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Schedule-related notifications
Schedule-related notifications

Find some answers about how to notify employees in the schedule and how you can get notified about shift requests or shift swaps.

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Written by Maud
Updated yesterday

🎯 For advanced admins. To manage notifications on the app and on the web, go to How to change personal notifications in Planday.

In this guide, you’ll learn how Planday's schedule-related notification features empower administrators to instantly alert employees about shift changes. From automated tasks to customisable notifications, this concise overview will help you streamline communication and keep your workforce in the loop.

Notify employees of shift creations, deletions and updates

In the schedule, you can notify an employee with an alert message (free) or and SMS (paid) when you’re creating, updating or deleting a shift.

  • To notify an employee when creating or changing a shift, tick the Message or SMS option, then press Save.

  • To notify an employee when removing their shift, open the shift, then press Delete, select how you wish to notify the employee and then press delete.

Note: SMS charges may apply. If you want to disable the SMS option, please reach out to our support team. We recommend sending the message as a Planday message to avoid SMS charges.

Automate schedule-related activities

Set up and automate common repetitive tasks for the schedule under Settings > Your organisation > Scheduled jobs.
These notifications include:

  • Punch Clock automatic punch-out: this option punches out everyone clocked into a shift at a certain time. This is useful if your business closes at a certain time and employees forget to punch out from their shifts.

  • Timesheets - FTP uploading of CSV file: this option allows you to automate your timesheet exports from Planday to your server via FTP/SFTP.

  • Schedule Plan SMS - Multiple Days: this allows you to send an SMS to all employees who work in the coming days that you selected with their timesheets.

  • Schedule SMS - Same day: this allows you to send out an automatic SMS notification to employees on their working days.

Learn more about these scheduled jobs in How to create and use scheduled jobs.

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Schedule-related notifications for admins

Go to Settings > Your organisation > Notifications to add managers that should be notified about requests for Swap approvals or Shift requests. This way, your managers can receive email or SMS notifications when these requests await approval.
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Learn more in Set notifications on shift swaps or shift requests.
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Automatic Open shift push notifications in the Planday app

When a schedule manager creates open shifts, all relevant employees are automatically notified based on their role, department, and availability. This process eliminates the need for constant messaging and allows employees to stay updated without constantly checking the app.

Admins cannot disable automatic Open shift notifications for employees. However, employees can manage these notifications in the Planday app by going to their Profile > Notifications and turning off alerts for Open shifts.

See related articles:

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Login and contact our support team via the blue icon at the bottom if you have more questions or book a one-to-one professional training session with an expert.

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