🔓 Access level in Planday: Administrator, HR manager.

⏱️ Reading time: 3 min.

ℹ️ Important read:

Manage employees - FAQs and troubleshooting.
For Xero Admins: Import your existing employees from Xero.

Where to manage employees

You can manage employees in multiple areas of Planday, but the main hub is the People > Employees page. Admins can also create employees via:

The Planday app
Importing from a third-party HR service

Create new employees

Create a single employee

Go to Planday web > People > Employees.
Click the Create employees dropdown and select Create one employee.
Fill out the form with essential personal and job-related details, then click Save.
Repeat these steps if you need to add a handful of employees.
After creating the employee, you can send them a welcome message or login details by clicking Invite employee button

Learn more about How to customise the welcome message.

Tips:

The username must be a valid email.
Unsupported characters: ä, ö, ü, ß, æ, ø, å (all cases)
Supported characters: a–z, 0–9, and .! #$%&'*+/=? ^_{|}~-`
If saving fails, check that all required fields (*) are completed.

Create multiple employees

Go to Planday web > People > Employees > Create employees.
Select Create multiple employees.
Enter basic details for several employees at once; complete the rest later.

Additional ways to create employees

Bulk import employees from CSV/Excel

Go to Planday web > People > Employees > Create employees > Import from file
Here you can download an excel template, fill it up with your team’s details and import it.

Learn more about: How to import employees in bulk to Planday

Create an employee on the Schedule page

Switch to the Schedule page.
Click Create employee at the bottom.
Enter basic info (name, employee group).
Save the draft.
Add more details later under People > Employees.

Tip: Use Create Employee group to set up a new group right from the schedule page if needed.

Create employees using the Planday app

Log in as an admin.
Go to More > People.
Tap the add employee icon (top right).
Enter employee details and press Create.

Editing employee details

From the People page (Web)

1. Quick edit

Click the employee’s name or line to view basic details, assign Departments or Groups, and adjust access levels. You can press Edit employee to view or change all details.

2. Full edit

Hover over the employee’s name and click the edit (pencil) icon, or open quick edit and select Edit employee. In full edit mode, you can update all employment details, including personal information, work details, and documents. You can also view payslips, check the leave overview, see the TOIL balance, set up SSO, and assign additional access levels.

3. User actions

Additional options: Use the User Actions dropdown menu to manage the employee further. From here, you can:

Deactivate the employee
Edit their username
Send password reset instructions
Update their profile picture
Send a welcome message
Invite the employee to Planday
View the employee’s deactivation history

From the Schedule page

Go to Planday web > Schedule
Switch to Employee view.
Hover over the employee’s name > click Profile to edit details.

How to get notifications when new employees are created

Go to Planday web > Settings > Your Organisation > Notifications.
In the New employee created section, click Select employee, then choose Add to include recipients such as an HR manager, Account admin, or business owner. You can only add employees who exist in Planday to receive these notifications.
Choose how recipients should receive the notification: Planday message, SMS, or both.

Note: Standard carrier text rates may apply for SMS notifications.

How to add or update employee information in Planday