🎯 For Admins and Schedule managers.
This article will show you how to configure different parts of Planday by taking you through short guided video tutorials.
How to log in to Planday from a web browser or the Planday app
You need to have three pieces of information to log in to Planday.
Planday URL: This is the URL you will need to go to on the web version to log in to Planday.
Username: This would be the email address you received the initial email invitation.
Password: The password you set up by clicking the confirmation sent in your email.
You and everyone on your team will use these three items to log in on both the app and web versions of Planday.
How to create, edit or delete Departments
Use Departments to separate different work areas and keep your schedules organized and efficient. Departments can also be different locations of your business or separate areas within your company, each with its schedule and employees.
How to create Employee groups
In Planday, you can use Employee groups to describe a job, a role or a function (for example waiter, receptionist, cashier). Employee groups hold the pay rate for the employee and allow employees to work in multiple roles. They are also needed to create Positions on the schedule.
How to create and invite employees
Populating Planday with your employees is essential to getting your schedule up and running. Create employees by filling in their data. Assign new employees to one or more Departments and add them to Employee groups. Finally, invite your staff to Planday and give them access to the schedule.
How to schedule
Assuming you have created Departments, created job roles in Employee groups, and invited a group of employees to Planday, it is time to bring it together. You can go to the Schedule page and create shifts for your employees.
How to create and use Schedule templates
Schedule 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 reduce your scheduling time and allow you to plan more effectively, giving you and your employees a clear view of who is working.
How to set up Open shifts
Open shifts in your schedule are shifts that are not yet assigned to a specific employee but are available to be requested by employees. You can set the start and end time, select the particular Employee group and position, define the kind of shift you know you need to fill, and leave it open. The shift will show as a placeholder on the schedule. Your employees can then request to take this available shift if they match the Department and Employee group required by the Shift type.
How to troubleshoot logging in to Planday
⚠️ One of the most common issues for logging in for new employees is that the email (username) is misspelt or incorrect. Follow the instructions in the article Updating Usernames (email) to correct it.
⏱ Is Punch Clock asking for an Activation code? It may be that the device you are using to Punch in is not on the approved Wi-Fi address or your dynamic IP has changed. Ensure that your device is on the correct Wi-Fi network. Follow the instructions to check and update your registered IP address.
For employees: What you can do if you have problems with the Punch Clock
If you are having difficulties logging in, there's most likely an error with one of these details.
How to configure an employee form setup
Each employee has a customizable profile that you can fill out or have the employee fill in. If you need to add more sections to hold more details than the standard fields, you can edit the setup form Settings > People > Employee form setup and add additional fields.
How to assign hourly wages to Employees
On Planday, it is possible to set up the hourly wage of multiple employees (with the same rate and valid from the same date) at the same time from the Employee Groups page. Wages are set in the Employee group and thus attached to employees belonging to that group. This allows employees to belong to multiple groups but have different pay rates per group if necessary. Wages can also be assigned individually or set to apply from a specific date automatically by editing the Employee profile under the Employment tab.
How to set fixed salaries for your employees
Salaries differ from wages as they do not rely on shift data. A salary is a fixed amount based on a pay period paid monthly by default. You can choose the allocation method for the salary cost distribution across your schedule, giving you an estimate of what a fixed-salary person will cost you per day or hour.
How to communicate with staff via Planday messaging
Within Planday, you can communicate with your staff directly through messages without relying on external social media groups or communication tools such as Whatsapp. You can send a message to a specific employee, an Employee group, an entire department, or across your organization. Employees will receive an in-app notification informing them they have a message waiting for them.
You can share information through the Newsfeed and the Events tab to keep your staff updated with general issues. You can also force an answer should you require a reply from your employees.
How to assign access levels and give employees additional roles
By setting Access levels you can let some employees have additional access to Planday functions to perform managerial tasks. There are typically three different access levels by default: Schedule Manager, People/HR Manager, and Admin. The access areas for each access level can be seen in this article.
How to set up the Punch Clock
The Punch Clock allows you to bridge the gap between paying for the scheduled time and precise worked time. Punch Clock can be set up in a number of ways:
How to edit and approve Punch Clock entries
Once you have started using Punch Clock, you will need to edit or 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. Once approved, the entries cannot be edited, and approved times are used for payroll.
How to configure automatic breaks
Automatic breaks take the trouble out of making deductions for break time. By creating a Break rule, you can set a pause interval to automatically appear on a shift that goes over a certain length on your schedule.
How to create and use Shift types
The most common use for Shift types is recording sickness on the schedule and reporting this data for payroll reports. Shift types can also be used to change shift rates or add supplements. This is handy when paying different rates for evening or weekend shifts.
How to run reports on Shift types
Once shifts on the schedule have a specific Shift type, you can go to Reports > Shift type statistics to see a report based on utilising these Shift types. For example, you could run a report to see the ratio between reported sickness and worked shifts.
How to set up Contracted availability
Contracted availability allows you to see the hours you have obliged with an employee. This will enable you to see the specific contracted times or days an employee should be available for work. Having availability information will allow you to schedule the right people for the correct times matching their work availability. Contracted availability can be set up individually by editing an employee's account.
How to create a schedule using Positions and Sections
Positions and sections allow you to plan your schedule without having to schedule by employees. Scheduling in Positions view provides flexibility in your scheduling, highlighting your schedule gaps by position instead of by staff.
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 by going to Settings > Reports > Revenue. You can also set up forecasts and budgets to ensure you meet your goals and make changes to the schedule if you see things going over budget.
How to set up Contracts for electronic signatures
You can send out Contracts or any documents 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 reviewed later. Signing contracts can be anything from employment terms, promotions in salary, work equipment loans, handing out keys or anything where you need an agreement from any employee.
How to set up Contract rules
The Contract rules feature 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 profile picture on the schedule to highlight potential scheduling issues. Contract rules can also be used for managing Flex/Overtime accounts.
How to generate a Payroll report
You can use the Payroll export function to quickly generate a payroll report in Excel, PDF or your preferred payroll integration system such as Sage 50, QuickBooks online and more. Approve existing worked hours and take action on pending leave requests before going for a pay run. See what to prepare before creating a payroll report.
How to set up the Auto-schedule feature
Auto-schedule allows 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 previous scheduling data.
👤 If you would like to try out this Pro/Enterprise-only feature, please get in touch with our support team.
Need more help?
Contact our support team via the blue icon at the bottom if you have more questions.