Article
How To Use Planday: A Step-By-Step Guide For Employees
3 mins read
Last Updated
By Usama Rafique and
Planday is powerful software that could help streamline your daily tasks and increase efficiency. However, it’s only possible if you know how to use it properly.
We have compiled this guide to serve as a one-stop solution for you to understand its functionalities in detail. So, keep reading and become the go-to expert when others need help navigating the application.
Clocking in and out on time is extremely important for accurate time tracking and payroll calculations. Here’s how you can accurately register your time in the software:
- Log in to your Planday account
- Go to the ‘Overview’ page
- Click ‘Start Shift’
Doing so will clock you in, and a timer will show up to reflect the time you have been at work. The ‘Start shift’ option will automatically change to the ‘End shift’ button once you have clocked in. At the end of your shift, you’ll have to:
- Log in to your account
- Go to the ‘Overview’ section
- Click ‘End Shift
- Find the ‘Your Shifts’ section on the main page
- Press ‘See All’
- Select one of your upcoming shifts
- Click the ‘Swap’ button
- Choose the colleague you want to swap shifts with
- Select the shift you want to swap
- Press ‘Request Swap’
You can sell your shifts to your colleagues. It’s like posting open shifts for others to pick up. You can sell shifts by:
- Going to the ‘Your Shifts’ heading on the main page
- Click ‘See All’
- Select the shift you want to sell
- Press ‘Sell’
- Click ‘Sell Shift’ in the banner that shows up
The shift will be sold once any of your colleagues select it and your manager approves it.
You can also hand over a shift to a specific person without replacing the shift. Here’s how to do it:
- Go to ‘Your Shifts’
- Press ‘See All’
- Select the shift you want to hand over
- Click ‘Hand Over’
- Choose the person you want to hand over the shift to
- Click ‘Request Handover’
The shift will be handed over to your colleague once it’s approved.
Employees can request open shifts posted by their managers. Here’s how you can submit a request for that:
- Log in to your account and navigate to the ‘Overview’ section
- Scroll down to find ‘Open shifts’
- Click ‘See All’
- Select your desired shift from the available options
- Press ‘Request Shift’
Your request will be submitted and approved once your manager takes action on it.
Here’s how you can set your availability to let administrators know when you are available:
- Log in using your credentials
- Click ‘More’ on the lower right corner of the page
- Select the ‘Availability’ option
- Press ‘Edit’ on the top right corner of the screen
- Select the dates you want to set your availability for
- Click ‘Available’
- Press ‘Done’ to save all the changes
Syncing your calendar will ensure you are always updated on events and meetings. Follow these steps to sync yours:
- Log in and navigate to the main page
- Click on the ‘Profile’ icon on the upper right part of the screen
- Press ‘Sync With Your Calendar’
- Select ‘Add Calendar’
- Fill in the ‘Subscription URL’ and press ‘Subscribe’
- Once subscribed, click ‘Add’
- Click ‘Done’ on the next page
To check your worked hours, you need to:
- Navigate to the main page
- Click on the ‘More’ option in the lower right corner
- Select ‘Your Hours’
On this page, you’ll be able to see all the information related to your working hours, including scheduled and approved hours.
You can check your upcoming shifts by:
- Going to the main page
- Navigating to the ‘Your Shifts’ section
- Clicking on ‘See All’
You will find your scheduled shifts here and can click them to see more details.
To request time off in Planday, follow these steps:
- Click ‘More’ on the main page
- Select ‘Time Off’ under the ‘Workplace’ heading
- Press balance amounts to check your available balances and how they are calculated
- Press the ‘Request’ button on the upper right corner
- Choose the starting and ending dates of your time off and then click ‘Next’
- Select the appropriate absence account
- Review the details and click ‘Send’
- Your request will be shown under the ‘Pending Requests’ heading
Your daily routine doesn’t have to be stressful with Planday, thanks to its features like shift swapping, clocking in, and open shifts. By following this guide, you’ll be able to use each of these features correctly and make the most out of the platform.