What are Access levels?

Employees can be assigned extra Access levels in Planday, each granting them different privileges. This feature may be helpful when you add managerial staff such as Schedule managers, HR managers, and additional administrators to your Planday setup or promote a staff member with more responsibilities.

It is possible to limit Access levels per Department. This means that an employee with Schedule Manager access can be limited to managing or modifying only the Schedule belonging to their Department.

What are the different access levels in Planday

You can assign up to four access levels to an employee, even multiple levels to a single person. For instance, someone could be both a Schedule Manager and an Account Admin:

Administrator

The Admin role in Planday has the highest level of access, granting full administrative permissions. Admins can view and edit payroll information, manage all schedules, edit employee details, add or remove administrative permissions from other employees, and deactivate accounts. Due to these extensive rights, it's essential to grant admin permissions carefully.

HR Manager

HR Managers in Planday can create new employees, edit employee information (excluding salary details), manage employment contracts, handle holiday requests, and generate schedule reports.

Schedule Manager

A Schedule Manager can create and edit schedules. This role can be restricted to specific departments, preventing managers from editing shifts in departments they don't oversee.

Account Admin

The Account Admin access level is the default group for those responsible for signing up and setting up Planday for their organisation. While this access level is designed to help decision-makers manage their organisation efficiently, it won't affect your existing security groups and access levels.

Please note:

The access levels may have different names depending on the language selected for your Planday account. Names can also change during your onboarding process or by our Support team upon request from an admin in your business.
Managers with the same access level cannot view or edit each other's payroll information or access each other's documents.

Comparison of different Access levels in Planday

The following table outlines all Access levels per role:

Note:

The attributes described above for each Access level are default settings when you sign up for Planday. They can be customised during onboarding or upon request by a full admin in your business.

How to view who has what access level in Planday

You can go to the People menu for a quick overview of who has which access levels in Planday. At the bottom of the left-side menu, you'll find the list of Access levels and the number of employees assigned to each level.

Tip! You can click on each access level from this page to see which employees are assigned to it. Additionally, you can get a quick overview of which department each access level can manage. If needed, you can also edit the access levels to adjust an employee's level of access.