*This article is only for customers who have been upgraded to the new Planday platform. You can read more about that process in this blog post.*
The Schedule is at the heart of Planday and offers all the features you need to run your business more efficiently. Below is a tour of the Schedule as it looks for an Admin when working in the Positions view. How the Schedule looks depends both on how it’s set up, and also what permissions the user has.
Features and functionality of the Schedule
1 Choose Department: If you've created multiple Departments, you can switch between each department's schedule.
2 Employees, Groups and Positions views: You can work on the Schedule in three different views. Switching between the views changes the information you see in the left column.
3 Change date range: You can switch between viewing the Schedule in 1 week, 2 weeks or monthly increments.
4 Jump back and forth between date periods: Use the arrows or click on dates to jump between periods.
5 Choose what to show in the Schedule: You can choose what payroll and shift information you can see in the Schedule
6 Use Schedule templates to schedule smarter and faster: From the templates menu you can build new templates, edit existing ones, save your schedule as a template, and apply your templates to the Schedule.
7 Tools: From the Tools menu you can print your schedule, approve multiple shifts for payroll, and — if you’re working with a 1 week date period — delete the shifts on the current week.
8 Hours per day and payroll cost per day: You can turn payroll costs on and off, while total scheduled hours will always show on the Schedule.
9 Hours and payroll cost per section: When you’re in the Positions view, Planday will add the hours and costs for each section.
10 Total hours and costs for the date period: In the bottom right corner, you can see the total hours and expected payroll costs for the department.
11 Section: In the Positions view, you can organize your positions into Sections making it easy to get an overview of your schedule.
12 Position: Positions can be dragged and dropped between Sections or within a Section.
13 Add Positions or Sections: Add Positions and Sections to build the perfect structure for your schedule.
14 Approved shifts: When a shift is marked as ready for payroll it turns green in the Schedule. This makes it easy to see which shifts have been approved, and which are still awaiting approval by a manager.
15 See when an Employee has clocked in: Using the Punch Clock, you can see on the Schedule when employees have clocked in and out of their shifts.
16 Shift for sale: If an employee wants out of a shift, they can offer it to their colleagues with the right skillset to cover the shift. A shift that’s been offered will show up on the manager’s schedule as yellow, providing an overview and an opportunity to help out.
17 Open shift: If you have a shift that you need covered, but don’t know who can cover it, then create it as an open shift for employees to request. Open shifts are easy to recognize by their red color in the Schedule.
18 Open shift with shift request: When one or more employees requests a shift you’ll immediately see it on the Schedule. Assign the shift and inform the employee to make sure you have all shifts covered.
19 Use Shift types to provide additional information or to register abnormalities: Use Shift types to register sick leave, training or other abnormalities that need to be separated from regular hours. Admins can edit and create Shift types from Setttings > Schedule > Shift types.