Step-by-step:
Go to Menu > Organization settings > Integrations and select the Planday Integration.
2. Click Connect to Planday.
3. Enter your company’s Planday URL (e.g. adamscafe.planday.com) and log in as usual. You must have the correct permissions in Planday to complete this connection.
4. Click Authorize.
5. If it says Connected in Runwell, everything is working correctly.
Having trouble connecting? Here’s how to connect manually
Pair Locations with Departments
First, you’ll need to connect the departments in Planday to the correct locations in Runwell.
On the left side, you’ll see all your departments from Planday. On the right side, you can select which location in Runwell each department should belong to.
You can link multiple departments to the same location in Runwell.
No need to press save — changes are saved automatically.
Match Job Titles with Employee Groups
Similar to departments, you can pair job titles in Runwell with employee groups from Planday.
You can have multiple employee groups per job title.
On the left side, you’ll see all your employee groups from Planday. On the right side, choose the job title you want each group to be linked to.
No need to press save — changes are saved automatically.
If you can’t find the right job titles, make sure they’re created first under Job Title Templates.
Synchronize Users Between Planday and Runwell
You’ve now completed the manual setup — the rest feels like magic! ✨
Click Activate to review what’s about to happen.
Here, you’ll see an overview of which users will be invited, if job titles will be changed or updated, and whether there are existing users not yet connected to Planday.
Then click Start synchronization.
Planday and Runwell will now sync automatically every hour.
Planday will be your master system — all additions, removals, and changes to employee roles or locations should be made in Planday.
If you have employees who should only exist in Runwell, you can add them directly in Runwell.
Transfer Tasks to New Job Titles
It’s important to clean up your existing job titles under each location so that tasks and other assignments are transferred correctly to the job titles now linked to Planday.
Step-by-step:
Go to Location > Job titles.
2. If you have existing job titles that correspond to the ones now connected to Planday, you can archive them.
Click the dot menu > Archive, and keep the toggle on to transfer tasks to the new connected job title.
Finito finale! 🎉
Congratulations — everything should now be up and running!
It might take a few minutes for everything to fully sync, but you can already check it out under My Shifts (the clock icon at the top of the menu) or by going to Location > Team > Shifts to test the integration.
Don’t hesitate to contact our customer support if you have any questions — we’re here to help you get started 🤩