🔓 Access level in Planday: Administrator, Schedule manager

⏱️ Reading time: 4 min.

✅ Required steps: Getting started — Set up your business

ℹ️ Important read: Are you an employee? See Shifts basics in the Planday app for employees.

What is the schedule?

The Schedule is at the core of Planday, where you’ll manage daily operations. This article covers an overview of the Schedule page in your web browser, accessible from the top menu. You can also find most scheduling functions on the Planday app if you log in as Schedule manager or higher. You can read the Getting started guide for more details.

Selecting your schedule view

In the top left of the Schedule, you can decide which department's schedule you wish to see, change the grouping of how you wish to see the shifts and select which period should be displayed.

1. Choose a Department

Each Department in Planday has its own schedule.
Use the drop-down menu to select the one you want to view.

2. Select Employees, Groups or Positions view

You can choose between Employees, Groups, or Positions views. Explore each to see which view works best for your setup.

3. Set a period or date to view

Use the dropdown to display schedules by Day, Week, 2 Weeks, or Month.
Click Today to return to the current date.
Use arrows to move through the calendar or pick a date to jump to that day.

View settings, Schedule templates, Tools & Filter

In the upper right, find additional schedule view settings, templates, tools and filters.

1. View settings

Here you can enable options for additional information about staff and payroll, revenue, shift details and general scheduling functions such as employee availability and bank holidays/leave.

If you are on a Pro or Enterprise plan, you can also choose which data center formulas to display here.

2. Templates

Create, edit, save, or roll out Schedule templates, or copy the current week to the next under the Templates menu.

3. Tools

The Tools dropdown offers essential features for managing scheduling tasks, including:

Approve multiple shifts – Select and approve multiple shifts at once.
Delete this week – Clear all shifts for the current week.
Export this view – Export the schedule as a CSV file or PDF for printing.
Hide/show period – Control visibility of shifts for employees by marking days as hidden.
Working time rule report – Download a report to check any working time rule violations.
Contracted hours – View a report on weekly, monthly, or yearly contracted hours.
Schedule history – Access a log of all schedule activities, including shift changes or deletions.
Shifts overview – See a summary of all shifts by department.

4. Filters

Schedule filters allow you to identify specific shifts, colleagues, or groups on your schedule.

Understanding shift statuses

Shifts appear in different colours to indicate their status:

🔴 Open Shift: Created when a shift is unassigned, allowing employees to request it, appears in red until filled.
🔴 Open Shift (Requested): Shows when one or more employees have requested the shift.
🟢 Approved Shift: Marked green and ready for payroll, making it easily identifiable.
Shift with a Type: Special shifts like training or illness, set up by admins with a unique Shift type highlighted in colour.
⏱ Shift with a Punch Clock entry: Shows when employees punch in and out using the app or web.
🟡 Shift for Sale: Available when employees offer their shift to others for coverage.
🟠 Draft Shift: These shifts not visible to staff but only to admins and Schedule managers until they are ready to be published.
⚪️ Normal shift: A regular shift on the schedule appears grey until completed.

For a detailed overview of working with shifts, see the article Create or edit shifts.

Daily overview and shift count

Click the shifts counter at the top of the schedule to view daily shifts and availability of employees.

Use the settings ⚙️ icon to filter shifts and message a group of employees based on your filter, such as those scheduled to work on a specific day.

Viewing payroll costs and revenue

At the bottom of the Schedule, you can enter daily revenue and compare it to payroll costs.

Turn this feature on under View Settings > Revenue.

Revenue (actual)
Revenue (forecast)

Visualising Contract rules and Employee management

Using the Employees view, you can manage employee shifts and see contract compliance.

Contract Compliance: Visual indicators show if employees match their contracted hours — green (exact), yellow (under), or red (over).
Quick Edits and Shift Overviews: Hover over an employee’s name to edit their profile info, send them a message or view their shift history.
Manage Employees: Organise the list and create custom sections.
Use Sort By to reorder employees in ascending or descending order.