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Zapier integration – Setup guide with Planday
Zapier integration – Setup guide with Planday

Use the apps available in Zapier to automate sending of sales or analytics data or create new employees in Planday.

Saad Saeed avatar
Written by Saad Saeed
Updated over a week ago

🎯 For admins. Find out here which apps you can connect to Planday via Zapier.

Activate the integration

Go to Zapier and log in. You can select a trigger event that will start one of the following steps in Planday:

  • Create employees (First and Last name, Salary ID, Username, Departments, Gender.)

  • Import of revenue data (Plus package or higher required).

  • Planning metrics / Data Centre (Pro package or higher required).

See an overview of which applications you can pair with Planday via Zapier.

Example Zapier app

Setting up a zap with Planday is explained in the following example. You can create a link with Microsoft Excel to create employees based on an Excel file in Planday.


In Zapier, select the app and the trigger event and go to Continue. Also, enter the login credentials for your Microsoft account.


Select the source of your trigger. In the Excel example, enter the folder/one drive location of the file, select Spreadsheet/Tab, and then press Continue. If the correct option does not come up, try to Load more.

Click Test Trigger to check that you have set up the Zap correctly. This will already send data to your Planday organisation. Check the result and confirm via Continue. If necessary, go back to the previous step to make changes.


In the next step, select the Planday app and set up the event that the trigger is to release. Under Choose Account, enter your Planday URL (example:, user name and password. For the integration to work, grant Zapier access to the required data.

For the action you have the following options:

  • Update Data Sets - Hourly

  • Update Data Sets - Daily

  • Create Employee

  • Update Daily Revenue


If, for example, you want to create an employee, specify from which fields of the linked Excel file the data should be taken. Confirm by clicking Continue.

You can then test the Zap again or continue the process via Test & Continue. If you are satisfied with the test, confirm by clicking Turn on Zap.

Frequently Asked Questions

Can I add more fields when creating an employee in Planday?

Currently, it is not possible to add more fields. Only the following fields are used to create an employee in Planday using the Zapier application.

  • First Name

  • Last Name

  • Salary ID

  • Username

  • Department(s)

  • Gender

Any other fields will need to be put in manually directly in Planday.

When trying to create an employee through Zapier, I get the following error: “The employee could not be sent to Planday - The app returned See validation errors for more information”


Please, check that the employee you've tried to create in Planday doesn't already exist in Planday.

When trying to send revenue to Planday through Zapier, I get the following error: “The createorupdaterevenue could not be sent to Planday - The app returned Day schedule for date DAY/MONTH/YEAR, could not be found for portal id=XXXX”


Please check that the day you're trying to send revenue data to the schedule has at least one shift. You must have scheduled shifts to input revenue in Planday; otherwise, the system considers it a non-working day.

Is Zapier free?

A free version of Zapier allows you a limited number of zaps and events. Depending on the number of zaps and how often you want to send information to Planday, you may want to upgrade to one of their paid packages.

You can find more information at

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