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5. Wages, salary and payroll export


Planday now contains all your information about who worked when and for how long. Why not benefit from that and export it to your payroll system?

Default hourly rate

All you have to do is enter the correct hourly wages for each employee group and it will automatically apply to everyone in that group.

  • To set a default hourly wage for your employee groups, go to People > Employee Groups > Add/ Edit employees and click on ‘Edit hour wages’. Just enter a number in the box ‘New hour wage’ at the top (no currency symbol is needed), checkmark the affected employees and click ‘save’ to apply to all employees in that group.

The default wage can be overwritten when creating a new employee. If you want any given employee to be paid a different rate, you can apply an individual hourly rate.

  • Go to People > Employees > Edit employee and select the tab ‘Groups & Wages’ and enter the individual wage to overwrite the default rate for each employee group of which he or she is a member.

You also have the possibility to enter a fixed monthly salary for each employee, if that’s relevant to you.

Tip! You can set a date from when a wage is applied. This way you can edit the wage settings at any time, without interfering with any shifts, where the previous wage rate applied.


Sometimes a completely custom hourly wage needs to be applied (or set to 0) for a specific shift or a type of shifts. Planday supports this! When creating or editing a shift in the schedule, access the tab ‘Custom hourly wage’ to set a rate that applies only for that shift.

Tip! Planday allows you to configure a number of wage modifiers, supplements, overtime rules, overtime accounts and more.
Shift types are one kind of wage modifier to reuse for recurring modifications, for example if a reduced hourly wage applies for training sessions or for times when employees call in sick. To customise the shift types to suit your business, go to Settings > Schedule > Shift types and click ‘Create’.
Contact us at for more information on the different options.



Once the hourly wages are registered, you can choose to see your combined expenses for payroll directly on the schedule by ticking that box on the Schedule (‘payroll expenses’). That way you can keep track as you finish your schedule.
In Reports > Revenue we will provide you with a more detailed analysis, and you can customise the thresholds and filters in Settings > Report > Revenue.

Contact us at for assistance!



In the Planday portal, we can help you deduct time spent on breaks from the payroll, if your employees pay for their breaks themselves. You can choose between two settings for each department:

With default breaks, you can decide to automatically deduct 30 minutes for lunch, whenever a shift is longer than 6 hours. You create the rules yourself, but you cannot edit the break after the completion of a shift.

With manual breaks, you can schedule the break for each shift, e.g. the waiters working on Saturday from 3 pm to 11 pm are on break from 4.30 pm to 5 pm. Manual breaks also allow you to activate individual registration of breaks using the Punch Clock.

  • Go to People > Departments and click the pencil (Edit department) to edit how you want to handle breaks. To define when and for how long your employees in different groups should be on break, please go to Settings > Schedule > Breaks.

Contact us at, if you need help deciding, which mode to choose, or need help configuring breaks.

Payroll and approving shifts

As mentioned, you can easily export the available information and transfer it to your payroll system.
Before an export, we recommend that a manager approves all the shifts. You do that from the Schedule front page by right clicking on each shift and selecting ‘approve shift’.

  • Should you need to edit a shift, for example if an employee stayed a little longer, you can select ‘edit shift’, set the correct start and end time and approve with the button to the left. Finish with a click on ‘Save’.

We recommend that you approve shifts on a daily or weekly basis.
If you need to get a list of each employee’s shifts - both past and future - and whether or not the shifts were approved for payroll export, you will find it by going to Schedule > Employee view. You can edit the shifts and approve them directly from that list too.
From the list of each employee’s shifts, you can also see how much he or she is paid for each shift and how much he or she will be paid for the entire month.

To create a report with a summary of the hours worked and the pay rate per shift, sorted by employee, simply go to Payroll > Payroll export. You can choose between a number of different formats, such as .pdf and .csv. 
Before you use the report, make sure you check the control report on the page for any errors or missing information. We also recommend that you start by going through the report in .pdf to check that everything looks correct, before you export the data to your actual payroll system.

Tip! To further simplify your communication, you can upload each employee’s payslip to the Planday portal, instead of going through the hassle of sending it by post or mail. Go to the Payroll > Payrollsection and select the tab ‘Import Payslips’.

Contact us at for assistance!


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