The Schedule is at the heart of Planday and offers all of the features that you need to run your business more efficiently. We'll walk you through this collection of features step by step in this guide, and you'll be a schedule expert in no time!
Below you can see the example restaurant schedule that we'll be working from. If you aren't in the culinary industry don't worry, the features shown can apply to any shift-based business.
Departments, Overview, and Date
Select a Department: If you've created multiple Departments, you can switch between each department's schedule using the department drop down menu.
Change the length of the displayed date range: You can switch between day view, single week view, two week view, or monthly view by selecting one of these options. How you choose to view the schedule will depend on how busy it is, and how deep you want to dive into it. For example you might find it easier to create schedules in the week view, and switch to month view when reviewing your monthly payroll.
Select a date period: Use the arrows or click on dates to jump between periods. Your options will depend on your set schedule view from the previous step.
Schedule organisation: There are three ways to work with the schedule, Employees, Groups, and Positions. The example shown is organised according to positions and sections, but we recommend trying out all three options to see which best suits your needs.
Tailored Views, Templates, and Tools
Toggle visual elements on and off: In the View dropdown menu you can choose what information you want to see when viewing the schedule.
Speed up your scheduling with Templates: From the Templates menu you can create new templates, edit existing ones, save your current schedule as a template, and apply your templates to the schedule. You can also use copy week to quickly copy your current schedule to the following week if using week view.
Access your timesaving toolbox: From the Tools menu you can approve multiple shifts for payroll, print your schedule, export it as a CSV file, and much more. The reporting options also give you the opportunity to dig into the data behind your scheduling.
Positions and Sections
Define your roles with Positions and Sections: Create Positions to specify the role that you need to fill in your schedule. A position will always be filled by an Employee group, but you can also define the Skills needed for it, and give it a section if there are different areas in your department, such as a first and second floor.
Organise and edit your Positions and Sections: Select Manage Positions and Sections to create, edit, and reorganise them in your schedule.
Shifts, Breaks, and Punch Clock entries
We've highlighted six different Shifts from Monday to Saturday in this example to discuss their visual indicators:
(Monday) Approved shifts: When a shift is marked as ready for payroll it turns green in the schedule. This makes it easy to see which shifts have been approved, and which are still awaiting approval by a manager.
(Tuesday) Open shift: If you have a shift that you need to be covered, but don’t know who can cover it, then create it as an open shift for employees to request. Open shifts are easy to recognize by their red color in the Schedule.
(Wednesday) See when an Employee has clocked in: Using the Punch Clock feature, you can see on the Schedule when employees have clocked in and out of their shifts.
(Thursday) Shift for sale: If an employee can't work their shift, they can offer it to their colleagues with the right skillset to cover the shift. A shift that’s been offered for sale will show up on the manager’s schedule as yellow, providing an opportunity to help out.
(Friday) Open shift with shift request: When one or more employees request a shift you’ll immediately see it on the Schedule. Assign the shift and inform the employee to make sure you have all shifts covered.
(Saturday) Use Shift types to provide additional information or to register abnormalities: Use Shift type to register sick leave, training or other abnormalities that need to be separated from regular hours. These are indicated directly on the shift and have a colour code. Admins can edit and create Shift types from Settings > Schedule > Shift types.
Select the Filter icon beside the department selector to open the filters menu. Using filters you can fully customize what you see in the schedule, reducing the clutter for those bigger departments.
Payroll costs and Revenue
At the foot of the schedule, you can input your Revenue for the day and compare it to your outgoing Payroll costs. If you've set a goal percentage for payroll costs against revenue you can see a visual indicator here to keep you up to date.
Daily Overview and Shift count
Select the Shift count at the top of the schedule to see an overview of shifts and availability for the day. This allows you to send messages to specific sets of people, for example, you might want to message only employees that are working today.
Contract rules, Employee management, and Sorting
Now that we've seen the Positions view of the Schedule, let's jump over to our cafe to take a look at the Employee view.
See when you've deviated from an employee's contract: If you've set up Contract rules for your employees you can see a visual indicator around their picture in the schedule. In the example below, Olivia is green to indicate that she is scheduled for the exact amount of hours in her contract, while Aurora has not been scheduled for enough and is yellow, and Frank is red due to being scheduled for too many hours. You can also see an amount for their total hours in this time period, their payroll cost, and their shift count.
Prioritize the order of your employees: Select Sort to reorder your employees in the schedule. You can also toggle between ascending and descending order by clicking the sort icon on the right of each option.
Create a custom order for your employees: Select Manage employees to create a custom order for employees in the schedule. You can then view this by the sort type Custom.