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Flow integration - Set-up guide with Planday
Flow integration - Set-up guide with Planday

Use the integration with Flow Learning to export employee data from Planday into Flow and keep this data updated in both platforms.

Maud avatar
Written by Maud
Updated over a week ago

🎯 For admins looking to integrate Flow Learning with Planday. Go to Flow integration - FAQ if you're looking for specific answers.

If you are using Flow Learning as your training and development solution, you can easily manage your users through Planday to avoid maintaining both systems. The integration automatically pushes the necessary employee information every night to Flow where it creates, updates, or deactivates the users. If you are a new Flow customer, you can Push all your employees in one click from Planday to create them instantly as users in Flow.

Get your Flow integration credentials

To start with, you need to reach out to your Flow account manager to request the following:

  • Create the Job titles, Branches, Departments you use in Planday.

  • Enable the integration link between Planday and Flow.

  • Your connection details: Flow Company ID, and Flow Secret.

Set up your employees in Planday

The Flow integration needs 2 mandatory fields that you’ll need to add to your Planday Employee profiles:

  • Branch: They are the equivalent of your Planday Departments, and are typically locations. Each Branch will house different members of staff and the Branch manager can issue training

  • Job title (Flow): Names of the job titles, which correspond to your Planday Employee Groups. For employees that can take on multiple job roles, it would be best to input the most senior employee group the employee is a part of. This is how training modules in Flow are assigned.

The Department (Flow) can also be added but it’s optional.

  • Department: Another layer of filtration for Flow to separate areas within a working area. While your employees can be assigned to multiple departments in Planday, they can only be assigned to one department in Flow. As a result, you need to create a new field for department.

You need to create these 3 fields as custom fields in the employee form set-up in Planday. To do so, follow these steps:

  • Go to Settings > People > Employee form set-up

  • In one of the sections, click on Add field

  • Create the three fields: Branch ; Job title (Flow) ; Department

Note: These fields are best added in as dropdown selections (2.). Each option in the drop-downs will need to be the same as in Flow (3.) and set to visible and required (4.), as they will need to be present in all employee profiles in order for a push to Flow to be made. ​

  • Finally, for each employee, select the Job title (Flow), Branch and Department they belong to in the Employee details tab in their profile.

Activate the integration with Flow


⬆️ In Planday, go to Settings > Integrations > Overview > E-learning. Select Flow learning > Connect.

Enter your Flow company ID and your Flow secret that you got from your Flow account manager.

‎push employees.‎001.jpeg

⬆️ In the next step, under Settings, choose the custom fields you created in the previous step (1):

  • Branch, Job title (Flow), Department (optional) to match the Branch, Job title and Department in Flow.

Deselect the check box Include employee email addresses (2) if you want to exclude the emails when you push the employee data to Flow.

Note: You'll need to agree with Flow if you will include or exclude emails.

Finally, click on Activate (3) to launch the integration.
Now, the integration will automatically send and apply the relevant employee info in Flow every night, at 2am.

If you're new to Flow, you can do a quick manual push of all your employees to create them in Flow. Click on Push employees (4) at the bottom of the panel. This will push your employees to Flow all at once.

Select Save or Cancel to close the settings panel.

Note: If you already have users in Flow, the Flow system will filter out existing employees by checking the email and name to avoid creating duplicates.

Sync history

Stay up to date about which users are pushed to Flow in the sync history, which you find by clicking on the Show sync history button (1) in the bottom of the settings panel. The sync history gives you an overview of all your Planday users and the time for the last push to Flow.

Note: If some users do not have all Flow required fields entered in Planday, they will not be pushed to Flow. Hover the cursor on the red triangle (2) of the relevant user to see what details you need to update in Planday before you run the push again.

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