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.
The Planday app
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.
The Overview screen is both your landing page upon login and also your dashboard in the app. Outlined below are the sections shown in your overview.
This is where you’ll see requests from coworkers to swap shifts, as well as requests that need your attention.
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.
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 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.
The Newsfeed 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.
The Events section is used for company outings, health and safety courses, and other training programs. 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.
Navigate to Messages to find all your communication with coworkers and managers. You can send messages to one or more recipients. When adding recipients you can also filter by Employee group 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.
Go to Schedule to see the full schedule 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.
Select the Schedule settings icon at the top right 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 focussed, whereas the Week view gives you a broader overview of the next 7 days.
This is the overview of your coworkers’ departments and 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.
The Account screen is the control center of your Planday app. From here you can manage your Requests, Shifts, Availability, Language, and much more. We'll run through some of the features that are unique to this section below.
Your hours provides 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, but it can be changed to week view. You can also choose the start date to align with your payroll period if it doesn't match the calendar month or standard Monday to Sunday.
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.
Please note: If you suffer from red-green colorblindness you may find it difficult to distinguish between the availability types due to the default color scheme. You can change the color scheme by going to Account > Settings & Privacy > Settings > Accessibility and toggle on Colourblind mode for Availability.
In this 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.
If your employer has set up vacation requests you can make these requests directly from the app. Tap account, then vacation 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.
Settings & Privacy
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.
Home > Dashboard
From the Dashboard, you can see your schedule for the current month. Days marked with a grey circle are dates on which you have a shift, while a red circle indicates open shifts you can request. Hover over a shift for more information such as shift time and department. From the dashboard you can also see the Newsfeed and Events.
Home > Your schedule
Hover over Home on the menu bar to see more options. Your schedule is where you will find a detailed view of your work calendar. The columns shown here are decided can be customized by your employer, so you may see a slightly different layout to the image below. Click a shift, swap it, or make it available for your coworkers to claim.
Home > Your availability
In this section, you can set your availability to work. Click Edit all, edit your status, and include a comment if relevant.
Home > Your vacation
If your employer has set up vacation requests in Planday you can make your requests from this section. Depending on how it is set up for you, you may see different types of vacation account available. For example, if you are working in the UK you will likely use the Accrued vacation account type as opposed to the regular vacation account. After you request 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 their usage differs from company to company.
Home > Payslips
If your employer has made payslips available in Planday, you’ll find them under Home > Payslips.
Go to Schedule to see the complete schedule for each department you have access to. By default, you’ll see a weekly schedule, change to Day, 2 Week, or Month view via the toggle at the top of the screen. 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.
People > Employee overview
In the Employee overview, you’ll see the information about your coworkers that your employer has made available. If it has not been hidden you will find your coworkers' email addresses and phone numbers here. If you have concerns about the privacy of your personal information in Planday we recommend discussing this with your employer.
People > Documents
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.
In the Help dropdown menu, you will typically find three options, Help Centre, Product feedback, and Status. If you require help with Planday we recommend heading over to the help center and searching for an answer to the issue you may be experiencing. If you don't find what you're looking for you will have the option to submit a support request to the Planday support team. Use the Product feedback option to submit your ideas, feature requests, and product feedback directly to our product team. We read and consider all of the feedback that we receive, so please don't be shy! Finally, the Status page publishes live information on any performance-related issues that Planday is experiencing.
Select the message icon to find all of your communication with coworkers and managers. The Inbox button at the bottom of the messages pop up will bring you directly to the complete inbox view.
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.