The records are kept,the hours breakdown can be printed.

How it works

1. 1

   Confirm and approve the hours

   The employee confirms their hours and the manager approves them. Corrections, approvals and skipped confirmations are recorded with their reasons.

2. 2

   Open the Change history

   The link is in the sidebar of the Publish page. Every proposed change shows before and after, status and time of decision.

3. 3

   Open Hours breakdown

   Open it from a row on the Payroll page or from the employee ledger. It lists one employee’s hours day by day.

4. 4

   Press Labor inspection export

   The button is at the top of the Staff page. You get a ZIP with a PDF and an Excel file on the location’s foreign employees.

By hand and with Plana

The rules Plana watches

• The employer must record the hours worked and the compensation paid, employee by employee, and keep the records until the limitation period ends.

  Working Hours Act 32 §.

• On request the employer must give the occupational safety authority a copy of the working-hours records, the agreements made under sections 11, 13 and 36, the balancing plan under section 29 and the shift list under section 30. Plana has a printable hours breakdown per employee; it holds no compensation paid in euros, and there is no file for the balancing plan.

  Working Hours Act 32 §.

• The shift list has to be given to the employee at least a week before the period starts.

  Working Hours Act 30 §. · MaRa TES 9 §.

• A published shift list may not be changed without the employee’s and the employer’s consent.

  MaRa TES 9 §.

• The limitation period is 2 years from the end of the calendar year in which the right arose while employed, and 2 years from the end of employment once it has ended.

  Working Hours Act 40 §.

• Compliance with the act is supervised by the occupational safety authority.

  Working Hours Act 47 §.

Who uses it

Owner

Presses Labor inspection export on the Staff page, opens someone’s Hours breakdown from the Payroll page or the employee ledger, and opens the Change history from the Publish page.

Manager

Same as the owner, as long as the role keeps the rights to manage staff and see pay.

Employee

Sees their own clock-ins on the Hours page of the phone app and can open a single entry: the two clocks, the device trace and the confirmation chain. They can’t see the change stream, and there is no export.

Accountant

Can open the Hours breakdown and the Payroll page and download the Procountor file. Can’t use Labor inspection export and doesn’t see the Change history page.

What it doesn’t do

• It doesn’t record location: the device trace in an hours entry holds no location.

• You can view the change history, but no screen downloads it.

• The web has no page for browsing the change log, no one-click export of everyone’s hours and no CSV or Excel version of the clock-ins.

• Labor inspection export holds only the foreign employees’ records, no hours, rosters or changes.

• The balancing plan has no file or export.

• Changes to a draft roster have no history, only a version number. Only changes to a published roster go through a proposal and consent.

• The role of whoever made a change is looked up by their current role, not their role at the time.

• The change stream can’t be seen on the web. On the phone only the owner and the manager can read it, and the accountant can’t read the change log.

• The Hours breakdown covers at most 92 days. Payroll and the Procountor file are always a calendar month.

Where to find it in Plana

Where to find it in Plana

Staff → Labor inspection export. Hours breakdown: Hours → Payroll and export. Change history: the link on the Publish page.

Where to find it in Plana

Labor inspection export needs the rights to manage staff and see pay. A missing detail shows as “?” in the file.

Questions

• Can I download the change history?

  No.You can view changes in three places: the Change history page, Who confirmed, and when on the Payroll page, and a single hours entry on the phone.What you can download or print includes Labor inspection export, the Hours breakdown as a printout or PDF, and the Procountor file.See:Change history on the Publish page

• What does Labor inspection export contain?

  A ZIP with a PDF and an Excel file on the location’s foreign employees.Everyone whose nationality isn’t FI is included, also EU citizens and those with no nationality filled in, and employments that ended less than 2 years ago. A missing detail is “?”, and personal identity codes and bank accounts are left out. Each person has 7 columns, and the column names are in Finnish only.It contains no hours, rosters or changes.See:Labor inspection export on the Staff page

• What happens when a clock-in is corrected?

  The correction is recorded, and the clock-in’s earlier confirmation lapses.A correction keeps the work and break times before and after and the earlier correction reason. Approval and skipped confirmation are logged as entries of their own, and adding a missing clock-in is logged too.A corrected clock-in has to be confirmed again before it can go into the Procountor file.See:Who confirmed, and when on the Payroll page

• Where do I see changes to a published roster?

  On the Change history page, reached from the link in the Publish page sidebar.Each proposed change shows before and after, status (pending, accepted, declined, expired, withdrawn), time of decision and consent evidence number. A proposal nobody has decided on yet can be withdrawn.Changes to a draft roster have no history, only a version number.See:Change history on the Publish page

• What can an employee see of their own entries?

  The clocks, the device trace and the confirmation chain of a single entry.The clocks are the moment the employee pressed and the moment the server received it. The device trace holds no location. The chain runs from the employee’s confirmation to management approval and correction.The employee can’t see the change stream: that part says only management can see it. There is no export, but under the Working Hours Act they can ask the employer for a written account.See:Hours in the phone app

• Can I get the material out when the subscription is read-only?

  Labor inspection export and the Hours breakdown work when the plan tier is still on the account but the subscription isn’t active.The Payroll page and the Change history can still be viewed. The Procountor file and making new Migri files don’t work.If the account has no plan at all, Labor inspection export doesn’t work, and the whole Payroll page turns into a locked page.See:Pricing

• Who can do the Labor inspection export?

  An owner or manager who has both the right to manage staff and the right to see pay.The button is at the top of the Staff page. Labor inspection export and the Hours breakdown are in the Perus plan.The accountant can’t, because they don’t have the right to manage staff.See:The Staff page

• How long are the records kept?

  In Plana the rows for hours, rosters and leave are kept for 3 years after employment ends, and then names are anonymised.The change log is append-only, so nothing is deleted from it, and passport and residence permit details are removed 2 years after employment ends.The employer has to keep the working-hours records until the limitation period ends, and the limitation period is 2 years.See:Working Hours Act 32 § and 40 §

Next stop in the period

Next stop in the period1Prepare · Staff, contracts and permitsContracts are signed on the phone. Residence permit expiries and immigration notices stay on schedule.

Related features

• 15–237 h06–14LAKI

  Blocked (law)Rest 7 h, under the 8 h minimum. Not saved.

  15–2310 h09–17TES

  TESRest 10 h, under 11 h. Needs the employee's consent.

  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
• Fri 11.9.

  16–2316–24Sali ilta

  Nieminen, Laura

  Shift length changed

  Waiting for employee✓ Accepted

  Before

  16.00–23.00

  After

  16.00–00.00

  Publishing and changes

  The roster goes to phones in one click. A change to a published shift applies when the employee accepts it.

  Example: Nieminen, Laura's Friday shift 16–23 becomes 16–24. The change applies only after Laura accepts it.

  • Publish by email and share link
  • Calendar subscription on the employee's phone
  • Owner exception for emergency work, kept on record
• • Hourly pay144 h
  • Sunday supplement24 h

  CSVProcountor

  procountor_plana-demo-oy_2026-09-01_2026-09-30.csv

  Hours to your accountant

  Procountor export and the accountant's own connection. No copying hours by hand.

  • Payroll file for Procountor and CSV
  • Read-only accountant connectionPro