How to Manage Employees, Time Off, and Replacements
Employee management gets messy in three places at once: profiles updated one by one, a vacation plan nobody can see, and the week somebody is away. Planfix keeps all three in the Employees section, together with a company structure that hands out access on its own. This three-minute video goes through each of those tools in turn.
What You’ll Learn: How to Manage Employees in Planfix
- How to update many employee cards at once with bulk actions (0:06).
- How to build the company structure and give managers access automatically (0:32).
- How to add an entry to the time off calendar and read the schedule (1:41).
- How to hand over tasks and notifications with a temporary replacement (2:15).
How to Manage Employees in Planfix, Step by Step
Step 1. Edit Employee Cards in Bulk
Open the employee section and either select all users or pick the specific people you need, then click Edit. Choose the action from the list and save the changes. On a large team, or when employee data changes often, this replaces a long afternoon of opening cards one at a time.
Step 2. Build the Company Structure
Go to the company structure tab, open the menu of the management group, choose Change link and add the subordinate groups, then save. A visual diagram appears, and the lines on it show who reports to whom; you can follow a line up or down the hierarchy or remove it. The Autodistribution option arranges the blocks for you, and filters leave only managers on screen, or only groups with links. The practical payoff is access: a group manager automatically sees the tasks and data tags of the people in their group.
Step 3. Plan Time Off
The time off calendar shows absences for the whole company, with filtering by department and views by day, week or month. To add an entry, click Add a day off, select the employee and the type of time off, click the start date, then hold Shift and click the end date. Colors come from the system directory of time off types, so a glance is enough to tell a vacation from sick leave. The right to edit the schedule belongs to the account administrator and to employees given that permission in their profile.
Step 4. Set a Temporary Replacement
Every profile can name a stand-in. Open the hidden menu in the employee card, select Set temporary replacement and choose the person who will fill in, either for a fixed period or without an end date. From that moment the replacement is notified about the tasks and comments the absent employee would have seen, and if they had no role in a task, they are added in the highest role the absent employee held. Temporary replacements act in their own name, and when the employee is back you remove the replacement from the card.
Why These Four Tools Belong Together
Each tool covers a different kind of absence of information. Bulk actions keep the employee data current. The structure makes responsibility visible and shares access without a single manual permission. The calendar tells you who is available on a given date before you promise a deadline. The replacement makes sure that nothing waits in an empty inbox while somebody is on leave.
Who It’s For
- HR and office managers: one place for profiles, time off types and absences across departments.
- Department heads: access to their team’s tasks and reports without asking an administrator.
- Project managers: a vacation view that makes workload planning realistic.
- Administrators: bulk edits instead of repetitive work in dozens of employee cards.
FAQ
Can you update several employee profiles at once in Planfix?
Yes. In the employee section, select all users or the ones you need, click Edit, pick the action from the list and save. The change is applied to every selected card.
Who can edit the time off calendar in Planfix?
The account administrator and employees who have been granted that permission in their profile card. Everyone else sees the schedule without being able to change it.
What does a temporary replacement get access to?
They receive the notifications about tasks and comments that the absent employee would have received. If they had no role in such a task, they are added in the highest role the absent employee held, and they act under their own name.
Final Thoughts
Set the structure up once, then keep it alive with bulk edits, the time off calendar and replacements when people are away. To see what a manager gets out of it day to day, look at how to set up an employee task list in Planfix. New to Planfix? Sign up and build your first workgroup.
This video was featured in What’s New in Planfix: October 2026.
