In this article, we will show you how to configure different aspects of your Planday portal by taking you through short guided tutorial videos. This guide is best suited for Admins of a Planday portal as it requires full access to portal settings. However, users with other security levels may find these guides useful if they need to use Planday daily. (Read more about permissions here).
How to log in to Planday via web browser and App
You will need three pieces of information to do this:
the company ID/URL of your portal (for example CompanyName.Planday.com)
your username (your email)
and your password
You and everyone on your team will use these three items to log in on both the app and web versions of Planday. For security reasons, usernames are kept unique to each individual's email and the passwords are encrypted.
How to create, edit and delete Departments
Departments, in Planday, delimit Schedules. You may have multiple schedules in your portal, and therefore you would need multiple Departments. Departments can also be seen as different locations of your business, or different areas within your business.
Use Departments to separate different areas of work and keep your scheduling organized and efficient.
How to make Employee groups
Employee Groups in Planday are, effectively, job roles. Employee groups hold the rate for the employee and allow employees to work in multiple roles. They are also needed to create Positions on the Schedule.
Employee groups could be based on role and seniority, allowing you to automatically track the skills and experience necessary for your shifts and ensuring that your scheduling needs are met.
How to create and invite employees
Populating your portal is a basic step to getting your schedule up and running. First, create employees by filling in their data. Then assign them to a Department and add them to Employee groups. Finally, invite the employee to your Planday portal to give them access to their schedule.
How to Schedule
Assuming you have now created departments, created roles in groups, and invited a group of employees to your portal, it is time to bring it together. You can go to the Schedule area and start creating shifts for your employees.
How to create and use Templates
Templates are the next stage of scheduling and allow you to plan and schedule weeks in advance. By creating a default schedule template, using a mixture of assigned and open shifts, you can create a flexible template that can be applied up to 14 times in one go. This will cut down on your scheduling time and allow you to plan more effectively giving you and your employees a clear view of who is working when.
How to set up Open Shifts and their uses
Open shifts in your Schedule are shifts that are not yet assigned to a specific employee. You can set the start and end time, select the specific employee group and position, define the kind of shift you know you need to fill, and leave it open. The shift will be displayed as a placeholder on the schedule. Your employees can then request to take this open shift if they match both the Department and Employee group required by the shift type. This is a good way for staff to communicate their availability when it comes to taking extra shifts and for you to know who to call in should you need an extra hand. You can approve requested shifts from the Pending actions widget on the dashboard or the Pending requests section under the schedule.
How to troubleshoot when you are unable to login to Planday
There are three details you need to log into Planday:
The Company ID (the URL of your portal such as companyname.planday.com)
your username (the email address you received your invitation to),
and your password.
If you are having difficulties logging in, it's most likely that there is an error with one of these. One of the most commonly occurring reasons is the username not matching the email, which can be changed through the Employee profile. For this change to take effect, the employee has to confirm this action by clicking a confirmation link sent to their email, that might have ended up in their junk mail folder.
How to configure an Employee profile
Each employee has their own customizable profile. If you need to add more sections to hold more details than the standard fields, you can go to Settings > People > Employee form setup, and add in your additional fields. These fields can be set to specific types, such as text data, numeric, a date, a pre-defined dropdown list of a picture upload.
How to assign wages to Employees
Wages are attached to the Employee group of an employee. This allows employees to belong to multiple employee groups, but have different rates per group, if necessary. Wages can be edited in bulk or assigned individually and can be backdated or set to automatically apply in the future, by choosing a valid from date.
How to assign Salaries to your employees
Salaries are different from wages, as they do not rely on Shift data. The salary is fixed and applies on a monthly basis. You can choose the allocation method for the salary cost distribution, across your Schedule. This can be set to an hourly amount, dividing the salary by contracted or worked hours to find an hourly value, or by days to find a daily value.
How to communicate with staff, via Planday
Within Planday, you can communicate with the staff directly, through Messaging. You can send a message to a specific employee, employee group, an entire department, or across your organization. Employees will receive an app notification (and an email notification, if the option is enabled), letting them know that they have a message waiting for them. You can share information through the Newsfeed and the Events tab, to keep your staff up to date with general matters. You also have the option to force an answer should you require a reply from your employees.
