🎯 For Admins and Schedule managers.
Get to know Planday's structure or the basics of schedule-making.
How to create shifts on the schedule
Navigate to the Schedule. Make sure you have selected the correct Department in the drop-down list at the top left.
Whether in the Employees, Groups, or Positions view (the examples in this article look at the Employee view) - to create a shift, navigate with the mouse pointer to the desired day next to an employee's name in the Schedule and click on the blue plus icon.
A pop-up window will open. Here, you can set up the shift by selecting the time, Shift type, Group or Position and more.
Time: Set a start and end time for the Shift.
Shift type: Leave the selection at Normal to create a regular shift. If you want to apply a specific Shift type, select the one you prefer from the drop-down list.
Employee: Assign the Shift to a specific staff member, or optionally choose Open Shift if you want employees to claim a shift.
Group or Position: Select an Employee group or a position from the drop-down list to assign to this Shift. Only Employee groups the employee belongs to can be selected here.
Optional shift settings
Break: By clicking on the pencil icon ✏️, an editing window opens where you can manually add one or more breaks. The corresponding break interval is displayed here if you have set up automatic breaks. Learn more in the article Setting up and working with breaks.
Payroll Approve: Move the slider to the right to approve the Shift and include it for payroll. Shifts that are in the future cannot usually be approved early. Contact our support team if you want to override this restriction.
Comment: You can add a note to the employee regarding this shift (Max 250 characters including spaces)
Wage: You can enter a per hour wage or a per shift wage that overrides the default wage value taken from the Employee group.
Copy shift: You can make additional copies of the Shift. These will appear in the Schedule on the same day and can be edited or moved afterwards.
Supplement: From the drop-down list, you can select a Payroll supplement to apply to this Shift.
Notify Employee: Alert the employee by sending a Planday message or an SMS when the Shift is created. (Standard SMS rates may apply.)
Finally, confirm by clicking Create so that the completed Shift appears on the Schedule.
Learn more in the Move, copy, delete and approve Shifts article.
Why does an Employee group not appear on the schedule?
Why does an Employee group not appear on the schedule?
An Employee group may not appear on the schedule because an admin or a manager has hidden it. This setting affects all schedule views and users with schedule access.
To show the hidden group, go to the Schedule > switch to Groups view > click Manage groups. You can show or hide an employee group here by clicking the Show group icon.
How to create shifts using the Planday app
⬆️ The example shows the iOS version. As an Android user, you will notice minor differences in the design, but the functionality is the same.
Tap Schedule from the menu bar and make sure that you have selected the correct Department shown at the top of the screen. Tap on the Department name to select a different Department. Then tap on a blue plus to add a Shift for an Employee.
When creating a new Shift in the app, you will find almost all the options available on the web, except for Wage per hour/shift and Payroll supplements. You can save the start and end times of the Shift by pressing Save as Time block to have them available as a template.
Once you have set the Shift time and selected an Employee group/Position, confirm by pressing the tick symbol ✔️ (Android) or Create (iOS) at the top right. The completed Shift will appear on the Schedule.
Learn more in the Move, copy, delete and approve Shifts article.
How to edit shifts
To do this, click on the Shift you want to modify, make changes and confirm via Save.
Depending on which view of the Schedule you are in, you can also perform quick edit actions; Click on Shift Time or Employee group to quickly edit shifts from the Employees and Groups view.
How to edit multiple shifts on the schedule
Select multiple shifts using the boxes and click the pencil icon ✏️ Edit Shifts in the edit bar at the bottom. To edit multiple Shifts simultaneously, select one Shift by clicking on the white box in the bottom right corner and then clicking on the box next to the employee's name to select the rest of the shifts.
You can change the time, Shift type and Comment in the edit window. The changes are applied equally to all selected Shifts.
How to edit shifts on the go using Planday app
Tap on a Shift to make changes in the Edit shift view and confirm via the tick symbol ✔️ (Android) or Save (iOS) at the top right.
Tap and hold on a Shift to see options to Copy, Move or Delete it.
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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