The Zapier integration will allow you to use Zapier's available apps to integrate with Planday and be able to send Revenue data, create employees, or import Business Analytics data into Planday.
This can help improve your scheduling solutions and be able to better infer how to improve your metrics. It can also help avoid duplicate data in both your HR system and Planday, as this would allow for employee data to only have to be created in the HR system and the integration can automatically create the same employee in Planday.
Start by navigating to https://zapier.com/ and sign up/log in with your user details.
Set up/Create your Zap with Planday by selecting your TRIGGER/App event that will then create one of the below in Planday:
Creation of employees**
**First Name, Last Name, Salary ID, Username, Department(s), Gender
Planning Metrics/Data Center (Hourly and daily values)
Revenue import is included from the Plus Package and up in Planday.
Planning metrics and Data Center are included from the Pro Package and up in Planday. You can read more about our packages here.
In Zapier you can explore what apps are available to pair with Planday.
For example, you could set up an App Event through Microsoft Excel to create Revenue in your schedule in Planday based on the data in a Microsoft Excel spreadsheet you have in your system. You can also select another app like BambooHR to create Employees in Planday based on an event in Bamboo.
Once the trigger has been selected, you’ll need to:
Choose the trigger event (e.g. If you chose a Microsoft Excel file as the App, then when a new row is created in your Excel spreadsheet it could trigger an employee being created in Planday) and click continue.
Choose the App account (e.g. to continue with the Microsoft Excel app example, you would need to input your details for your Microsoft account to give access to Zapier to it) then click continue.
Select the source of the trigger to indicate to Zapier where the source of the information you want to send to Planday is. Continuing with the Microsoft Excel example, indicate in which folder in your computer/One Drive is the file, then select the spreadsheet and worksheet that's applicable, and click Continue when ready.
If the folder/spreadsheet/worksheet doesn’t come up immediately, note that you can click on “Load More” to load more options within the dropdown that Zapier will show you.
Click Test Trigger to check that you’ve set up the “Zap” correctly/the intended way. This will send information to your Planday portal based on the Trigger you created as a test to see if it works correctly - you’ll be able to see the information sent as well. If something needs to be changed, go back to the previous/applicable step before continuing. Click continue if it’s all correct.
Choose the Planday app & event to tie up the Trigger you created to Planday;
Select the Action/What you want to trigger into Planday then click Continue:
Update Data Sets in Planning Metrics - Hourly
Update Data Sets in Planning Metrics - Daily
Create an Employee in Planday
Update Data Revenue
Under Choose Account > Planday account > Connect a new account, input your Planday URL (yourdomainname.planday.com), followed by your username and password. When ready, click Continue.
Please, note that for the integration to work, you’ll need to agree to give Zapier certain access to some of your Planday data.
The next step is setting up the action that will take place in Planday.
For example, if we have an Excel Spreadsheet we’ve set up as the trigger event, where does Zapier need to look to get the needed information from the spreadsheet.
For creating an employee in Planday, the compulsory fields to create an employee in the Planday system needs to be mapped:
Departments: to which department will the employee belong (based on your Planday portal’s departments)
Gender: the gender of the employee (the compulsory fields in the Planday system to be able to create an employee).
Click continue once ready.
Now you are ready to complete the setup by clicking either “Test & Review” to double-check everything is working correctly/as intended before proceeding, or “Test & Continue” to complete the initial setup.
Once you are happy with the results of the Test, you can finish the setup by selecting “Turn on Zap”:
You can check the history of Zaps and your Zaps setup under your account in Zapier:
Can I add more fields when creating an employee in Planday?
Currently, this is not possible. Only the following fields are used to create an employee in Planday using the Zapier application.
Any other fields will need to be input manually directly in Planday.
When trying to create an employee through Zapier, I get an error saying “The employee could not be sent to Planday - The app returned ”See Validation errors for more information“. What’s going on?
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 an error saying “The createorupdate revenue could not be sent to Planday - The app returned "Day Schedule for date DAY/MONTH/YEAR, could not be found for portal id=XXXX"”. Why is this happening?
Please, check that the day where you’re trying to send revenue to in the Schedule has at least one assigned shift in it. To be able to input revenue in Planday, you need to have scheduled shifts, as otherwise the system will consider it a non-working day.
Is Zapier free?
There is a free version of Zapier that allows you a very limited number of zaps and events among other things. Depending on the number of zaps and how often you want to send information to Planday, among other things, you may want to use another of their packages. You can find more information here.