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Planday can help you keep an overview through its reporting functionality on the following topics:

1. Overview of hours in the schedule

While working on the schedule, you have a few views and reports near at hand:

  • Below each day in the schedule you´ll find a summary of hours and labour costs for the current day, based on the individual wages and salaries entered in Planday.

  • To the far left of this, you´ll find a summary of hours and labour costs for the current period you´re viewing.

  • You can use the filter to only include certain groups, positions, shift types, employees etc. When a filter is applied, the total hours and labour costs will reflect your selection.

You can Export this schedule information as a PDF report or as a .csv report under Tools > Print schedule / Tools > Export schedule CSV

2. Employee data reports

Whether you need an overview of the changes in your staff for an annual report or for regular bookkeeping, Planday's got you covered.

Under People > Employees > Tools, you will find the options to:

2A. Use pre-made reports or export them for your Integration

Create report, which allows you to choose and fine-tune what the report should contain. Pre-made reports give you the opportunity to export employee data or employee changes to get an overview of newly added or deactivated users and so on. If you are using an integration such as Visma Løn, or Proløn, you can also create a report in a file format that is compatible with those integrations.

2B. Create a custom report

If you need a mix of information, you can choose to create and format your own report from the upper right corner, through Create report. This will not affect the data stored in Planday, but only gives you full control over which data to gather in one report.

2C. Uploaded Documents Overview

Under People > Tools > Document Overview, which provides a straightforward overview of which documents are uploaded on your employees' user profiles, for the selected employees. Depending on the Document type you choose to include, the report will also contain the date when the documents are set to expire, where applicable.

3. Leave and Overtime reports

To keep on top of your business efficiency and staff needs, you need a clear overview of availability even when your employees are on holiday or claim leave from work.

From Schedule > Leave requests (or Absence requests) > Export you can extract a leave report or a TOIL/Overtime report.

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3A. Leave report / Absence report

Leave report contains the absence records available from your Planday portal, in an Excel file, within the selected date range. Before exporting, you can choose what leave data to include, filtering by the leave request status, leave account or filter by Department.


3B. Time off in lieu report / Overtime report

Overtime report is similar to leave report. The Excel file contains all the overtime data (banked hours/flex/TOIL) recorded on your portal, for the selected date range, departments and employees.

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4. Contracted hours report

If you are using Planday’s Contracted hours functionality, you can get an overview of your employees' actual worked hours versus their contracted hours.

You can view and export this data from Schedule > Contracted hours > Export data


Learn more about this feature by reading our article on Setting up Contracted hours for Schedule.

5. Schedule overview and statistics report

5A. View shift overview per employee

Directly from the schedule page, you can get a quick overview of an employee's worked hours and scheduled shifts or an overview of Punch Clock entries for a certain date range.

In the Employees view, in Schedule, you can create a shift overview for every employee on the list. Hover on the employee's row and click on the middle quick menu option, as shown below.

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This will open a new window, where you can see all the shifts assigned to an Employee, by Department, for a set date range in sortable columns. You can also change the Date range or switch between Employees directly in this window.

5B. See a daily or weekly Punch Clock entries report

From Schedule > Punch Clock you can see and export an overview of recorded entries per day or week.

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Press the printer icon, on the left side 🖨, to export the current report as a PDF or Excel file. You can adjust the export properties according to your need by setting a date range, filtering by Departments, sort order for export, and selecting between approved, unapproved or all Punch Clock entries.

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5C. View Schedule statistics based on Shift types

The Reports menu hosts various Schedule-related reports and stats that can help you make better decisions for your business.

To view a report based on Shift types, go to Reports > Shift type statistics.
Here you can select from your required parameters on the type of shifts, date range, shift status, etc and press Show Statistics to view a report.

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Learn more about this feature by reading our article on View Schedule statistics or download Schedule statistic reports for Payroll.

5D. Download Hours per employee or Shifts per employee report

See how many hours your employees work in a specific period or compare only if they have exceeded a certain limit by using the Schedule statistic report under the Reports menu. Here you will find two types of reports.

  • Hours per employee

  • Shifts per employee

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Learn more about this feature by reading our article on Downloading Schedule statistic reports.

6. Payroll export report

Under Payroll > Payroll Export you'll find everything you need to pull payroll reports for worked hours, wages, monthly salaries, and supplements. Select All employees or filter your selection to include a custom selection by applying a combination of filters.

You can export the Payroll report as a PDF, CSV or Excel file. In addition to these file formats, you can also export a file that can be used by a Payroll integration platform be used for any of a report for any of your integrated payroll modules such as Sage, or Danløn if you have these modules added to your portal.

💡 You can make sure you have everything ready by reading the article Payroll checklist - what to prepare before creating a payroll report.

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As an example, a PDF export would be similar to the picture below:


7. Customising your reports

  • All reports under the Reports tab + the PDF report under Payroll export are pre-defined and cannot be changed.

  • Payroll export > formats Excel / .csv - you can change the format from Settings > Payroll > Prints (see below). Through Create you can add an information field to the report, choose for example “First name” from the dropdown of available fields and sort the output by using Sort order (add a low number to show the field early in the report, add a higher number to show it later.)

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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