You can manage your employees from multiple places in Planday. You can create and edit employees from both the People and the Schedule sections. If you are using the Planday app you can also import employees from your phone's contact list.


Create employees from the People section on the web

Go to People > Employees you will find the Create employee button in the top right corner.

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You can add the relevant employee details for your new team member in the Create employee form. Fields marked with a * are mandatory to fill out. The username is necessary and needs to be a valid email address because this is where the login information will be sent to. Learn more about updating usernames and the employee confirmation process.

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Create employees from the People section on the Planday app

Go to the People tab at the bottom of the screen and then click the + sign in the right corner. You can either tap the Create employee button or add an employee from your contact list by pressing Import employee.

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Bulk create employees

If you would like to create more than one employee at a time, you can go to People > Employees > Tools > Employee import via template.


Here you can insert rows to add multiple employees directly to the interface from one page. Alternately you can choose to download a template and fill in the provided Excel document with details of your employees. Once complete, you can upload this via the Import option. Select template data format to view the format needed for Planday to read your employee data.

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Edit employee details from the People section on the web

There are two ways to edit the details of an employee in the People section; quick edit and full edit.

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1. Quick edit

Quick edit gives you a brief overview of the employee’s details and allows you to add them to departments, Employee groups, and assign them security permissions. Furthermore, you can add Contracted availability and see if the employee is connected to a Xero Organization via the integration.

Access the Quick edit menu by clicking anywhere on the row with the name of the employee.

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2. Full edit

Full edit allows you to access and edit all data related to a team member's employment such as personal and employment details, documents, shift and leave overview and much more. You can access Full edit by hovering over an employee’s name and clicking the icon to the right or by opening Quick edit and clicking Edit.

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Edit employee details from the Schedule

To edit details on an employee from the Schedule you need to make sure you are in the Employee view as this cannot be done from either the Groups or Positions view. Hover over the employee's name and click the ✎ icon to open the Quick edit menu.

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Invite multiple employees to your Planday portal

If you want to invite multiple employees in one go navigate to People > Employees > Tools > Send Invitations and select which Departments you want to invite. The employees will receive their invites once you press Send as email and you will see an overview of which employees the invitation has been sent to.

Because invitations are sent to the employees by mail it is important to make sure the employees are registered with a valid email address as their username.

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Invite employees individually to your Planday portal

If you wish to send an invite to an individual employee navigate to People and hover over the name of the employee. You can click the middle icon in the list view to invite the employee.

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Alternatively, you can open the Quick edit menu and click the invite employee icon.


Send notifications when new employees are created

In Settings > Portal settings > Notifications you will find the New employee created option. Add Employees to this list if you would like them to receive notifications when a new employee has been created in Planday. This may be useful for your management team to keep them up to date with the latest additions to your staff. You can choose to send a Planday message, an SMS, or both.

Please note that our carrier’s standard rates may apply.

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Still have questions? Reach out to our support team via chat if you need help regarding creating or editing employees.

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