🔓 Access level in Planday: Administrator, Schedule manager, HR manager

⏱️ Reading time: 3 min.

ℹ️ Important read: Also see Messaging through the Planday app.

Planday allows you and your employees to send individual or group messages without the need to remember their contact details. This feature is available on both the web and the Planday app, making it a great alternative to social media groups or personal emails.

If the message icon ✉️ shows a blue dot 🔵, it means you have unread messages.

What types of messages can you send?

In Planday, you can send two types of messages:

A Planday message to an employee's account, viewable on the web or app.
An SMS to an employee's mobile number.

For SMS, the employee must have a mobile number linked to their account, and standard SMS rates may apply.

Sending messages in Planday on the web

To access messaging features:

Hover over the message icon at the top right of your screen to open the drop-down menu.
From here, send an SMS (if enabled) or compose a Planday message.
Access your Inbox to view all messages
See a preview of the latest messages.

How to send a Planday message

Click the envelope icon ✉️ with the plus sign to compose a new message, or go to the Messages page and click Send message.

In the Recipients area, select staff from the dropdown or click Browse for recipients to add additional members.
Add a subject and your message, then attach files if needed. Click Send message to send your message.

Additional message settings

You can enhance your message with the following options:

Press Browse for recipients to select from a more extensive list of employees — use Filters to select Departments or Employee groups.

Merge Fields: Personalise messages by pulling info from recipients' profiles (e.g., auto-insert their name). For example, compose a message with " Hello <Name>, ..." and send it to a group of people. Each person will then see their name after Hello.
Attachments: Managers can add documents or images.
Notify recipients by SMS: If enabled, recipients will also get an SMS notification that they have a Planday message to read (standard charges apply).
Show the message Punch Clock: Display the message when employees clock in, ideal for urgent pre-shift updates.
Require reply: Keep the message highlighted in the recipient's inbox until they respond.

Manage your Inbox

Click Inbox for a complete view of your messages

This shows you All Messages, Sent messages, and the Sent SMS tab.
Organise your messages via Manage folders.
Search for messages using keywords.
Select one or more messages to mark them as read/unread, move them to a folder, or delete them.

How to send an SMS from Planday

Please note:

SMS is not automatically enabled in Planday. You’ll need to contact Planday support to activate this feature. Remember, SMS messages incur additional charges per message.

To send an SMS:

Click the smartphone icon to compose a New SMS or the Send SMS button from the Messages page.
Select one or more recipients from Recipients, or choose entire Departments or Employee groups.
In the Sender field, you can enter a name or a phone number (with country code) if you want recipients to be able to reply.

Press Send SMS to confirm.

How to send messages in Planday from the app

You can also send messages via the Planday app. To do this, press the envelope icon from the app's menu bar to reach the Inbox. Read more here: Messaging through the Planday app.

See related articles:

Messaging through the Planday app

ℹ️ Need more help?

🔍 Search the Help Center | See videos at Tutorials.Planday.com | Watch a webinar

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How to send messages via Planday as a manager