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Understanding Planday
How to organise your business in Planday
How to organise your business in Planday

Get familiar with the structure and terms used to organise your company and employees in Planday.

Saad Saeed avatar
Written by Saad Saeed
Updated over a week ago

🎯 For admins new to Planday. Get to know the desktop schedule here.

Planday offers different levels of structure to organise your company and employees. This article provides insights into these levels, explaining essential elements and how they help structure your business.

A typical Planday organisation comprises Departments, Employee groups and employees. Scheduling further breaks down into Sections, Positions, Shifts, and Shift types, illustrated below with an example screenshot.

Planday EN Screenshots for HC.001.png

1️⃣ Department — A department is a workplace unit typically created for each physical location of a company. Each department in Planday has its own separate schedule. Example: First department, Restaurant Northport, Restaurant Eastend. Learn more in the Create and edit Departments article.

2️⃣ Employee group — This level indicates the role or function in which an employee works. An employee can be managed in multiple Employee groups, based on their qualifications. For example, groups can be waiters, receptionists, or cooks. Refer to the Create and Edit Employee groups article for more information.

Employee types

Additionally, consider creating Employee types, such as permanent employees, part-timers, and interns, to help distribute payroll supplements or allocate contract rules. Learn more in the Create and Edit Employee Types article.

3️⃣ Section — Several positions on the schedule can be grouped in a category to indicate different workplace activity areas, for example, Reception, Front, Back, etc.

4️⃣ Position: A position can specify what an employee is responsible for during their shift. Example: Service tables 1-10. Learn more about points 3 and 4 in the article Scheduling with Positions and Sections.

5️⃣ Shifts — A shift is used to specify an employee's working hours on the schedule. Each shift can be assigned to a maximum of one employee. Learn more in the Create, edit, move, copy, and delete shifts article.

6️⃣ Shift types: Shift types allow you to specify special features of shifts, separating them from regular shifts. Examples: No-shows / Overtime / Trial shifts, etc. Learn more in the Creating and Using Shift types article.

Example: Practical application of Planday's structure

The following illustration shows an example use of the structure of Planday with a fictional clinic setup.

Planday EN Screenshots for HC.002.png

When applied to a Planday schedule, this example structure can be seen in the following way. The screenshot shows a fictional UK Clinic schedule as 1️⃣ Department.

Some shifts have been applied to the Nurses 2️⃣ Employee group in Daylight Ops 3️⃣ Section. Employees will work in Clinic room A 4️⃣ Positions.

While Thompson Flash has a normal 5️⃣ Shift from 07:00 to 15:00, Mary Jane is there at the same time for training work 6️⃣ Shift type is applied.

Planday EN Screenshots for HC.001.png

Each company and its organisation of workforce is unique. When setting up Planday, you can choose how to leverage the structure based on your operational needs. Especially in the setup phase of Planday, it is worth reading this article to get a better overview.

Read the article Get to know the desktop Schedule helpful scheduling tips.

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