As an employee, Planday makes managing your work life a lot easier. You can see when you're working next, easily clock in and out for shifts, communicate with coworkers, and more. This guide will walk you through the most important features of both the Planday app and Planday in your browser.


Using Planday App on a mobile device

Planday is available for both iOS and Android. When you’ve downloaded the app, log into your Planday account with your Planday company URL, your username, and your password. Your username should match the email address associated with your user account. This information is provided by your employer. If you are experiencing issues logging in you can review this article for troubleshooting steps.

💡Please note: The instructions in this guide use the iOS app as an example, you may notice minor differences between the iOS and Android apps, but the functionality is the same.
 

Overview

The Overview screen is both your landing page upon login and also your dashboard in the app. Outlined below are some of the sections shown in your overview.

Requests

This is where you’ll see requests from co-workers to swap shifts, as well as requests that need your attention.

Punch Clock

If Punch Clock in the mobile app has been activated by your employer, you’ll see your shifts for the current day. You can clock both in and out from here.

You also have the option of adding a comment when you clock in or out. If you’re early, late, or need to communicate with your manager about your working time, this is the place to do it.

If you’re not on the schedule but are working anyway, simply clock in by selecting Add extra shift. Next, choose your department and employee group for your extra shift.

Your shifts

From Your shifts you can browse your upcoming shifts with a monthly overview. If you select a Shift, you’ll see the options to Swap, Handover, or Sell it. A swap request allows you to exchange shifts with a colleague, a handover request allows you to give the shift directly to a colleague without replacing it and by putting the shift up for sale you give your colleagues the chance to request it themselves. In all scenarios, the shift will remain yours until a manager approves your request.

Open shifts 

Open shifts are shifts you can cover and request. Once you request a shift, it’s up to your manager to decide whether or not it will be assigned to you. If more than one person requests the shift they will choose from among them. When you’re given a shift, your manager might notify you via direct message. Otherwise, your schedule will be updated in real-time as any changes are made.

News

The News section is used by managers to keep you up to date on information that would otherwise be on a bulletin board. Check this space regularly to make sure you are updated on the latest news from your managers or notices put up by your company.

Events

The Events section is used for company outings, health and safety courses, and other training programs that require action from you. Events will often have a guest list, so make sure you register for the events you plan to attend. When you select an event you can set yourself to attending, or you can decline the invite if you are unable to attend.

Inbox

Navigate to the Inbox (Messages on Android) to find all your communication with coworkers and managers. You can send direct messages to one or more recipients, communicate with your team or respond to . When adding recipients you can also filter by Employee groups or Department by tapping the filter icon.

If your manager makes changes to the schedule and informs you via a message, you’ll receive the message in your Planday Inbox. Enable push notifications for the Planday app to immediately receive updates from your manager.

Schedule

Go to Schedule to see the full rota for each department you have access to. At the top, you’ll see which department and month you’re currently looking at. Tap the department's name to switch to another department if applicable.

Press the Schedule settings icon to view more options, such as the way your schedule is sorted, or how many days should appear at one time. The 3-day view is more focused, whereas the Week view gives you a broader overview of the next 7 days. Sort schedules by Positions to get a better overview of which colleagues will be working with you on a given day.

People

This is the overview of your coworkers and their contact information. At the top of the screen, you can choose to sort by individual employee, employee group, or department. The information shown here is set by your manager, in some cases, the details of your coworkers may be hidden for privacy or compliance reasons.

Profile

Your profile screen is where we have gathered all the account-related activities and settings. On this screen, you can find the following functionalities:

  • Switch between your Planday accounts if you use Planday on multiple portals

  • Update your profile information and add a profile picture

  • Set your preferred language for your account.

  • Adjust notification preferences

  • Sync Planday to your external calendar

You can access this page from the app's overview screen by tapping on your profile picture.

More App Settings

Under the More screen, you will find a lot of useful functions and controls for your Planday app. From here you can manage your Requests, see Your shifts, set your work Availability, see Your hours and much more. We'll run through some of the features that are unique to this section below

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Your hours

Your hours provide an overview and a sum of approved and scheduled hours and shifts in a given period. By default, you will see this information by month. The start date is aligned with your portal’s payroll period set by your company’s admin.

Availability

Using the Availability feature you can indicate when you prefer to work and when you prefer to be off. Many managers will ask you to indicate your availability before they create a schedule. Keep in mind that preferences are taken into account at a manager's discretion. Select the dates and choose Available or Unavailable. You can also add a comment for your manager to provide further information regarding your availability, for example, if you set yourself as unavailable you may want to add further context as to why you can't work.

