Planday simplifies the payroll process and offers many options to ensure your employees are paid correctly, even in complex circumstances. To learn about assigning fixed salaries, please go to How to set an employee's fixed salary.
Set a default wage on an Employee group
You can set an hourly wage or wage per shift for employees based on the Employee group they belong to.
To do so, go to People > Employee groups.
Create a new Employee group via the blue button in the top right corner, or edit an existing group by hovering over the Employee group and clicking on the Edit icon.
From the Edit employee group window, set a default hourly wage or a default wage per shift. You also have the option to set a Salary code for the Employee group from here in order to get more finely granulated data in your payroll system.
When you assign a default hourly wage, you need to be aware of the following:
If you create a new Employee group, the default hourly wage you set will apply to all the employees that you’ll add to this group.
If you already have employees added to this group and you want them to have the new default hourly wage, you would need to follow the steps in the part Update your hourly wages in bulk.
Update your hourly wages in bulk
To update the hourly wage of the employees in an Employee group in bulk, navigate to People > Employee Groups > Edit the relevant Employee group.
Select the employees that need a wage update. Once you're done selecting, find the Edit wages option at the bottom of the screen ( the pencil icon ✏️).
A new window will open up, where you can set:
the wage type
and define which date the change will be valid.
Finally, click on Save and then on Done to close the window.
Assign and edit an employee’s hourly wage
When employees are added to an Employee group, they get the default hourly wage set for this group.
You can edit an employee’s hourly wage by navigating to People > Employees (1) > Click on the employee’s name (2) > edit the Employee group (3), set a wage and choose a valid from date (4).
You can also edit the hourly wage from the employee’s full edit profile. Go to People > Employees > Edit employee > switch to the Employment tab > Employee groups, edit the Employee group, set a wage and choose a valid from date.
Changing the valid from date of an hourly wage
There are a few things to be aware of when you change the valid from date of an hourly wage for an employee.
If the new valid from date is prior to any existing valid from dates, then you’ll be asked if you’d like to insert the new hourly wage OR overwrite the future hourly wages set for the employee.
For example, an employee was paid £15 per hour (valid from 21/12). The employee has another hourly wage: £17 (set to start on 01/05 of the following year). If you make a new update to the wage: £16 and valid from date: 16/03, you’ll have the following message:
If you choose the first option, the employee will get £16 and this change will overwrite the salary that starts on 01-05.
If you choose the second option, the employee will get £16 until the new hourly wage starts, on 01-05.
In the example above, option 2 was chosen. The employee gets £16 from 16/03, up until the new hourly wage kicks in, on 01/05.
If you change the hourly wage of an already approved shift, the change will affect this shift. However, the change won’t affect the shifts that are in a locked payroll period.
See wage history
In the wage history you can find information about who changed an employee's wage and when and what the previous wage was.
You can go to People > Employees > Edit employee > switch to the Employment tab > Employee groups, edit the Employee group and see the wage history by selecting the Wage history tab to the right of Details.
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