Turns the Adobe Sign form-field export into Planday’s employee import template,
and builds the payroll onboarding sheet from Planday. Everything runs in this browser;
Planday is only ever read, never written.
1. Get the Part B answers
The Power Automate flow that already runs for Acrobat Sign writes every
completed Part B into an Excel workbook in SharePoint. Refresh from
SharePoint reads that workbook through the proxy. Or drop a CSV or Excel
file yourself. Both end up in the same place.
Drop the CSV or Excel file hereor click to choose a file — the Power Automate Excel works too
Applications received
Received
Name
Post offered
Status
#
Column name in your file
First row value
Used for
2. Connect to Planday (optional)
Reads the department and employee group names from Planday so the
values in step 3 are checked against the real thing rather than typed from memory,
and lets step 8 read staff records. Read only. Connect the same way as the other
Severn Care tools — the app’s Application ID and
Token from Planday’s API Access page — or, if this page
is hosted with its proxy, with the proxy’s PIN instead.
3. Fill in what Part B does not ask
Planday’s import needs a Department and an
Employee group for every person, and both must match a name that
already exists in Planday exactly. They are picked from the lists here rather than
typed, and the lists are remembered on this computer.
The employee group is worked out
from the post offered on Part B using the table below.
These lists are not read from Planday. They are kept here and must
match Planday’s names exactly — capitals, spaces and all — or the
import will fail or create the wrong thing. Check them against
Settings → Departments and Settings → Employee groups
in Planday whenever either changes.
Departments
Department name in Planday
Post offered on Part B → Employee group in Planday
Post offered (as on Part B)
Employee group name in Planday
4. Check the mapping
Matched automatically from the column names. Change anything that
looks wrong — your choices are remembered. The first five rows are the import file;
the rest feed the checks, the profile sheet and the emails.
Column
Comes from
Example from row 1
Status
5. Check and download
The import file carries
only the five columns Planday’s template has. The profile details sheet holds
the rest of what Part B collected — mobile, date of birth, address, National
Insurance number — for completing each profile in Planday after the import.
It is personal data; delete it once the profiles are done.
6. Reference requests
Two satisfactory references are required before anyone starts.
These are built from the referee details on Part B.
7. Welcome email
Send this once the Planday profile is created and the invitation has
gone out. It tells them what to do next.
Arrival time is 8.00 am, or
8.00 pm where the post or employee group is a nights one.
Location
Address as it should appear
8. Payroll onboarding spreadsheet
Builds the file the payroll partner expects, the same layout as
Rdential’s. It reads Planday through the connection in step 2 and does not
need a Part B export, though it will top up anything missing from one if it is
loaded. Run it once the people in it have their profile completed in Planday, so
their bank details and date of birth are in place.
Planday does not hold the bank name, so it is worked out from the
sorting code. Longer prefixes win, so 040004 beats 04.
Anything with no match is left blank rather than guessed — the payroll
partner does not usually need this field.
Sorting code starts with
Bank
9. Send Part B for signature
Queues a signing request in SharePoint. A Power Automate flow picks it up,
sends the approved Part B PDF through Acrobat Sign with your welcome message as the
invitation, and writes the agreement id back. Nothing is sent until you confirm on
the review step, and a request is never sent twice.
{firstName}, {postOffered} and {location} are replaced when sent. Edits are remembered on this computer.
Check before sending
Requests sent from this computer
How to use this
This tool sits between Adobe Sign and Planday. It takes the answers people gave on
the Part B form and turns them into the spreadsheet that Planday’s
Import from file expects, so nobody retypes anything — and it runs the
same checks on the data as the Rdential version did.
When to do this. Only once the DBS has come
back clear and both references are satisfactory. Creating the Planday profile before
that point means committing to a start date you may have to withdraw.
1Get the Part B answers
Refresh from SharePoint (the default) reads the workbook that your
Power Automate flow keeps up to date with every completed Part B:
Type the proxy PIN once; it is remembered on this computer.