How to access Permissions and assign them to employees
Permissions describe the specific levels of access within Planday where you can give additional authority to an employee to perform certain managerial tasks. There are typically three different levels of access by default: Schedule Manager, People/HR Manager, and Admin. The areas of access for each permission level are outlined in a table in this article.
How to set up the Punch Clock
The Punch Clock allows you to bridge the gap from paying for scheduled time to paying for worked time. Punch Clock can be set up in the following different ways:
For web browsers, to sign in from the web.
For the Mobile App, allowing employees to punch in from their mobile devices.
For the Kiosk app, allowing a single place for employees to sign in from (available for iPads only).
How to edit and approve Punch Clock entries
Once you have started using Punch Clock, you will need to approve the punch clock entries as they come. Approving worked times marks the corresponding shift as ready for payroll (green) and updates the schedule with the approved times, for that shift.
To ensure an efficient approval process and keep approvals accurate we recommend that you only approve clocked out shifts, leave the punched in shifts for approval later.
How to configure Automatic breaks
Automatic breaks take the trouble out of making deductions for break time. By creating a rule for Break, you can set a pause interval to automatically appear on a Shift that goes over a certain length on your schedule. Breaks are cumulative, so you can stack breaks together for longer shifts.
How to create and use Shift types
The most common use for Shifts types is for recording sickness on the schedule and reporting this data for payroll reports. Shifts types can also be used for different purposes but always revolve around changing Shift data. Shift types can be used to change the rates of a shift or add an additional payment, or even add a percentage. This is handy when you need to pay different rates for evening or weekend shifts.
How to run reports on Shift types
Once shifts have been set to a specific Shift type, you can go to Reports > Shift type statistics, to see a report of your Shift types.
For example, you could run a report to see the ratio between reported sickness and worked shifts. This can be done in a flexible manner such as for your entire Planday portal or for a specific department or employee group.
How to set up Contracted availability
Contracted availability allows you to see the obliged hours that you have with an employee while scheduling. This will allow you to see the specific contracted times, or days, an employee should be available for work. Setting this correctly will allow you to schedule the right people for the right times matching their work availability. Contracted availability can be set up on an individual basis, via the quick edit menu in the People section.
How to configure Revenue
You can compare Revenue data against your Scheduled costs, to highlight salary percentages or make other cost comparisons. Revenue can be added manually to the Planday, and this can be set up in Settings > Reports > Revenue.
You can also set up forecasts and budgets to make sure you are heading in the right direction, and make changes to the schedule if you see things going over budget.
How to set up the Auto-schedule feature
Auto-schedule will allow you to automate your scheduling to make it even easier to schedule more efficiently. You will need specific information in the system to ensure auto-scheduling runs effectively, such as Working time rules, Contracted availability, Contract rules, and at least 12 weeks' worth of prior scheduling data, as described in our setup guide.
If not currently available for you, please reach out to our support team for assistance.
How to create a schedule using Positions and Sections
Positions and sections allow you to plan without having to schedule by employees. This allows a certain degree of flexibility in your scheduling, highlighting your schedule gaps, by Position instead of by Staff.
How to set up Contracts for electronic signatures
You can send out Contracts, or any other documents that your employees need to sign, through Planday. Employees cannot add information to these Documents, they can only sign them. These files are saved on their profile and can be accessed at a later point, for review.
How to set up Contract rules
The Contract rules feature is a scheduling tool that allows you to track the number of scheduled working hours for an employee. A red, orange, or green indicator appears around the employee's avatar, to highlight potential scheduling issues. Contract rules can also be used for Flex/Overtime accounts.
How to get a payroll report
You can use the Payroll export function to easily generate a payroll report in Excel, PDF or your favourite payroll integration system such as Danlon, Fortnox and more. Approve existing worked hours, take action on pending leave requests, before going for a pay run.
Still have questions? Reach out to our support team via chat if you need help with any of the features.