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Step by step: Setting up your Planday account

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Getting started with Planday is easy, but you do need to invest a bit of time to register employees in the system. When you have created a few employees in Planday, you’ll be scheduling in minutes. Follow the steps introduced in the videos below to get off to a good start.

Don’t have a Planday account? Go to www.planday.com/signup for a 30-day free trial. You can also check out our short video taking you on a tour of a fully set up Planday account.

In this guide we’ll use a small restaurant as an example, but the steps are the same for businesses in all industries. If you get stuck, or have any questions at all, do hit us up via the chat in the system. We’re here to help.

 

  Table of contents
💥 Create Departments
💥 Create Employee groups
💥 Create Employees
💥 Start Scheduling
💥 Create and use Templates
💥 Set up Punch Clock and approve time sheets
💥 Invite Employees
💥 Next steps

 

1. Create Departments

In Planday, schedules are organized into departments, meaning you’ll need one department for each of your current schedules. For a restaurant this typically means you’ll have one department for Front of House and one for Back of House.

You’ll later assign your employees to departments, based on where in the business they can work. Check out the structure of Planday, if you want to see more on the system’s logic. 

Navigation: People > Employees > Create department

 

 

2. Create Employee groups

Employee groups will help you organize your staff based on skills, and what roles they perform in the business. Departments control where employees can work, while employee groups control what roles/shifts an employee can cover.

Departments and Employee groups are the two main building blocks of Planday. For flexibility, each employee can be assigned to more Departments and Employee groups.

When you later create shifts in Planday, only employees assigned to the Department and Employee group set to the shift can pick it up.

For restaurants, we often see the following employee groups:

  • Chef
  • Dishwasher
  • Waiter
  • Bartender

Navigation: People > Employees > Create employee group

 

 

3. Create employees

You can now create Employees and assign them to Departments and Employee groups based on what roles they can perform in the business.

Navigation: People > Employees > Create employee

 

 

4. Start scheduling

You’re ready to start scheduling, and in the video below we’ll show you how you can get the most of your schedule and give you an overview of key functions.

We’ll also introduce the Position view, and show you how it’ll help you get a complete overview of your business.

Navigation: Schedule > Schedule

 

 

5. Create and use templates

When you’ve familiarized yourself with the schedule and want to bring down the time you spend scheduling, it’s time to dive into schedule templates.

In the video below we show you how you create and build templates, and how they’ll help you bring down the time you spend scheduling and keep on top of your staffing needs.

Navigation: Schedule > Schedule > Templates

 

 

6. Set up Punch Clock and approve time sheets

Do you want to track your employees’ hours in Planday? With Punch Clock employees can start and end their shifts using the app, and you can approve time sheets for payroll from within Planday.

In addition, you can always compare the scheduled shifts to what the employees actually worked. This is a great tool for continuously improving your schedule and staying in control of costs. If you don’t have access to Punch Clock in your Planday account, please get in touch.

Navigation: Settings > Punch Clock > Employee access

 

 

7. Invite employees

When your schedule is ready, and Punch Clock is set up, you can invite your employees in one go. Planday is much more than a scheduling tool, it is also a communication platform for all your employee communication connected to shift swaps, sick leave, company events and more.

Navigation: People > Employees > Invite employees

 

 

Next steps

If you got through this, you're ready to dig a bit deeper into the structure of Planday, and how to set up the positions view.  

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