🔓 Access level in Planday: For employees new to Planday.

⏱️ Reading time: 7 min.

✅ Required steps: Download the Planday app, Confirming your username in Planday.

ℹ️ Important read: Getting started with Planday on the web for employees.

Screenshots may differ slightly between Android and iOS, but the process is similar.
Ensure you're using the latest version of the Planday app and update regularly.
⬇️ You can download this guide as a PDF at the end of this article.

Welcome to Planday! This guide will help you familiarise yourself with the various features of the Planday mobile app.

Download the free Planday app

If you still need to, download the Planday app for free from your device's App Store by searching for Planday Employee Scheduling. The app works on most Android and iPhone devices.

You will need a Planday URL from your manager to log in.
Your username will be your email address.
Your password can be set up by clicking the invite sent by your manager to your email.

Can't find your Planday URL?

If you don’t know the Planday address of your company:

Go to https://Planday.com/login/
Enter your email address.
If your email is associated with a Planday organisation, you'll receive a link to log in.
Check your Inbox (and Spam folder) and follow the instructions.

Log in to your Planday organisation

You can login to Planday app in two ways.

If you don't know your Planday URL

From the log in screen, type your email address to receive a login link sent to your mailbox.
Open your email app and press the URL. It will return you to the app where you can continue the login process by entering your email and password.

If you know your Planday URL

From the log in screen, tap Log in with URL.
Type your company's Planday URL, then type your credentials to log in.

Learn more about common logging in questions in this FAQs article.

Your daily overview

After logging in, you will see an overview screen with the information that matters most to you.

You will use this screen to punch in when you arrive at work and punch out when you finish your shift.

The overview screen also has a link to your profile, assigned shifts, available open shifts, company news, and any upcoming events.

Note: You can update your language, notification preferences, and personal details by tapping the Profile icon at the top right.

Set your profile & language settings

Tap on your profile icon from the Overview screen to enter your Profile section. Here you can:

Set a new profile picture.
Change your Planday account's language.
Enable or disable notifications from the app.
Sync your shifts to an external calendar.
Switch between your Planday accounts if you use Planday with multiple employers.

Use Punch Clock for accurate time tracking

If your company is using the Punch Clock tool, you can punch in and out at the beginning and end of your shift, as well as during breaks (if your Planday admin has activated this function). This will track your actual working time down to the minute.

You can adjust notification settings to remind you when your shift is about to start and when it's time to clock out.

Note: When clocking in or out, consider adding a comment to explain any lateness or overtime. This helps your manager accurately review and approve your work hours, leading to correct payment.

See all your upcoming shifts

Under the Your schedule section, you can easily view a brief summary of your upcoming assigned shifts. Simply tap on a shift to find out details such as your colleagues for the day, your work location, and any important notes from your manager. If your Planday admin has enabled it, you may also have the option to swap, handover, or sell your shift to your colleagues.

Apply for open shifts

Open shifts are available shifts that are up for grabs. These can also include shifts put on sale by your colleagues. You can ask to take these open and available shifts by pressing Request shift. Usually, a manager has to approve your request before the shift can be yours.

Swap requests and pending actions

To manage your shifts with colleagues, simply select a future shift and choose to swap it with a colleague's or hand it over to someone else. In the More > Requests section, you can easily see all the swaps and pending action requests from your colleagues. From here, you have the option to accept or decline the exchange, as well as check the status of your own requests.

Note: Remember that shift swaps typically need your colleague's and manager's approval to be finalised.

Communicate with your colleagues

Messaging & Inbox

Planday has a messenger built into the app, allowing you to communicate with your colleagues without remembering their contact details. You can use this system to send direct messages to your colleagues, communicate with your team or send company-wide messages.

In addition to messages from your team, you will also receive Planday alerts here regarding updates to your shifts, changes to the schedule or swap requests.

Read News & Attend Events

The News area in the app informs you about news, general information or last-minute changes. Check the news regularly to stay up to date.

The Events section is used to organise parties, company outings, courses or other events. Depending on the event, your manager may ask you to confirm or cancel your participation.

Learn more in the News and Events article.

Do more in the app

By pressing More in the bottom right-hand corner of your screen, you'll find more options in your Planday app. In this section, you can manage your requests, see your shifts, your worked hours, register your holiday or availability and much more. ⬇️

See your approved and scheduled hours

To view an overview and total of your approved and scheduled hours and shifts, follow these simple steps:

Tap on More in the Planday app.
Select Your hours.
You'll see the information displayed per month, showing a summary of your hours.
The start date aligns with your company's pay period set by the administrator.

Upcoming “Your hours” page refresh: A new look, better navigation and better transparency

We're soon introducing an update to the Your hours page in the Planday app, featuring a refreshed design, more flexibility for pay periods and better hours and pay transparency.

To view an overview and total of your scheduled worked (punched) and approved hours and shifts as well as your estimated pay, follow these simple steps:

Tap on More in the Planday app.
Select Your hours.
Select the Hours or Pay toggle.

Hours and Pay toggles: Pay period

The customisable date range selector for the pay period sits at the top of the page.

Default period: The default pay period is the one set by your manager
Custom period: You can select a custom start and end date, or select the default (current pay period).

Note: If a pay period has been set under Pay, the Hours view will match the selected period.

Hours toggle: Total scheduled hours

In the total scheduled hours section, you can see the following:

Total scheduled hours: Shows the number of hours scheduled in the chosen pay period.
Hours difference: Shows the comparison of scheduled hours to the previous pay period.
See open shifts: Takes you to the shift overview of the current month, but with open shifts visible.
Your schedule: Takes you to the shift overview on the month that corresponds to the dates selected, or the month your start date is in.

Note: The total scheduled hours value is subject to adjustments in your timesheets.

Hours toggle: Your Hours

Approved hours : Hours formally approved by a manager.
Hours worked: Hours actually clocked via the Punch Clock, showing your actual punch-in and punch-out times.
Scheduled hours: Total hours scheduled for the period.

Note: You can also view your contracted hours for the chosen period.

Pay toggle: Total estimated pay

In the total estimated pay section, you can see the following:

Total estimated pay: Shows your estimated pre-tax earnings in the chosen pay period. This value accounts for different shift types and pay rates, where applicable.
Pay difference: Shows your pay compared to the previous pay period.
See open shifts: Takes you to the shift overview of the current month, but with open shifts visible.
Your schedule: Takes you to the shift overview on the month that corresponds to the dates selected, or the month your start date is in.

Note: The total estimated pay value is subject to adjustments in your timesheets.

Set your availability

If your Planday administrator has enabled this function, you can mark when you are available to work and when you are not. Availability makes it easier for schedule managers to offer you open shifts or see if you are free for work.

View a list of your colleagues

If your Planday administrator has enabled access to the People page, you'll see a comprehensive listing of your colleagues, along with their contact information. This page also provides insights into each person's department and assigned role on the schedule.

Note: You'll see the list of your colleagues and their contact information only if they have their contact information set to public.

Apply for time off

If your Planday admin has enabled this option, you can request leave directly from the app.

Under Leave, you can request leave and see an overview of your Absence accounts and their balances, as well as your pending and actioned requests.

Note: If you have questions about leave requests or holidays, check with your manager to ensure that you have an active absence account.

Read more about how to apply for leave or absence.

For Admins, see this troubleshooting guide.

View your documents and sign your contract

In the Documents section, you can access general documents uploaded by your employer, such as the employee handbook. This area also contains your payslips, employment contracts, and any signed or unsigned documents requiring your attention.

Getting started with the Planday app for employees