Create employee form. Fields marked with a * are mandatory to fill out. The username must be a valid email address because this is where the login information will be sent. Learn more about updating usernames and the employee confirmation process.


Save time by pressing the dual column icon in the top right (next to the Save button) and switch to a more compact layout.

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Create employees from the People section on the Planday app

Log in to the Planday app as an admin, go to More > People and then press the add employee icon from the right corner. Fill out the employee details and press Create employee button to finish.

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Edit employee details from the People section on the web

There are two ways to edit the details of an employee in the People section.

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1. Quick edit

Quick edit gives you a brief overview of the employee’s details and allows you to add them to departments, Employee groups and assign them security permissions. Furthermore, you can add Contracted availability and see if the employee is connected to a Xero Organisation via the integration.

Access the Quick edit menu by clicking anywhere on the row with the employee's name.

2. Full edit

Full edit allows you to access and edit all data related to a team member's employment, such as personal and employment details, documents, shift and leave overview and much more. You can access Full edit by hovering over an employee’s name and clicking the icon to the right or by opening Quick edit and clicking Edit.

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Edit employee details from the schedule

To edit details on an employee from the Schedule, you need to ensure you are in the Employee view, as this cannot be done from either the Groups or Positions view. Hover over the employee's name and click the ✎ icon to open the Quick edit menu.

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Invite multiple employees to Planday

If you want to invite multiple employees to Planday, navigate to People > Employees > Tools > Send invitations and select which Departments you want to invite. The employees will receive their invites once you press Send as email, and you will see an overview of which employees the invitation has been sent to.

Because invitations are sent to the employees by email, they must be registered with a valid email address as their username.

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If an employee didn't receive the invitation email to Planday, you can check Why can't I log into Planday? - FAQs to find an answer.

Invite employees individually to Planday

If you wish to invite an individual employee, navigate to People and hover over the employee's name. You can click the middle icon in the list view to invite the employee.

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Alternatively, you can open the Quick edit menu and click the invite employee icon.

Send notifications when new employees are created

In Settings > Your organisation > Notifications, you will find the New employee created option. Add Employees to this list if you would like them to receive notifications when a new employee has been created in Planday. This may be useful for your management team to keep them up to date with the latest additions to your staff. You can send a Planday message, an SMS, or both.

Please note:

Please note that our carrier’s standard text rates may apply if you select notifications by SMS.

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