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Planday under maintenance: Information and recommendations
Planday under maintenance: Information and recommendations

Here you will find recommendations on what you can look out for as an admin or employee when maintenance work takes place at Planday.

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

🎯 For Admins, Schedule Managers and Employees using Planday.
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Occasionally, Planday and its related services undergo maintenance. This means that those services are unavailable during the maintenance period. Depending on what the maintenance implies, you might not be able to access Punch Clock, use the web client of Planday, or log into the Planday app or Kiosk app.

The maintenance window is usually scheduled outside of regular working hours. However, if your organisation has flexible or prolonged working hours, there might be scenarios in which your schedule will overlap with the planned downtime.

For example, some of your employees might punch out of the night shift while their colleagues start the early service.

Ideally, your schedule would be unaffected, but if your employees need to punch in or out using Punch Clock during this time, please follow the recommendations below to ensure that the correct start and end times are recorded.

We are very sorry about any inconvenience a scheduled maintenance window might cause. We need to perform regular maintenance operations to make system health checks and improve the stability and availability of Planday.

Thank you for your patience!

Recommended actions

1. Inform your employees about the upcoming maintenance

You can send a message through Planday, create a post in the newsfeed, or communicate it using other preferred platforms.

Please ensure that those with shifts during the maintenance window are informed about the downtime timeframe and what to do if their shifts start/end before or during downtime.

2. What to do when Punch Clock is unavailable

If you have staff members who are scheduled to punch in or out during the maintenance window:

  • Inform your staff that they won’t be able to use Punch Clock as they normally would during the timeframe.

  • Put a system in place to register the affected shifts' start and end times.

  • You can ask your staff to use the comments section when punching in later to add their punch-in/out times after the maintenance is complete.

  • Remember to register those times in Planday and approve them as usual.

3. Approving Punch Clock entries after maintenance

For employees who punched in before the maintenance window but did not have access Punch Clock during the maintenance:

After the maintenance is complete, enter the shift end time under Schedule > Punch Clock > To approve per week (or per day) and approve the shifts, as usual.

In the overview list, the shifts without a start or end time will be marked with a red flag (3), next to the missing fields. If your employees choose to leave a comment on their shift, this will also be shown in the Comment (6) column. This is similar to when an employee forgets to punch out at the end of their shift. Read more about How to approve Punch Clock entries.

For employees with no Punch Clock entries on the day:

Collect their start and end times. Go to Schedule, find the shift, click on it and edit both the start and end times on the Edit shift view if needed.

You can approve the shift from the same view by using the Approve toggle on the right side or by selecting the Shift from the Schedule.

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