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The Planday integration syncs employees from Planday into Pike members, contracted hours from Planday contract rules into weekly capacity, and approved absence requests into Pike time off. Your team keeps scheduling and HR in Planday. Resource managers plan project work on the hours each person is contracted for, minus the days they are away.

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At a glance

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Before you start

You need:
  • The workspace admin role in Pike.
  • A Planday user with the Administrator role and access to every department you want in Pike. Pike reads with that user’s access, so departments the user cannot see do not sync. If that user is later deactivated in Planday, the token stops working and an administrator authorizes the app again.
  • A Planday plan that includes API access.
  • Contract rules on your employees in Planday, if you want contracted hours to set capacity.
  • Pike time off types for the Planday absence accounts you use. You map each account during setup. See Time off.

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Connect Planday

1

Open the integration

Go to Workspace settings → Integrations → Planday and click Add integration. Pike shows the Pike app ID. Copy it.
2

Authorize the Pike app in Planday

In Planday, go to Settings → Integrations → API access and click Connect app. Paste the Pike app ID, click Authorize, and approve the access Pike asks for: read access to employees, departments, employee groups, contract rules, absence and pay. Copy the refresh token from the Token column.
3

Enter the token

Back in Pike, paste the refresh token and click Connect. Pike checks the token and shows the Planday portal name.
4

Map time off types

Under Time off types, choose a Pike time off type for each Planday absence account. Pike suggests a mapping from the account names.
5

Choose what syncs

In the What syncs with Planday card, turn Read on or off for each entity, and choose whether to turn on Invite new employees.
6

Import

Click Import data. Departments and employee groups import first, then employees and contracted hours, then absence.
The integration page shows Connected, the Planday portal name, Last synced and Next sync.

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What syncs

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Employees

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Contracted hours

To give a part-time employee a different week, such as four days, set the work schedule in Pike. Pike uses that schedule as long as the weekly total matches the Planday contract rule. An employee with no contract rule uses the capacity set in Pike. Scheduled shifts in Planday do not import and do not change capacity. Shifts are the rota for who covers which hours. Allocations in Pike are planned against the contracted hours, so a week with fewer shifts does not show as free project time.

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Time off

Default type mapping: vacation accounts to Vacation, overtime accounts to Time off in lieu, sick to Sick, parental to Parental, unpaid to Unpaid leave, and every other account to Vacation. Each type counts toward the member’s norm hours as set on the Pike type.

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Compensation

Sync compensation to cost profiles is off by default. Only admins and finance users can turn it on. Planday sets pay rates per employee group, so Pike uses the rate for the employee group that sets the member’s position. See Cost profile.

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Matching and duplicates

On the first import, Pike matches before it creates:
  • An employee matches a Pike member with the same email. A match links the two, and Planday values replace the Pike values for the fields in the mapping.
  • A department matches a Pike team with the same name. An employee group matches a Pike position with the same name.
  • Absence always imports as new time off. Time off already entered in Pike for the same member and dates stays, and the Planday request is listed in Sync issues as an overlap.
An employee with no matching member appears under Unmatched employees on the integration page. Click Invite to send a Pike invite, or Link to member to link the employee to a member with a different email. With Invite new employees on, Pike sends the invite automatically with the default role the admin chose.

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Which system wins

Edit Planday-owned fields in Planday. Pike shows them as read-only with the Planday marker.

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Sync schedule

Pike syncs Planday every 3 hours. On the Enterprise plan, changes sync in real time. Import data, Sync now and Refresh on a member run straight away on every plan. See How sync works.

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Sync settings

While Planday is connected, the What syncs with Planday card is below the top button row on the integration page. Toggles save immediately. New connections start with Read on for employees, contracted hours and time off, Invite new employees off, and compensation off.

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How it works

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Use it in Pike

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Plan around approved leave

Open Members → Allocations to see each person’s capacity for the week. Approved Planday absence shows on the day with its type, and the hours are already removed from capacity, so an over-allocated day stands out before the work is due. See Workspace capacity.

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Staff part-time people on their contracted hours

A designer on a 30 hour contract rule in Planday has 30 hours of capacity in Pike. Utilization for that person is measured against 30 hours, not a full-time week, so part-time staff do not show as underused.

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Onboard a new hire

When a new employee is added in Planday, they appear in Pike with their team and position on the next sync. Turn on Invite new employees, or click Invite under Unmatched employees, and the person can log time on their first day.

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Offboard a leaver

When an employee is deactivated in Planday, the member is deactivated in Pike. Their logged time, allocations and history stay on every project, and they stop counting toward capacity from the deactivation date.

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Deletes and removed records

An integration never deletes Pike data. An employee deleted in Planday is marked Removed in Planday on the member, stays in Pike with their history, and stops syncing. An absence request canceled in Planday after approval is removed from Pike capacity on the next sync, and the change appears in the member’s time off history.

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Troubleshooting

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Limits

  • Pike does not write to Planday. Planday punch clock entries belong to scheduled shifts, and Pike time entries belong to projects and tasks, so Pike time stays in Pike.
  • Scheduled shifts do not import and do not set capacity. Contracted hours from the contract rule do.
  • Vacation and overtime account balances stay in Planday. Pike shows balances from its own time off policies.
  • Pending or declined absence requests do not sync.
  • Compensation sync is off until an admin or finance user turns it on.
  • Pike reads only the departments the authorizing administrator can see.

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Disconnect

Go to Workspace settings → Integrations → Planday and click Disconnect. Syncing stops and every member, team, position, capacity row and time off entry stays in Pike with its history. Reconnecting the same Planday portal relinks the members.