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How to set up your own employment terms – Step 1
How to set up your own employment terms – Step 1

Set up your own employment terms rather than using our built-in Award library.

Frederik Bøgelund Christiansen avatar
Written by Frederik Bøgelund Christiansen
Updated over a week ago

Step 1 – Primary setup

Step 2 – Secondary setup

⏱ 20-30 minutes

⏱ 25-35 minutes

This step first will cover the foundational set-up required for you to set up your own employment terms in Planday including breaks, Working time rules and penalty rates. Step 2 will cover configuring contract rules, shift types and payroll supplements to track ordinary hours and overtime.

These steps are relevant if you haven’t enabled any of the supported awards from the Award library. We recommend that you create a Public holiday calendar relevant for your business or employees before proceeding. Navigate here to learn more.

Furthermore, it is advisable to ensure that departments and employee groups are set up accordingly to your business before initiating the set-up in this article.

If you’re unsure of what employment terms are relevant to your business 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. You may also wish to seek independent legal advice as may be appropriate for your business. Getting this right is very important and sets the foundation for paying your employees correctly.

1. Employee types

Employee types are used to define the employees’ type of employment i.e. full-time, part-time or casual. This sets the foundation for other rules such as breaks, penalties and absence.

Navigate to Settings > People > General > Employee types to create the relevant employee types for your business.

Learn more about Employee types in an article here.

2. Classifications and Levels

Classifications and Levels are used to set minimum wage recommendations for employees, depending on the years of experience and qualifications required for the roles performed within the business.

Navigate to People > Classifications to create the appropriate Classifications and Levels for your business.

Learn more about Classifications and Levels in an article here.

3. Breaks

Break rules can be set up to automatically apply different type of breaks to shifts based on i.e. shift length. You can set up different types of breaks that may be relevant to your employees, such as unpaid meal breaks and paid rest breaks.

Navigate to Settings > Schedule > Breaks to create the relevant break rules for your business. On the left-hand side of the create form, you can define who this break should apply for based on I.e. employee type. The parameter on the right-hand side is used to defining when the rule should apply to the chosen employees and if the break is paid or unpaid.

Read more about break rules here.

4. Working time rules

Working time rules are used to set guidelines for how to schedule your employees. For example, you can create a rule on the maximum number of hours an employee can work. If a shift longer than the maximum is created, you will be prompted a warning in the schedule.

Navigate to Settings > Schedule > Working time rules to create working time rules relevant for your business.

5. Automating Penalty rates using Payroll supplements

Navigate to Settings > Payroll > Payroll supplement to set up penalty rates applicable for your employees.

These rates will apply automatically based on the parameters input when creating the payroll supplement. Learn more about the different types of supplements here.

Below is an example of how to set up a Sunday penalty rate with a 2.0 multiplier that only applies to permanent staff.

Supplement type:

Normal supplement for penalties

If connected to Xero:

Create in Xero as

Ordinary time for penalties


This will be shown on the Payslip

Start & End:

12am – 12am means that it applies to all 24 hours of the day. (For an evening penalty, you might choose 6pm – 12am)


In this example, we set a 100% increase, which will add an additional 100% on top of the employee’s base rate.

  • Base rate = $20 + 100% supplement = $40

Days of the week:


Employee types:

Employee types: Part-time and Full-time

  • Remember, the multiplier rate might differ for Casuals, in which case you can create a separate supplement for them.

See related articles:

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