Overview of Access levels

Get an overview of the different access levels and which security rights each role has.

Maud avatar
Written by Maud
Updated over a week ago

🎯 For administrators.
​Read more about How to assign Access levels to your employees here.

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.

Access levels in Planday

To get a quick overview of the different access levels in Planday go to the menu People. On the left side menu, at the bottom, you will find the list of access levels. Here you can also see how many employees have each access level assigned.

Tip! You can click on each access level from this page if you want to see which employees the number represents. From here you can also get a quick overview of which department each access level can manage. Lastly, it is also possible to edit the access levels if you need to give more or less access to an employee.

There are four different Access levels that you can assign to an employee:

Note: The levels can be named differently depending on the language selected for your Planday account. It can also be because the names were changed during your onboarding process or by our Support team, upon request from an admin in your business.


The Admin role in Planday has the highest level of access, with full administrative permissions. Admins can view and edit payroll information, manage all schedules, and edit employee details. They can also add or remove administrative permissions from other employees and deactivate accounts. Due to these extensive powers, it is advised to grant Admin permission carefully.

HR Manager

In Planday, HR Managers can create new employees, edit employee information (except salary), manage contracts, handle holiday requests, generate schedule reports, and more.

Schedule Manager

A Schedule Manager in Planday can create and edit schedules. They can see payroll costs per day in the Schedule but cannot view or edit payroll details. The role can be limited to specific Departments, preventing managers from editing shifts in other Departments.

Account Admin

The Account Admin access level is the default group for those responsible for signing up and setting up Planday for their organisation. This new access level is designed to help decision-makers manage their organisation more efficiently in Planday. It won't affect your existing security groups and access levels. However, please note that the Account Admin access level is for information purposes only and does not grant access to any Planday features. To manage access and data security within your organisation, continue using the three permission levels mentioned above.

Please note: Managers with the same access level can’t see nor edit each other’s payroll information or access each others' documents.

Comparison of different Access levels in Planday

The following table outlines all Access levels per role:

Note: ⬆️ The attributes described above for each Access level are default ones. They can be changed during the onboarding process or if a full admin in your business requests it.

See related articles:

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