🎯 This article is for beginner admins looking for different ways to set and dispense wages. Get familiar with editing employee details to make full use of this feature.


What is a pay rate

Planday simplifies the payroll process and offers many options to ensure your employees are paid correctly, even in complex circumstances. This article describes how you can set and adjust pay rates in Planday for:

  • Fixed salaried employees.

  • Set a default wage on an Employee group

  • Dispense a pay rate via Payroll supplements.

  • Allocate a pay rate by using Shift types.


Set an employee's pay by assigning a fixed salary

You can set an employee's fixed salary by navigating to People > Employees > click the name of the employee and press Edit > go to the Employment tab > scroll down to the Salary section and press Edit salary.

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From there, you can set the following:

  • Salary amount - Set the employee’s fixed salary amount.

  • Salary period - Choose between Monthly (default), Fortnightly, Weekly or Annual.

  • Salary code (Optional) - Set a Salary code if you use a payroll integration that requires this information.

  • Working hours - Set the expected number of working hours per salary period. This is used to calculate the daily cost in the Schedule.

  • Valid from - Set a date when this salary or change should come into effect. This is useful for setting a salary date from the next payroll.

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By setting a Salary cost allocation, it is possible to control how the salary expenses for fixed-salaried employees appear when scheduling.

Read more about How to set allocation costs of fixed-salaried employees.

⚠️ Please note that the fixed salary employees must have a pay rate of 0 (zero) under Employee groups: Wage, so they are not registered with double pay. ⚠️


Set a default wage on an Employee group

You can set an hourly wage or wage per shift for employees based on the Employee group they belong.

To do so, go to People > Employee groups.

Create a new Employee group via the blue button in the top right corner, or edit an existing group by hovering over the Employee group and clicking the Edit (✏️) icon.

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From the Edit employee group window, set an hourly wage or a wage per shift that will apply to all employees belonging to this group. You also have the option to set a Salary code for the Employee group from here.

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Allocate pay rate by using Payroll supplements

You can create Payroll supplements with specified rules that automatically add to an employee’s hourly rate or monthly salary when they meet certain conditions.

To set up payroll supplements first, go to Settings > Payroll > Payroll supplement > Create

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You can create the following types of Payroll supplements:

  • Normal supplement - Adjust the wage at a specific time of the day or after a specified amount of hours into an employee's shift. This can be set as a percentage of their wage or as a fixed monetary value.

  • Week-based supplement - Week-based supplements can be applied after the set number of hours worked per week.

  • Day-based supplement - Day-based supplements are calculated based on the total hours worked on a particular day.

  • Contract rules supplement - A Contract rules supplement can be applied to all employees with a specific contract rule to pay them automatically for any overtime.

Read more about setting up Payroll supplements and some of their use cases here.


Set pay rates using Shift types

Shift types can be applied to any employee on a per-shift basis to make payroll adjustments such as unpaid leave or manual overtime pay. To create and edit your Shift types, go to Settings > Schedule > Shift types.

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🧩 Example shift type to set pay rate

In the example shown below, a Shift type is created for employees who cannot work due to sickness but should be paid 50% of their normal wage.

  • The option to Allow conflicting shifts has been enabled in this example, as the Shift type may only apply to part of a shift for an employee.

  • The Allow booking option is disabled since a shift with the Shift type applied to it should not be swapped or set to open.

  • The option Overwrite when applying a template is deselected to prevent a template from overwriting the Shift type.

  • The option to Include in schedule print and Include in schedule message has been deselected, while the option to Count hours in payroll report is enabled so that the shifts count towards payroll in this example.

  • Lastly, the Shift type has been set so that shifts marked with it will not count towards Payroll supplements, breaks, or Meal contributions, and its use will not impact salaried employees.

With the Shift type customized based on the above requirements, the Shift type looks like this:

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Read more about creating and using Shift types here.


Still have questions? Reach our support team via chat if you need help with this feature.

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