🔓 Access level in Planday: Administrator, HR manager

⏱️ Reading time: 3 min.

ℹ️ Important read:Getting started — Set up your business.

✅ Required steps:How to create and edit employees.

Information is valuable and sometimes private. Therefore, it's important to fine-tune which employee details are visible throughout your organisation

Before December 2019, if the Contact info public was enabled on Planday, employees could see their colleagues' first names, last names, email, and phone numbers. With regards to GDPR and privacy rules, now it is possible that:

The information displayed can be customised and supplemented by specifying which standard and custom fields should be visible to employees.
If you have an Admin or HR Manager access level, you can configure these details under Settings > People > Employees.

Visibility of an employee to other employees

You can enable or disable an employee's visibility from their Personal details page by navigating to People > selecting the employee you wish to edit > Edit. Here, you can toggle the Contact info public setting on or off.

When Contact info public is disabled, that employee will not appear in the People list for their colleagues (this applies to both the web platform and the Planday app). However, as a manager, you can still access your employees' contact details regardless of this setting.

When Contact info public is enabled, at least the First Name and Last Name will be visible to everyone. You have full control over the visibility of all other fields, including emails, phone numbers, birthdays, nicknames, and custom fields.

Control which information should be visible to employees

If Contact info public is enabled and you want to display additional fields to employees, you can control this by navigating to Settings > People > Employees. Here, you can select or deselect which fields, other than the first name and last name, should be visible to all employees, including any custom fields.

Please note: In the Planday app, employees can see the phone number and email address of their colleagues, regardless of the selected fields, provided that the Contact info public setting is activated for the specific employee.

If Contact info public is disabled, team members won't see the selected person in the People list. However, when this option is enabled, at least the first and last names are displayed to everyone. You have full control over the visibility of other fields, including email addresses, phone numbers, birthdays, nicknames, and custom fields.

Add custom fields to your employees’ information

Note: Only for Plus, Pro and Enterprise customers.

If you need to display specific information for each employee, you can add custom fields by navigating to Settings > People > Employee form setup.

See How to modify the employee form article to learn more.

See related articles:

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