🔓 Access level in Planday: Administrator, HR manager
🌐 Subscription plan: Plus, Pro, Enterprise
⏱️ Reading time: 6 min.
ℹ️ Important read: How to create and send a contract to an employee.
For employees: see How to view payslips, contracts, and documents in the Planday app.
What kind of documents can you upload?
As an admin, you can upload and share documents in Planday either privately with individuals or publicly with employee groups. Here are some examples:
Personal documents: Upload HR-related documents to individual profiles, like scanned contracts, work permits, tax records, or visa documentation.
Contracts: Share electronically signed agreements such as employment or device lending contracts.
Notes: Record internal comments (e.g., from meetings or performance reviews) and set visibility for either managers or employees.
General documents: Share items like staff handbooks, policies, training materials, or even pictures with all employees or specific groups.
Upload a personal file to an employee profile
To upload a private document to an employee's profile:
Go to People > Employees.
Select and edit the employee’s profile.
Navigate to the Documents tab.
Scroll to the Files section and click Upload.
You can set an expiry date for the file and decide whether it's visible to the employee.
Note:
Employees can view uploaded documents by logging in on a browser and navigating to Profile > Edit.
Export a list of uploaded documents
To download a report of all uploaded files and their expiry dates:
1. Go to People > Tools > Document overview.
2. Choose file types and employee groups.
3. Click Export data.
4. If data is available, a file will be ready to download.
Note: Only files uploaded under an employee’s profile with a specific file type (set in Settings > Contract setup > File types) can be exported. You can create unlimited file types and edit or delete them at any time.
Where to upload signed contracts
To store signed contracts (manual or digital):
Go to People > Contracts to see all existing contracts or to create new ones.
You can also manually upload signed documents to an employee’s profile.
Here you can see the status of all contracts, including those awaiting action, or signed contracts by employees.
Read more about How to create and send a contract to an employee.
Add internal notes to employee profiles
To create a private or shared note:
1. Go to People > Employees, select the employee, and click Edit.
2. Scroll to the Notes section and click Create.
3. Add a title, write your note, and (optionally) set a due date.
4. Choose visibility: admin-only or visible to the employee. You can also send a notification via Planday message or SMS.
If visible to an employee is selected, you can notify the employee by Planday message or an SMS. Employees can view visible notes in Profile > Edit on the web.
Share general documents with everyone or groups
To upload documents like handbooks, policies, or company photos for employee access:
Go to People > Documents.
Create a folder and assign access to the relevant employee groups.
Click Upload files to add content.
If a folder isn't visible to you, it may be restricted to specific employee groups. Click the folder dropdown in the top left > Edit folder to check access settings.
Employees can view shared documents:
On web: People > Documents
On app: More > Documents > General
Tip: Looking to make an announcement? Use the News feature on your dashboard.
Read next:
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