🎯 For admins and HR managers. Get familiar with creating contracts in Planday. As an employee, find out how to access documents in Planday here.


What type of documents can be added to Planday

As an admin, you can share different documents and files in Planday privately with employees or publicly with an Employee group or whole Department in Planday. A few examples include:

  • Personal documents: These can be manually signed papers, supplement contracts, criminal records, and work permits can be added to individual employee profiles.

  • Contracts: These can be electronically signed records between employees and managers. These include job contracts or device lending contracts.

  • Notes such as comments from a meeting can be attached to an employee's profile. You can then decide on the visibility of the note and keep it private or visible to other managers.

  • General documents such as staff handbooks and policies, manuals, and tutorials can be shared with employees individually or with an Employee group.


Upload personal documents for an employee

You may need to upload private documents that only you or the employee can access. These can be HR-related files, such as manually signed documents, supplement contracts, work permits, scans of visa records etc.

You can upload these documents inside the employee's profile by going to People > Employees > edit the employee you wish to add the file to > Documents > scroll down to the Files section > click Upload.

Planday EN Screenshots for HC.001.png

As a manager, you can set values for the expiry of the document and decide if the file should be accessible by the employee or not.

Planday EN Screenshots for HC.001.png

💡See a list of supported file formats for documents for upload.

Export a list of documents and their expiry

To see an overview of all uploaded documents and their expiry date, go to Employees > Tools > Document overview.

Planday EN Screenshots for HC.001.png

This way, you can export a list of the documents uploaded for each employee and the document's expiry date.

💡 Please note: Currently, only documents uploaded via Employees > Documents are displayed in the app. To see documents you have uploaded to the employee profile, employees must log in via a browser.

Have employees check private files and signed documents

Depending on the file's visibility settings, employees can view files on Planday web by going to Profile > Edit. These can be contracts that need signing or files containing personal data.

Planday EN Screenshots for HC.001.png

Where to upload signed contracts

You can upload signed files between you and the employees such as employment contracts on an employee’s profile. You can use the contract setup function in Planday to create your contracts or upload signed documents manually.

You can get an overview of existing contracts or create new ones by going to People > Contracts.

Planday EN Screenshots for HC.001.png

Here you can see the status of all contracts including those awaiting action, or signed contracts by employees.

Read more about creating and uploading contacts here.


Add notes and feedback on employees

Add shared notes between you and an employee, such as performance reviews or private remarks about an employee that only managers can see.


You can attach a note to an employee by going to People > Employees > edit the employee you wish to add the note to > Documents > scroll down to the Notes section > press Create.

Planday EN Screenshots for HC.001.png

Give your note a title and compose its content. You can set a due date if the note has an actionable item by a specific day. Marking the note completed makes it no longer visible for action. And most importantly, you can mark if the note should be visible to the employee or admins only. If visible to employee is selected, you can notify the employee by Planday message or an SMS.

Planday EN Screenshots for HC.001.png

Employees can view these notes on Planday, depending on the note’s visibility, by going to their Profile > Edit.


Share general documents with all employees or groups

💡 If you are looking for an alternative for announcements or sharing information, consider the News feature on your dashboard.

As an admin, you can upload public documents that may be relevant for all your team members to view and download. These can be staff handbooks, company policies, user manuals, tutorials, etc. You can also upload files other than documents, such as staff party pictures, menu items, or photos and share them with specific employee groups or teams.

Start by going to People > Documents for an overview of existing files.

Before uploading files, create a new folder under Documents and set which employee groups can access that folder. Then press Upload files to add your shared documents to this new folder.

Employees can now view these shared files by going to People > Documents on Planday web or by going to More > Documents > General on the Planday app.


Need more help?

Please search for answers in the 🔍 Help Center or watch our ▶️ video tutorials.

Contact our support team via the blue icon at the bottom if you have more questions.


See related articles:

Did this answer your question?