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How to create and edit employees
How to create and edit employees

Learn how to create new employees and edit existing employee details in Planday.

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

🎯 For admins and HR managers.

Do you integrate with Xero? See Import your existing employees from Xero.

You can manage your employees from different areas of Planday, but the primary place for this is the People page. As an admin, you can also create new employees using the Planday app or import them from a third-party HR integration service.


Create employees from the People page on Planday web

You can add detailed staff information to Planday, enabling you to schedule employees effectively.

  • Go to People > Employees page.

  • Press the Create employees dropdown and select the Create one employee button.

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In the Create employee form, you can add essential personal information and details about the job role for your new team member.

  • The username must be a valid email address since Planday will send log-in details to this address. Read more information about updating usernames and the employee confirmation process.

  • If you get an error upon saving, fill out all the fields marked with an asterisk * as they are mandatory.

Use of special characters in the username

The following characters are not supported in the username:

  • Umlauts ä, ö and ü, and the ß in upper and lower case.

  • Scandinavian letters æ, ø, å in upper and lower case.

These characters are supported in the username:

  • a-z in upper and lower case, 0-9 and .! #$%&'*+/=? ^_`{|}~-

Save time by using the dual-column view

To save time when creating multiple new employees, click on the dual column icon in the top right corner next to the Save button. This will switch the layout to a more compact view, allowing you to input information more efficiently and spot any missing mandatory fields.

Press Save to move to the final step. You can send your newly created employee a welcome message or login information to their email address. Read more information on How to customise the welcome message.

Press Done to complete the process.


Create multiple employees

Quickly add staff to Planday using the Create multiple employees feature. This feature allows you to enter basic employee information and fill in additional details later.

Go to People > Employees > Create employees > Create multiple employees to simultaneously add data for many employees.

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Import employees via template

Please note:

This feature is under development. If you need help, you will receive this in your onboarding, or you can send a message to the support team.

If you have many employees to import into Planday, creating several staff members in bulk is a suitable alternative to creating employees individually. To do this, go to People > Employees > Tools > Employee import via template.

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The more extensively you have already set up Planday with Departments, Employee groups, Employee types & contract conditions, the more effective the bulk import will be.

You can press Insert rows to add multiple employees directly to Planday via this interface.

Alternatively, you can press Download template and fill in the provided Excel document with details of your employees. Once complete, you can upload this via the Import option. Select the template data format to view the format needed for Planday to read your employee data.

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Enter your employee data in the following format in your Excel file.

  • The fields email address, name, gender and department are mandatory fields.

  • Leave the structure of the template unchanged - do not delete or add any rows.

  • If you want an employee to be assigned to a department, put an X in the corresponding field.

  • If you want an employee to be assigned to an Employee group, enter a number for the hourly wage (e.g. "12" for 12.00 €) or a 0 in the corresponding field.

  • Bank account can be written as the registration number and the account number separated by a space or /

    • For example 1234 567890 or 1234 / 567890

  • Dropdown: In the columns containing lists, the value you enter must match an element value found in the list.

    • For example, in the gender column, you can enter Male or Female.

  • Check box: If a tick box needs to be ticked, enter either ‘Yes’ or ‘X’.

  • Phone/Mobile: If you want the number to match a specific country, the value you enter must start with +[country code], e.g. +44 for the UK. It is only possible to use the country codes already in the list.

Once you have entered all the data, save the file and import it via Import button and follow the steps.


Create employees from the Planday app

Log in to the Planday app as an admin, go to More > People and then click the add employee icon from the right corner. Fill out the employee details and press Create employee button to finish.

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Edit employee details from the People page on the web

There are two ways to edit the details of an employee from the People page: quick edit and full edit.

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1. Quick edit

The quick edit method allows you to glance over an employee's details, view or add them to Departments, view or add them to Employee groups, and give them additional security permissions. Press anywhere on the employee list to open the quick edit menu.

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2. Full edit

You can access the full edit mode in two ways: by hovering over an employee's name and clicking the pencil icon to the right or by opening quick edit and clicking Edit.

In full edit mode, you can access and modify all employment data, including personal and work details, documents, shift and leave overview, and more.

Additionally, you can perform further actions to manage an employee by selecting options from the User Actions dropdown menu.

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Edit employee details from the schedule

To edit details on an employee from the schedule, you need to make sure you are in the Employee view, as this cannot be done from either the Groups or Positions view. Hover over the employee's name and click the pencil icon to open the Quick edit menu.

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Send notifications when new employees are created

In Settings > Your organisation > Notifications, you will find the New employee created option. Add employees, such as Schedule managers, to this list if you'd like them to receive notifications when a new employee is added to Planday. This feature can be useful for your management team to stay informed about the latest additions to your staff. You can choose to send a Planday message, an SMS, or both.

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Please note:

Please note that our carrier’s standard text rates may apply if you select notifications by SMS.



See related articles:

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empl, emplo, Mitarbeiter, medarbejder, user name, how to make account, user account, email, e-mail, bulk import employees

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