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How to create and use scheduled jobs
How to create and use scheduled jobs

This article will show you how to automate various tasks, processes and notifications in Planday with scheduled jobs.

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

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How to create scheduled jobs in Planday

To create a Scheduled job, navigate to Settings > Your organisation > Scheduled jobs > Create instance so that an editing window opens.

Here, you can choose from various types of scheduled jobs. For each type, pick a start date and decide if the job should be active (currently running) or not. Additionally, you'll find a brief description and other relevant settings based on the job type.

Please note that, at this time, it is not possible to create your own Scheduled job types other than the ones provided by Planday.

Notification by the length of employment

This function allows you to have an SMS sent with the names of employees when they have been employed for a certain period.

Set a start date, and define the SMS content and recipients. (Note that SMS charges may apply.)

Notification by the length of leave (or absence)

This scheduled job allows you to send an automatic SMS with the names of Employees based on their consecutive length of absence.

You can use the Department drop-down menu to create different instances for each department. Define your working days to exclude days which should not be counted as an absence, and select the Shift types that the system should register as absences. (Note that SMS charges may apply.)

Point of Sale (POS) Integration

This scheduled job allows you to automatically retrieve figures from your POS system.

First contact your POS service to activate the integration from this page. Ask the POS service for login information such as CompanyID, User, Password, Database, and IP, which you will need to enter when activating the integration in Planday.

Define the scheduled job's time, day, and start date. Once this step is complete, select the desired POS service from the dropdown menu and input the information needed to set up the synchronisation. The required information varies depending on each POS service.

Punch Clock automatic punch-out

To schedule this task, Punch Clock must be active on your Planday account.

With this automatic punch-out task, you can limit how long employees can remain clocked in, and the latest time they can clock out, for example, because your workday closes at midnight.

  • Select a Start date,

  • The Time and the Days of the week on which this automatic punch out should be performed.

  • Then, you can set a minimum and maximum length for shifts

  • Finally, you can set the time that can be clocked out last.

Note: You need to set the Time of the automatic punch-out to be different from the time for the latest punch-out.

Timesheets — FTP uploading of CSV file

This scheduled job allows you to automate your timesheet exports from Planday to your server via FTP/SFTP.

First, select a start date, time, and the weekdays it should apply to. Next, define if this scheduled job should be department-specific, give it a timeframe, and select what information to include. Once this is done, you can input your FTP information and save it.

The IP address that Planday uses for the upload is

If you rely on IP whitelisting to get FTP jobs to run successfully, you would need to have the above IP whitelisted.​

Schedule Plan SMS — Multiple Days

This scheduled job allows you to send an SMS to all employees who work in the coming days that you selected with their timesheets.

First, select a start date, time, and the weekdays it should apply to. Next, set the content and number of days the notification should include and the number of days in advance that employees will receive the message. You can also define the Employee groups and limit them by Departments. (Note that SMS charges may apply.)

Schedule SMS — Same day

This scheduled job allows you to send out an automatic SMS notification to employees on their working days.

First, select a start date, time, and the weekdays it should apply to. Next, set a Department if required, select the Employee groups that should receive the SMS, and write the content. (Note that SMS charges may apply.)

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