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How to create, edit, and invite employees
How to create, edit, and invite employees
Learn how to create new employees, edit existing employee details and invite your newly added team members to Planday.
Saad Saeed avatar
Written by Saad Saeed
Updated over a week ago

You can manage your employees from multiple places in Planday. You can create and edit employees from the People and the Schedule page. As an admin, you can also import employees from your phone's contact list if you use the Planday app.

Create employees from the People section on the web

Go to People > Employees you will find the Create employee button in the top right corner.

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You can add the relevant employee details for your new team member in the Create employee form. Fields marked with a * are mandatory to fill out. The username is necessary and must be a valid email address because this is where the login information will be sent. Learn more about updating usernames and the employee confirmation process.

💡 Save time by pressing the dual column icon in the top right (next to the Save button) and switch to a more compact layout.

Create employees from the People section on the Planday app

Go to the People tab at the bottom of the screen and then click the + sign in the right corner. You can tap the Create employee button or add an employee from your contact list by pressing Import employee.

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Bulk create employees

To create more than one employee at a time, you can go to People > Employees > Tools > Employee import via template.

You can insert rows to add multiple employees directly to the interface from one page. Alternatively, you can download a 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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Edit employee details from the People section on the web

There are two ways to edit the details of an employee in the People section; 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 access. Press anywhere on the employee list to open the quick edit menu.

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2. Full edit

The full edit allows you to access and edit all data related to an employee's employment, such as personal and work details, documents, shift and leave overview and much more. You can access full edit by hovering over an employee's name and clicking the icon to the right or by opening quick edit and clicking Edit.

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Edit employee details from the schedule

To edit details of an employee from the Schedule, you need to ensure 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 ✎ icon to open the Quick edit menu.

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Invite multiple employees to Planday

If you want to invite multiple employees in bulk, navigate to People > Employees > Tools > Send Invitations and select the Departments you wish to invite. The employees will receive their invites once you press Send as email, and you will see an overview of which employees the invitation has been sent to.

Because invitations are sent to the employees by e-mail, they must be registered with a valid e-mail address as their username.

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Invite employees individually to Planday

If you wish to send an invite to an individual employee, navigate to People and hover over the employee's name. You can click the middle icon in the list view to invite the employee.

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Alternatively, you can open the Quick edit menu and click the invite employee icon.

Send notifications when new employees are created

In Settings > Portal settings > Notifications you will find the New employee created option. Add Employees to this list if you would like them to receive notifications when a new employee has been created in Planday. This may be useful for your management team to keep them up to date with the latest additions to your staff. You can choose to send a Planday message, an SMS, or both.

Please note that our carrier’s standard rates may apply.

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Need more help?

Please search for answers in the 🔍 Help Center or watch our ▶️ video tutorials.

Contact our support team via the blue icon at the bottom if you have more questions.

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