🔓 Access level in Planday: Administrator, HR manager

🌐 Subscription plan: All

⏱️ Reading time: 4 min.

✅ Required steps: How to add and update employees in Planday.

ℹ️ Important read: Deactivate or reactivate employees - FAQs and troubleshooting.

Create employees

I can’t create an employee. I have the error message “We found ... error that you need to correct before you can submit the form.”

This could be due to a couple of reasons:

You’re missing one or several mandatory fields.
- Fields that you’ve set to required in the employee form setup, under Settings > People > Employee form set-up.
- Mandatory fields if you’re using an integration such as Xero. Go to Employee data sync to see the mandatory fields for the Xero integration and the requirements for other payroll integrations.

Note: Make sure that the required fields (that are mandatory for the payroll integration you’re using):

Are not archived in the employee form setup. To unarchive a field, go to Settings > People > Employee form set-up. Then restore the removed fields by clicking the Unarchive field link from the Archived fields section at the bottom of the page.
Are set to visible (“Show field” in “Create employee”) in the employee form set-up.

You need to select a primary department for the employee if you’re using the primary department feature.
One of the fields, like “Gender” for example, is set to unique value but it shouldn’t. To solve this issue,
- go to Settings > People > Employee form set-up
- check the fields that shouldn’t have the unique value, like “Gender”, “Birthday” or “Contact info public” and untick the option “Unique field value”.

Edit employees

When I try to edit an employee's details as an admin, I get the message: "We found 1 error that you need to correct before you can submit the form."

It could be because of the following reasons:

A Primary department hasn’t been selected for the employee. It could happen if:
- A department has been deleted and the employee was assigned that as their primary department at the time.
- The primary departments feature was enabled after the employee was created. To solve this issue, you’d need to assign the employee to a primary department.
The employee is not attached to any department. It could happen if:
- The department the employee used to belong to has been deleted. To solve this issue, you’d need to assign the employee to a department under People > Employees, click on the employee’s name and add the department.
One of the employee form setup’s mandatory fields that is used for a payroll integration such as Xero has been archived. To unarchive a field in the employee form setup, go to Settings > People > Employee form setup. Scroll down to the very bottom, to the “Archived fields” section. You can restore the removed fields by clicking the Unarchive field link.
One of the fields, like “Gender” for example, is set to unique value but it shouldn’t. To solve this issue,
- Go to Settings > People > Employee form set-up.
- Check the fields that shouldn’t have the unique value, like “Gender”, “Birthday” or “Contact info public” and untick the option “Unique field value”.
It could also be because the employee currently has an invalid Username (like "1" for example, and not a valid email address). This can sometimes happen when a user is reactivated. Go to How to change username in Planday to update the employee's username.

I have the error message: “Exception has been thrown by the target of an invocation. Value of '...' is not valid for 'SelectedDate'. 'SelectedDate' should be between 'MinDate' and 'MaxDate' ” when I'm trying to edit an employee's profile on the web.

It can be because one of the fields using a date format has an invalid year.
To find which field it is, you can follow these steps:

Go to Settings > People > Employee form setup.
Identify all the fields using the type “date”. To do so, navigate to the People tab > Click on Employee details > Select all the fields that use the type “date”, and click save.

Then, you or the employee should be able to edit the field causing an issue from the Planday mobile app so that you can access the profile from the web again.

I’m an admin, and I can’t view or edit an employee’s wage or salary.

If you’re unable to see or edit an employee’s hourly wage or salary, it might be because the employee has the same access level as you (e.g., an Admin attempting to edit another Admin’s salary). Admins with the same access level cannot view or update each other’s wages or documents.

An employee will have a new wage starting on a specific date. How can I update their wage?

To update an employee's wage:

Go to their profile and navigate to the Employment tab.
Edit the employee group.
Set the new wage and specify the 'Valid from' date.
Save your changes.

For more details, refer to How to set and update employees’ hourly wages.

Employee reports that they can’t edit their personal details on the app or the web.

It can be because one of the following fields is set to be visible to the employees:

Contract rules.
Meal deduction.

To solve this issue, follow these steps:

Go Settings > People > Employee form set-up.
Find and edit the Contract rule field or the Meal deduction field.
Then, under “Personal settings”, unselect the “Show field”.

Employee data export

Where can I export employee data?

You can export employee data using People > Employees > Tools > Export data.
There, you’ll be able to export:

An employee change report that will give you information on who changed a field in the employee form setup and when.
An employee details report.

To learn more, go to Export employee data.

Note: You can't export the “Contract rules” field in the employee details report.

View employee data

I’m an admin but I can’t view another admin’s salary or Documents tabs and I can’t edit their wages, but I can for all other users. Why is it so?

Admins with the same Access level are prevented from seeing each other's wages or documents, such as contracts or uploaded documents, in their profiles. You would need to contact your manager to see if they can grant you a higher level of access.

My employees can’t see the other employees who are in the same department

When the field Contact info public is disabled in an employee's profile, that employee will not be visible in the People list for their colleagues (this applies both to the web platform and the Planday app). On the other hand, as a manager, you will have access to your employees' contact details independent of this setting.

When Contact info public is enabled, at least the First name and Last name will be visible to everyone. You can make other fields visible if you'd like. To do so, go to Settings > People > Employees. Learn more about it in Employee information: visibility and access settings.

Good to know:

Admins whose access is restricted to one or several departments will see the list of all employees, not only those they manage if these employees have their contact info set to public. However, they will only be able to edit those they manage.
Schedule managers cannot edit employees by default and they will only be able to see the details of the employees whose contact info is set to public.

Miscellaneous

Can employees upload documents to their profile?

Employees can’t upload documents (for example work permits) to their profile. However, they can attach a file to the messages they send on Planday so that their managers can retrieve the file and add it to their profile. If your employees can’t see the attachment button when they send a message, you’d need to our Support team so they can enable this option for employees.

Can I prevent my employees from changing their first name and last name on Planday?

Yes, you can. To do this, you can follow these steps:

Log into Planday web and go to Settings > People > Employee form set-up.
Under the “Information” section, edit the fields “First Name” and “Surname”
Scroll down to “Personal settings” and untick “Show field”.
Then select “Show field” again and leave “Allow editing” and “Required field” unselected.

Is it possible to grant someone access to Planday without adding them as an employee?

To give someone access to Planday, they must be created as a user.

Manage employees - FAQs and troubleshooting