🎯 For admins and HR managers.

If you are new to Planday, consider reading the article How to organise your business in Planday.
The articles How to create or edit employees and How to deactivate or reactivate an employee provide guides on recruiting your employees and managing their contracts.

See a list of all employees

In Planday, you can handle all your employee data by navigating to People > Employees from the top menu.

You can switch to a grid view of your employees by clicking on the grid symbol next to the Manage columns button.

By default, the list shows your employees' profile picture or initials, first name, last name, and other details. Use the search bar to find a specific employee. Click on an employee's name to access the quick edit menu.

What you see on this page depends on several factors:

Your access level in Planday.
The details you chose to see. Click the Manage columns button in the top right to choose which fields appear on the employee list.
The columns you pick on the left side.
Settings in Employee form set-up including whether contact information is visible.

Tip: Last shift field helps with scheduling and staffing decisions. Sort the list by this field to quickly see who has been away or recently worked.

Different ways to view employees

On the left-hand side, you'll see an overview of Departments, Employee groups, Employee types, and Access levels in your Planday.

1️⃣ Select a Department from the top left. Once chosen, you can edit it by clicking the pen icon next to its name or create a new department by clicking the plus sign. See Create or edit a Department for more details.
If you toggle on the Managed employees only button 2️⃣, you'll only see the employees you manage based on your Access level.
You can apply additional filters from the highlighted menu 3️⃣, such as Employee groups, Employee types, or Access levels. Under the Misc section, you'll find employees not assigned to any group and deactivated employees.

Tip: To get a clearer view of your employee list, click the list icon with the arrow next to the Department's name 4️⃣. This hides the side menu, which is especially helpful when you have a lot of data to view.

Employee management tools

Under the Tools dropdown menu, you'll find these options:

Export data — Run various reports to get employee data. Check out Export employee data for more details.
Document overview — Upload and manage documents based on Document types and Employee groups.
Send invitations — Invite an entire department or individual employees by sending login information.
Employee import via template — Add multiple employees using a template.
Edit wages — Bulk edit wages for multiple employees at once.

Additional employee settings

Go to Settings > People for more ways to manage your staff and configure additional settings.

General

You can create new or change:

Employee types
Termination types
Decide when to remove staff who have left automatically. For details, see How to deactivate or reactivate an employee.

Employee form set-up

Decide which parts or details appear on an employee's profile, arrange the layout and control who can see them. Read more on How to modify the Employee form.

Contract rules

Use Contract rules to check if employees work their agreed-upon hours. To learn more, see How to create and apply Contract rules.

Employees

You can choose which details others can see about an employee on the staff list. Read up on this in the Employee information: visibility and access settings article.

Skills

You can create and manage a list of employees' skills here. See Set up and use Skills to learn how.

Contract set-up

You can upload different contract templates or make one for each group of employees. Learn more about creating and uploading contract templates and How to create and send a contract to an employee.

More ways to manage your team

Employee groups and Departments

From the People menu, you can navigate to Employee groups or Departments. Here, you can make new ones and add multiple employees to them at once. Learn more about:

When you set up an Employee group, you can also decide on a standard pay rate and a Salary code for your payroll. To learn how, check out How to set and update your employees' hourly wages.

Contracts and Documents

You'll see Contracts and Documents in the same menu. Send contracts to employees and see which ones still need to be signed. Share useful Documents with your team.

Employee management in Planday explained