Details, contract and permitsin one employee card.
An employee’s details, contracts and documents are in one employee card. A contract can be sent to the employee’s app to sign, and that part is in the Pro plan.
Every contract is in one of 7 states, for example not signed or ending soon.
When to use it
When a new cook joins the kitchen, the employment contract has to get signed. The passport, hygiene passport and residence permit documents have to be in one place.
Try free for 3 monthsNo credit card.How it works
Add the employee
In Settings, on the Staff tab: add an employee with the form, or press Add several and paste a 9-column table. The record holds name, phone, team, job title, contract hours range and employment start date.
Record the contract
Open the employee card on the Staff page, Employment contract tab: every signed version is its own row and isn’t edited later. Update to match contract writes the terms into the employee record.
Send for signature
On Pro: press Send to employee for signature on the contract version waiting to be signed. The employee reads the text in the app and signs or declines.
Add documents and permits
The Documents tab holds the passport, hygiene passport, alcohol license and other files, and on Pro also the residence permit row. Employees see their own in the phone app and can upload their own.
By hand and with Plana
By hand
Contracts, passport copies and permit details sit in different folders and files.
The contract travels on paper, and you keep track yourself of whether it has come back signed.
You have to remember the expiry dates of permits and passports yourself.
With Plana
The employee card holds the details, contract versions and documents, and every contract is in one of 7 states.
On Pro, the contract goes to the employee’s app, and the signing declaration and the SHA-256 hash of the full text are stored.
The Staff overview has one row per person with columns for contract, residence permit, passport, hygiene passport and Migri notifications. The Action needed column shows what to look at first.
Example: what a contract card holds
The demo data has no figures for contracts or permits, so these are the product’s own values, not customer data.
- 14rows on the contract cardProduct values · not customer data
- 7contract statesProduct values · not customer data
- 4languages of the signing textProduct values · not customer data
The rules Plana watches
- 6 monthsmaximum probation periodTyösopimuslaki 55/2001
- 2 yearshow long passport and permit files are kept after employment endsPlana’s retention periods
- 7 dayswithout a signed contract before a reminder appearsPlana’s own rule
- 90 daysbefore a permit or passport expires, when it is marked as ending soonPlana’s own rule
An employment contract can be made orally, in writing or electronically.
Työsopimuslaki 55/2001An employment contract is valid until further notice unless there is a justified reason to make it fixed-term.
Työsopimuslaki 55/2001A probation period of at most six months can be agreed, counted from the start of work.
Työsopimuslaki 55/2001Passport and residence permit files are deleted 2 years after employment ends. Other files are anonymised after 3 years.
Plana’s retention periodsA reminder appears when 7 days have passed since the start of work and there is no signed contract. A fixed-term contract is marked as ending 30 days before its end, a residence permit and a passport 90 days before.
Plana’s own ruleA contract counts as signed when it has a signing date and either a signed file or the employee’s electronic signature.
Plana’s own ruleThe basis for the right to work decides which rule applies, not nationality.
Plana’s own ruleAn EU basis needs no residence permit file, but the basis is still recorded: the right to work comes from citizenship.
Plana’s own rule
Who uses it
- Owner
- Sees the overview and employee cards on the Staff page, and the Staff tab in Settings. Records contracts, sends electronic signature requests, uploads documents, and creates the Migri materials and the labor inspection export.
- Manager
- Same as the owner. If a custom role loses the permission to manage employees or to see pay, the matching action is missing.
- Employee
- Sees a contract summary, documents to sign and their own documents in the phone app under Me. Can sign the contract and upload their own documents.
- Accountant
- Doesn’t see these screens. On the web, the accountant has only Payroll and Reports.
What it doesn’t do
It isn’t a general HR system: there is no recruiting, performance review or training.
Electronic signing covers the employment contract only. The terms attachment (työehdot) can be prefilled but is still signed by hand.
Without an app account, the employee can’t sign in the app. When a request expires or is declined, you upload a contract signed on paper or send the request again.
Plana doesn’t submit the Migri notification for you. You make the Enter Finland notification yourself, and Plana gives you a field list you can copy from.
It doesn’t block a shift after the permit’s expiry date. The permit is checked only against whether the shift falls within the team’s registered field.
The field check needs three things: an employee-permit basis, the employee’s permitted field and the team’s field. If one is missing you see a grey reason, not a violation.
The student’s yearly hours limit counts only the hours your organization can see. A shift dragged in by hand doesn’t turn red when it crosses the limit.
The PDF doesn’t support every character. If the form text contains, for example, a Chinese name, the PDF isn’t generated until you use Latin spelling.
The MaRa contract form is members’ material. Plana doesn’t host or distribute it and only links to it.
Where to find it in Plana
- Where to find it in Plana
- Staff → employee name → Employment contract
- Where to find it in Plana
- First you need the employee’s details (Settings, Staff tab). Electronic signing also needs the Pro plan and an employee with an app account.
Questions
Next stop in the period
Next stop in the periodPlan · Auto-scheduleOne click fills the period to your needs. You decide which suggestions stay.
Related features
Employee app
Employees install the app on an Android phone from a link the restaurant gives them. Their own shifts, calendar subscription and notifications, in four languages.
Ready for a labor inspection
Shift changes, clock-in corrections and approvals are kept on record: who, when and what. You can print an employee's hours breakdown.
Every change checked against the law and the collective agreement
36 checks run the moment you change a shift. A shift that breaks the Working Hours Act is not saved. A shift that breaks the collective agreement (TES) gets a mark.
- While you drag, you see whether a shift will save
- Hour and rest limits for employees under 18
- Work permit tied to an occupation: a shift outside it is not saved