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Documents, Notes & Contracts

In the Documents section, you can find your payslips, contracts, employee handbooks, or any other documents that your employer uploads to this space. Sensitive documents may be password protected to ensure that your private information is secure.

Time off

If your employer has set up absence requests you can make these requests directly from the app. Tap More and then Time off for an overview of your vacation accounts and requests. Tap Request in the top right to create a new request, select your dates, tap Next, and Submit. Your manager(s) will receive your request and can approve or reject the request at their discretion.

💡Please note: this may need to be enabled for you by your manager. Also, this functionality might differ for you, as it depends on how Planday is set up for your workplace.


Using Planday on a web browser

To log in to Planday from a browser, go to your Planday Portal (Company) URL, and enter your username and password. You can find detailed instructions on logging into Planday here.

At the top you'll see three menu sections, Home (Your Planday Dashboard), Schedule, and People. On the right of these, you’ll see the help drop-down menu, your messaging inbox, and your profile drop-down menu. We'll walk through the core areas below.
 

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Dashboard

From the Dashboard, you can quickly see if you have any pending actions that may require your attention. These may be shifts that you would like to give to other colleagues or swap requests from other colleagues that need your consent before a manager can take action.

You can also see any news that your team or company has posted including future events. For events that require your participation, you can indicate your attendance or mark them as not attending.

See your schedule

Click on Home > Your schedule to see a detailed view of your work calendar. Depending on the way your portal is set up by your employer, you can see a breakdown of the shifts you have worked, break deductions that you may have had and your expected payout. You can also see the status of shifts that you set for swap or have put on sale from this page.

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Set your availability

In this section, you can set your availability to work. Click you can set availability on specific days or set multiple days from here. Please note that this is not the same as requesting a leave. Your manager can still schedule you on a day that you may have marked yourself unavailable. This tool only alerts them of your availability when they are scheduling.

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Get an overview of your leave and holidays

If your employer has enabled the Leave requests feature in Planday, you can make your holiday or absence requests from the platform by going to Home > Your leave overview. Depending on your region, you may see different types of vacation accounts available to request leave from. For example, if you are working in the UK you will likely use the Accrued vacation account as opposed to the regular vacation account. After you request a vacation, your manager can approve or decline your request.

If you are unsure regarding your vacation and overtime accounts we recommend discussing it further with your manager/employer, as the usage differs from company to company.

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Look up your Payslips

If your employer has made payslips available in Planday, you’ll find them under Home > Payslips. Here you can see current Payslips and any past ones with the option to download them for your reference.

See your team’s schedule

Go to the Schedule page to see a complete schedule for each department that you have access to. By default, you’ll see a weekly schedule, which you can change to Day, 2 Week, or Monthly view.

From here, you can see who you’re working with or find coworkers who might be interested in swapping shifts with you. If your employer has enabled the Contract rules feature, you will see a visual indicator on your picture in the schedule. Hover over this to see how many hours you are scheduled for in relation to your contract.

Get an overview of your team

In the Employee overview, you’ll see the information about your coworkers that your employer has made available. You can send a direct message within Planday to an employee from this page.

Depending on your company’s privacy settings, you will find your coworkers' email addresses and phone numbers or birthdays listed here. If you have concerns about the privacy of your personal information in Planday we recommend discussing this with your employer.

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Find shared documentation

If your employer uploads documents to Planday, you’ll find them by going to People > Documents. For example, you may find employee handbooks in this section or any training materials they may have uploaded.

Look for help

💡We recommend going to your company’s Planday admin or your direct manager first if you have any questions regarding Planday.

In the Help dropdown menu, you will typically find three options, Help Center, Planday Tutorials and Status.

If you need help with Planday we recommend heading over to the help center and searching for an answer to the issue you may be experiencing. You can also follow our video tutorials from here that explain how to utilize various Planday features. Finally, the Status page publishes live information on any performance-related issues that Planday might be experiencing.

Communicate with your team

Press the message icon to find all of your communication with coworkers and managers within Planday. Go to the Inbox to see all your past and current messages.

Edit your account details

Click on your name to show the account drop-down menu. Here you can edit your user account, make a referral, and log out of Planday. In the Edit section, you can update your username and password, change your language, and update all of your personal information. Remember to select Save at the bottom of the page to keep your changes.


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