Planday Glossary

Use this article to get a better understanding of terms used in Planday.

Anton E avatar
Written by Anton E
Updated over a week ago

Some Planday terms can be new to you and may need a little extra explanation.

Jump directly to the topic you'd like to discover.
Learn more by following the links under each term.

Your business structure

Access level

Assign employees to an Access level to give them additional permissions in Schedule, People or Planday account management. This is helpful if you have employees with different responsibilities managing Planday with you.


A Department represents a location or area of your business. Each Department is assigned its own schedule.
Examples: Restaurant Eastend or Back of House

Employee form

Use the employee form to customise which fields are included in your employees’ profiles, and who can view and edit them.

Employee group

Use Employee groups to define job roles in your business. You can add employees to one or several Employee groups based on their skill set.
Examples: Cook or Waiter

Employee type

Use Employee types to group employees based on their employment terms. This allows you to easier apply Working time rules, Supplements and more.
Examples: Full-time, Intern



Auto-schedule is a tool that automatically provides you with scheduling suggestions based on a set of pre-defined rules such as Working time rules, Contracted hours or Leave. Only available on the Pro and Enterprise package.


Use Availability to let employees set when they can or can’t work. You can then consider these preferences when creating your schedule.

Contracted availability

Use Contracted availability to see if you’re trying to schedule employees outside of defined weekdays or times. Typically, Contracted availability is based on an employment contract or another agreement.

Contracted hours

In the Contracted hours overview, you can see how the conditions of your Contract rules are met. Based on this, you can make scheduling and overtime compensation decisions.

Contract rules

Use Contract rules to compare your employees’ scheduled hours to those they’re contracted for. This allows you to see who you have assigned too many, too few, or the right amount of hours.

Open shift

An Open shift is a shift that’s not assigned to anyone yet. Employees with the right Employee group can request to take over Open shifts.


A Position is a schedule element that helps you specify what an employee is responsible for during their shift. Each Position is assigned to an Employee group, making sure that only employees of that group can cover shifts created for that position.
Examples: Tables 1 - 10 or Cocktail station

Schedule template

A Schedule template is a set of shifts that you can repeatedly apply to your schedule if needed. Templates help save time and ensure consistency.


A Section (also known as Sub-department or Headline) is a schedule element you can use to bundle several of your Positions – to indicate a larger activity area at the workplace.
Examples: First floor or Terrace.

Shift type

Use a Shift type to give a non-regular shift a label like Sick leave or Trial work. You can also use them to adjust the pay rate, collect overtime, generate reports and more.

Working time rules

Use Working time rules as guidelines to remind you to schedule your employees according to local legislations or other rules.

Time management

Break rule (Automatic breaks)

Set up a Break rule to automatically apply breaks either at a specific time of day or after a set amount of time has been worked.

Punch Clock

Use the Punch Clock functionality to record the presence and punctuality of employees via App or Web.

Punch Clock breaks

Enable Punch Clock breaks to allow employees to use Punch Clock to record their breaks.

Punch Clock entry

Punch Clock entries are generated when employees use the Punch Clock to punch in and out of shifts. You can edit and approve the entries to prepare for payroll.

Punch Clock profiles

Use Punch Clock profiles to specify which employees can use which devices to punch in and out.

Manual break

Use a Manual break to add a break specific to a shift, directly on the Schedule.

Holiday & Overtime

Account template

In order to manage Leave or TOIL, you need to set up Account templates. Use them to define your preferred settings such as duration, carry-over or renewal. You can then assign templates to your employees to set up Leave / TOIL accounts.

Leave account

A Leave account is an account where an employee's Leave balance is recorded. Leave accounts can be created for employees applying Account templates.

Leave request

A Leave request notifies you about the employee’s wish to take time off. You can edit, approve and reject requests.

TOIL account

A TOIL account is an account where an employee’s TOIL balance is recorded. TOIL accounts can be created for employees applying Account templates.

Payroll & Revenue

Payroll export

A Payroll export is a file that contains the information you need to run payroll. It’s based on the data from your account, such as approved shifts, payroll supplements, breaks and more.

Payroll supplement

Payroll supplements are an automatic way to add extra payments to shifts based on a set of rules. For example, use a supplement for Overtime, weekend or night shifts.

Revenue unit

A Revenue unit is a cost centre that holds revenue. You can create multiple Revenue units for each Department to keep separate data and reporting info. At least one Revenue unit is needed to use the Revenue feature.


Salary is a fixed payment an employee earns for working during a specific period of time.

Salary code

A Salary code (also known as Payroll ID) is a code you can assign to payroll-related items. This is especially useful, if you are using an accounting software or integration to process your payroll.


A Wage is a form of payment an employee earns per hour or per shift.

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