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Send messages via Planday as a manager
Send messages via Planday as a manager

Learn how managers can send messages efficiently via Planday, including both in-Planday messages and SMS, with tips and guidelines.

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

🎯 For Admins and managers.

Are you an employee using Planday? See Messaging through the Planday app.

You and your employees can communicate within Planday to send individual or group messages without the need to remember contact information. The messaging function works both on the web version and the Planday app as an alternative to social media groups and personal e-mails.

Please note:

If the message icon ✉️ has a blue badge 🔵 you have at least one unread message in your inbox.

What kind of messages can you send?

You can send two types of messages in Planday:

  1. A Planday message to an employee's account to be seen from Planday web or app.

  2. An SMS from Planday to an employee's phone number.

Please note that for an SMS to work, the employee must have a mobile phone number associated with their account, and standard rates may apply when sending SMS messages.

Sending messages in Planday on the web

To access messaging features:

  1. Hover your mouse over the message icon in your screen's top right corner to open the messaging drop-down menu.

  2. From here, you can send an SMS (if enabled) or compose a Planday message.

  3. Go to your Inbox and see all the messages.

  4. See a preview of your latest messages.

How to send a Planday message

Clicking on the envelope icon ✉️ with the plus sign takes you directly to compose a new message. Alternatively, you can go to the Messages page and press the Send message button.

In the Recipients area, select one or more recipients for your message or press Browse for recipients to address entire Departments or Employee groups.

You can enter a subject under Message, type your text and add attachments before pressing the Send message button.

Set additional message settings

If needed, you can select the following options to enhance your message:

  • Merge Fields lets you pull information from the receiver's profile into the message, which can be helpful when sending bulk messages. For example, you could start your message as: Hello <Name> and send it to a group of people. Each person will then see their name after Hello.

  • Attachments (Managers only) allow you to add documents or photos with messages.

  • Notify recipients by SMS (if this option is not visible to you, ask Planday support to enable it) - Recipients will also be notified of the message by SMS. Standard SMS charges may apply.

  • Show the message Punch Clock - The message is displayed to recipients when they Punch in for their shift. For example, use this option to ensure that staff receive urgent information related to their work and see the message directly on the home screen in the app.

  • Require reply - Recipients can close the message, but it will remain visible at the top of their inbox with a notification until they answer back.

  • Press Browse for recipients to select from a more extensive list of employees, Departments or Employee groups.

Manage your Inbox

Click on Inbox to navigate to the complete overview of your messages.

  1. You will find the options for All Messages, Sent messages and Sent SMS folder.

  2. You can also sort the message into specific folders through Manage folders

  3. Search for specific messages using keywords in the search bar.

  4. You can perform bulk actions on messages, including moving selected messages to a folder or deleting them.

How to send an SMS text from Planday

Please note:

SMS functionality is not automatically enabled in Planday. You can request Planday support to activate it for your Planday organisation. Be aware that SMS messages come with extra charges per message.

Clicking on the smartphone icon will open up the compose New SMS page. Similar to sending a regular Planday message, you can select one or more recipients for your SMS under Recipients, optionally entire Departments or Employee groups.

Additionally, you have the option to enter a name or a phone number in the Sender field. If you input a phone number (including the country code), recipients can reply to this number.

Confirm by pressing the Send SMS button.

How to send messages in Planday from the app

You can also send messages via the Planday app. To do this, press the Messages icon from the app's menu bar to get to the Inbox.

For a detailed overview, see the article Messaging through the Planday app.

See related articles:

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