Please note: This article refers to a previous version of Planday, for an up to date overview see this article.

In this article, we will show you everything you need to know to create a Schedule, invite your employees, and start using Planday. It will take about 1 hr. if you follow the plan step by step.

Before you start

If you have a portal URL and a username/password, you’re ready to go… but if you do not already have a Planday portal, go to and create a portal. After you have registered, we will guide you through some of the steps listed above; once this is done the videos below will help you to continue the Planday build.

In the video recordings we use a Restaurant as an example, but the information is easy to transfer to most industries. The User in the recordings have Administrator access, regular users can not set up the portal and they don’t have access to the PEOPLE section.

Step 1: Create Departments

Each department has its own rota. In a restaurant, you would typically have a department for the kitchen and another one for the service area. This gives the restaurant manager and the Chef a full view of the staff and shifts they’re responsible for.

Step 2: Create Employee groups

Employee groups helps you keep track of which type of shifts different employees can take.

Shifts are assigned to employees belonging to the employee group the shift is linked to. For example, you can create one group for Waiters and another for Floor managers. An employee can belong to multiple groups.

For a restaurant we often see the following Employee groups:

  • Chefs

  • Kitchen porters

  • Waiters

  • Bartenders 

Step 3: Create employee profiles

Start by adding basic staff information like name, contact information and which departments and employee groups they to belong. An employee can be part of several departments and employee groups. You only need basic information to get started about each employee, you can perhaps return to the form later and add more detail.

Step 4: Create positions

Create as many positions per role as you will need in a day. For example, you might just need 2 waiters on a Monday but 4 on a Friday: then create 4 waiter positions. Each position is linked to an employee group; which means that only people in the same employee group can fulfil that function. The employee group name will always be the same but you may choose a different position name if relevant.

Step 5: Start Scheduling

We will show you two options. Once you have created your ‘positions’ you are essentially ready to start scheduling but to save time going forward, you might want to build a template.

Step 6: Invite and communicate with employees

You can invite all employees simultaneously by sending out their username and password with one click. After they have received this information you may also choose to send them a welcome letter.

Step 7: Punch clock and punch clock approval

If your employees are required to clock in and out of their shifts you need to first enable punch clock. Staff can clock in and out of their shifts from the web and/or from their mobile phones.

Next steps

Planday has many possibilities and features. All the above are the basic steps to get started. With this in place you may want to return to the PEOPLE tab and add more detail about employees. You may also want to explore other admin features like ‘vacation’, ‘reporting’ and ‘payroll’. 

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