If you’re using Zenegy to manage your company payroll, quickly export your employee details and payroll data from Planday into reports to import into Zenegy. All reports are exported in CSV format.
Follow the steps below to get the most out of using Zenegy together with Planday.
1. Activate Zenegy in Planday
Log into Planday and go to the integration page in Settings > Integrations > Overview. Find Zenegy and select Add.
Configure Employee details and absence reports
Employee details report
You can import employee details reports from Planday to Zenegy to easily create your employees in Zenegy. The employee details reports are set up with a standard format that matches Zenegy, but you should verify the standard configuration of the file to ensure that the right details are being imported for your organisation.
Select “show details” in the Employee details report to see the standard configuration of the report. You can easily make changes to the exported fields for each column or addd new fields as required.
End the configuration by selecting Activate.
Before you can start creating absence reports, you’ll need to configure the settings. Go to Settings > Payroll > Prints > Absence reports. The field report type should not be filled out.
Next, select the shift types to be included in the absence reports. When importing to Zenegy, the absence needs to be submitted in days. Therefore, you need to define the minimum required absence time per shift, for the shift to be included in the absence report.
Select the shift types that should be included as absence next. Select the edit icon on the right side and mark the checkbox on the left side if you want the shift type to be included. Select “number of shifts” in “summing method”. Finally, select the green checkmark, then “save” at the bottom.
2. Add salary identifiers & codes to Planday
To ensure you have the correct payroll format to match your records in both systems, you need to add your salary identifiers and salary codes from Zenegy to Planday.
To update each employee in Planday with their unique salary identifier from Zenegy, go to People > select and edit employee > Salary > add Salary identifier.
Update Planday with Salary codes from Zenegy so that it can identify whether or not the data in the export file should be counted as normal hours, extra hours, or payroll supplement.
First, enter the salary code for normal worked hours and monthly salary in Settings > Payroll > General > Salary codes.
If you want to apply salary codes for payroll supplements you need to create the payroll supplements and then add the salary code. Create the payroll supplements in Settings > Payroll > Payroll supplements. Create or edit the supplements to enter the specific salary code.
If you are using Planday to register e.g. sickness and it's created as a shift type, you can also apply salary codes to that specific shift type. Go to Settings > Schedule > Shift types and edit the shift type you want to apply the salary code for.
Finally, if you want to separate the hours between different employee groups for the employees payroll, you can apply specific salary codes to different employee groups. Apply salary codes to employee groups in the top menu People > Employee groups > and edit the employee group to enter the salary code. The salary code for the employee group will then overwrite the salary code for normal worked hours.
You can learn more about preparing payroll here.
Before exporting the payroll export file, remember to double check approved shifts.
3. Export employee details from Planday
You can easily generate employee details reports from Planday and import into Zenegy to manage your employees in both systems. Go to People > Employees > Tools > Export data > Integration templates > Employee details > Create report > Type: Zenegy.
Select which departments you want to include and whether or not to include deactivated employees. Finally, you have the option to apply one of the following filters to the report.
Exports all users created within the given period.
Exports all users with changes to one of the selected fields within the given period.
Exports all users who have been deactivated within the given period.
Exports all users with a hired date set to a date within the given period.
Select Export data to download the file to your laptop. Before importing into Zenegy you should verify the content of the file.
4. Export Zenegy reports from Planday
- Go to Payroll > Payroll export.
- Choose date interval.
- Choose between all employees or select specific employee groups.
- Under Format, choose Zenegy.
- Download file.
- Ready to import to Zenegy.
5. Export absence reports
To export the absence reports you want to import into Zenegy, go to Payroll > Payroll export > Absence reports, then select the details for the report to be exported.
- Start date
- End date
- Select department
- Select how the file should be sorted
- Select employees
- Select Zenegy format
- Click Print report
Now the absence report is downloaded to your laptop. Please verify the file before import to Zenegy.