Within your Planday portal, you and your employees will be able to send each other messages through our built-in communications tool. This can be done on both the Planday app and the web, allowing you to communicate to your staff, without the need to use personal phone numbers or social media groups.


Through the Planday messaging system, you can send two types of messages:
1. An in-app message directly to a Planday user.
2. An SMS message, if there is an available mobile number (standard SMS rates may apply).

Messaging through Planday web

In the top right corner, next to your Profile menu, you will see a message icon. Clicking on this will show you a quick menu, and will also display your most recently received messages. From here, you can send a message or navigate to the Inbox.

Within the Inbox, you can send a message or an SMS and create folders to organize your received and sent messages. The received messages will be displayed in a most recent order, and show the sender's name, the subject of the message, and the date and time the message was received.

Compose a message

Press the Send message button to open a composition screen where you can specify recipients of your message organized into organizations, groups, and individual employees:

This screen allows you to choose who should receive your message, what should the message include and how should it look like. You can choose specific departments and employee groups through the dropdown list and employee groups checkboxes respectively, or send a message to an individual employee, by typing at least the first two characters of their name into the search box.

When typing a message, you can include a subject line, and in the body of the message, add Merge Fields.

Add a signature to your messages

Below the message input field, in the right bottom corner, there is an Edit Signature option that allows you to create a signature for your messages. Once you add a signature it will always be present when you compose a message in the future. There is also a preview option so you can make sure the message looks just right before you send it.

Additional messaging options

Managers have a few additional messaging options:

  • Merge Fields allow you to pull information from the receiver’s profile into the message, which can be useful for bulk messages. You will have a full list of Merge fields, including examples from your own profile listed just below the body of the message.

  • Show in Punch Clock means the message will be visible to the employees when they punch in/out through Punch clock. No action is required for this message. Use this option to inform employees about something that's urgent/important to know by the start of their next shift.

  • Forced answer means that when the employees open the message, they cannot close it before they have replied to it. Normal use-cases: when a shift needs to be covered and the admin needs to know who can work or not, or when the admin has information for the employees where they need a confirmation that they have read it.

  • Attaching files with messages.

  • Note: As of October 2020, The Forced read functionality has been removed from all Planday platforms.


Messaging via the Planday app

You can also send messages from the Planday app, available for both iOS and Android devices.

On your menu bar (at the bottom), under Messages, you will find your inbox and will be able to:

  • read, send, receive and forward messages from your colleagues and employees

  • start or reply in group threads

  • see a list of who has opened or hasn't opened your message yet

  • attach a file or picture to a message

  • require a reply to your message or be notified when one is expected from you

This means, that you can communicate through the Planday app in a similar you would from the web version.

You can read more about how to use Messages through the Planday app in this article.

If you have any questions, do get in touch with us by phone or chat.


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