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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
Define the SMS content and recipients. (Note that SMS charges may apply.)
Indicate how many months the employee must be employed before sending the notification.
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.
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.
Note: Ensure that you’ve created revenue units in Planday for each department for which you want to import revenue.
See a list of POS integrations with Planday here.
Punch Clock automatic punch-out
To schedule this task, Punch Clock must be active on your Planday account.
The automatic punch-out feature allows you to schedule a job that will automatically punch out employees who forget to do so, based on specified days, times, and shift length parameters.
Start date: Select a start date.
Time: Specifies when the system should run the job. The system always checks for punch-outs from the previous day. For example, if you want the job to punch out shifts from October 28, set the time to just after midnight and choose the start date October 29. Setting the time earlier, such as 11:00 PM on October 28, will instead punch out shifts from October 27.
Repeat week: Tick this box if you want the automatic punch outs to be ongoing.
Days of the week: Select the days of the week on which this automatic punch out should be performed.
Set the Minimum length of shift (minutes) and Maximum length (minutes) for the job to be performed.
Latest Punch-out: Corresponds to the time that will be registered as the punch out time if employees forget to punch out.
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 40.68.252.253 .
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 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.
The placeholders in the SMS message box correspond to the following data points:
{5} is the weekday.
{0} is the weekday and date.
{1} is the start time.
{2} is the end time of the shift.
{3} is the employee group.
(Note that SMS charges apply.)
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