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How to set up and use Skills

Use the Skills feature to ensure only employees with specific qualifications can be assigned to certain shifts.

Saad Saeed avatar
Written by Saad Saeed
Updated over a week ago

🔓 Access level in Planday: Administrator, Schedule manager

🌐 Subscription plan: Plus, Pro, Enterprise.

⏱️ Reading time: 3 min.

🟡 This optional feature isn’t available by default. Contact Planday support to enable it for your workspace.


What are Skills?

  • Employee groups define job roles in Planday.

  • Positions and Sections define where and what kind of work is done.

  • Skills let you specify certifications, expertise, or qualifications required for a shift.

For example, you can use Skills to track certifications like first aid, forklift licenses, or other time-limited training to ensure only staff with a certain skillset are eligible for a shift.

🟡 Important: If a shift requires a specific Skill, only employees with that Skill can be assigned to it.


How to set up Skills

1. Go to Settings > People > Skills > Create.

Planday EN Screenshots for HC.001.png

2. Name the Skill. This name will appear on the Schedule.

3. Optional settings:

  • Time-limited: Add expiration dates for certifications.

  • Seniority: Track experience level with the Skill.

  • Employee group: Link the Skill to relevant groups.

  • Category/description: Use for better organisation.

4. Click Save.​


How to assign Skills to employees

Option 1: From the Skills page

  • Click the add icon next to the skill.

  • You'll see which employees already have it and can assign new ones.

Planday EN Screenshots for HC.001.png

Option 2: From the employee profile

  • Go to People > Employees > Edit.

  • Select the employee > Employment > Skills > Add.

Planday EN Screenshots for HC.001.png


How to use Skills on the Schedule

  1. Switch to Positions view on the Schedule.

  2. Go to View settings > Show Skills to display them.

  3. Link Skills to Positions via:

    • Schedule > Positions view > Manage Positions and Sections > Edit Position.​

  • When creating or editing a shift:

    • Add the required Skill.

    • Only employees with the right Employee group and Skill will be able to take the shift.

Planday EN Screenshots for HC.001.png

Note: When applying Skills, be mindful of whether a Skill is attached to the employee, the shift, or the Position — they affect scheduling differently.



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