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How to assign Access levels to your employees
How to assign Access levels to your employees
Give employees additional permissions such as Administrator, Schedule manager or HR manager and delegate responsibilities per department.
Saad Saeed avatar
Written by Saad Saeed
Updated over a week ago

🎯 For administrators.

What are Access levels

Employees can be assigned extra Access levels in Planday, each granting different privileges. This feature may be helpful when you add managerial staff such as Schedule managers, HR managers, and additional administrators to your Planday setup or promote a staff member with more responsibilities.

It is possible to limit Access levels per Department. This means that an employee with Schedule Manager access can be limited to managing or modifying only the Schedule belonging to their Department.

Access levels in Planday

There are four different Access levels that you can assign to an employee:

  1. Administrator

    Administrator or Admin has the highest level of access and full administrative access to Planday. An Admin can view and edit payroll information, make changes to all schedules, and edit employee details.
    Additionally, the Admin role can add and remove administrative permissions from other employees or disable their accounts. For this reason, it is recommended that Admin permission is granted with caution.

  2. HR Manager

    HR managers can create new employees and edit all employee information except salary. HR managers in Planday can also manage employee contracts, administer holiday requests, and make schedule reports, among other specialities.

  3. Schedule Manager

    A Schedule Manager in Planday can create and edit schedules. Schedule managers cannot view or edit payroll but can see payroll costs per day in the Schedule. This role can be limited per Department, preventing managers from editing shifts across other Departments.

  4. Account Admin

    💡 Please note that as of May 2021, access level Account Admin has been introduced.

    The Account Admin security group is the default group for those responsible for signing up and setting up Planday for their organization. Pending future updates, this new Access level allows decision-makers to manage their organization in Planday more efficiently.

    This addition will not affect your existing Planday configuration for security groups and Access levels. Instead, the Account Admin access level is meant for information purposes and does not grant access to any of the Planday features.

    Please continue to use the three permission levels outlined above to manage access and data security within your organization.

Comparison of different Access levels in Planday

The following table outlines all Access levels per role:

How to give additional access to an employee

To add or remove additional access for an employee, you can follow these steps:

  1. Go to People > Employees to view all employees.

  2. Use the search function or scroll to find the employee whose permissions you wish to update.

    1. Click on their name to open their details, or press the Edit button and switch to the Advanced settings tab> Access levels.

  3. Under the Access levels section, press Add to assign additional permissions to the employee.

Planday EN Screenshots for HC.001.png

✨ Alternatively, you can also assign access levels from the full edit view in the new Advanced settings tab, as shown below:

Planday EN Screenshots for HC.001.png

Note that the option to Include future departments becomes available when you select all Departments. This means this employee will be given the chosen Access level on any new departments you create. For example, you can set this so your HR manager can always access any future Departments you create.

Limit Access level by Department

You can limit the Access level of admins or managers to only the Departments they manage. For example, you can have two Schedule managers who each have access only to the Department they manage and limit them from supervising other Departments.

To adjust these settings, follow the steps below:

  1. Go to People and then Employees to view all employees.

  2. Click on the name of the employee whose access should be limited the same way you would add a new permission.

  3. Under the Access level field, edit the Access level you wish to limit.

  4. Under the Departments section, you can choose All departments or the ones you want them to manage. This can also be done when assigning new Access levels.

  5. Press Save to apply your changes.

💡Please note: If you have the Primary departments functionality enabled in your Planday, you can choose if the Access level for each Department should be for all employees or only those with the Primary department set.

Need more help?

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

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