Press Refresh from SharePoint. The proxy signs in to Microsoft with
its own credentials, downloads the workbook file, and this page reads it. The line
under the button shows when it last worked, how many records came through and when
the workbook last changed.
Each refresh replaces what is loaded, so running it twice never
doubles anyone up. If a refresh fails, what was loaded before is left alone and the
reason is shown.
The columns in the workbook are whatever the flow writes. The
mapping in step 4 matches them by name, and anything it cannot match shows as not
found with a dropdown to point at the right column; that choice is remembered.
Numbers that need their leading zero (mobile numbers, NI numbers) must be text columns
in the workbook — Excel drops the zero otherwise, and nothing here can put it
back.
Drop a CSV or Excel file is the manual route and still works:
In Acrobat Sign, Manage → select the agreement or the web form →
Download Form Field Data; or Reports → New Export for several
at once. Or download the SharePoint workbook yourself.
Drag the file onto the dashed box, or click it to browse. Nothing is uploaded; the
file is read inside this browser only.
3Choose the department and employee group
Planday’s import template has five columns: first name, surname, email,
department and employee group. Part B gives the first three. The other two are
Planday’s own structure, so they come from the lists under step 3:
Department applies to everyone in the batch. It starts as
Gatwick House, which is what Planday calls it.
Employee group is worked out per person from the post
offered on Part B, using the table. If a post is not in the table, the
fallback dropdown is used, and if that is empty the row is flagged.
The names must match Planday exactly. The lists
are kept in this page, but once you have pressed Connect and load in
step 2 every name in them is checked against what Planday actually has — a name
that differs only in a capital or a space is called out separately, because that is the
kind that looks right and fails. A mismatch also blocks the download in step 5.
3aConnect to Planday (optional, but do it once)
In Planday, as an administrator: Settings → Integrations → API
Access. Use the app the other Severn Care tools use, or create one with
employee:read and the bank account, birth date and SSN scopes. Copy its
Application ID and Token.
Paste them into step 2 and click Connect and load.
The department and employee group names load, the step 3 lists are checked
against them, and Show what came back lists every name with its
Planday ID.
They are remembered on this computer, so this is a one-off. Forget
credentials removes them and the cached names. The token is issued to the
Planday user who authorised the app, so authorise it from a dedicated admin login
rather than a personal one — if that user is deactivated the token dies with them.
Through the proxy is the alternative for a shared machine where you
would rather the token was not in the browser at all: the page is hosted on a
Cloudflare Pages project with _worker.js, the Application ID and Token
are secrets on the project, and the page only holds a PIN. Same read-only calls,
same result.
4Check the mapping
Each column shows where its value comes from and an example from the first
record. Most are matched automatically from the column names.
matched — found in the Adobe export
derived — worked out, such as first name and surname from the full name
not found — pick the right column from the dropdown; your choice is remembered
5Read the warnings, then download
Before the download button, the tool flags anything that would make a bad record:
a missing first name, surname, email, department or employee group; an email
address that is not valid as a Planday username; the same email twice in one
batch; a date of birth it could not read; a National Insurance number in the wrong
shape; and any date of birth giving an age under 18.
Fix what it finds, then click Download Planday import. The file
is an .xlsx laid out exactly like Planday’s own template.
Download profile details sheet gives you a second .xlsx with the
rest of what Part B collected — mobile, date of birth, address, gender, National
Insurance number, post and location. Planday’s import does not carry those, so
this is what you work from when completing each profile afterwards.
6Import into Planday
In Planday go to People → Employees → Create employees →
Import from file.
Upload the .xlsx this tool produced. Do not rename the column headings.
Check the preview Planday shows you before confirming. A department or employee
group it does not recognise is the usual reason for a rejection.
Open each new profile and complete the details from the profile sheet: mobile,
date of birth, address and hire date. The email becomes the username.
Then use Invite employee so they set their own password.
7Send the reference requests
Two satisfactory references are required before anyone starts. Section 6
builds both requests from the referee details given on Part B.
Paste the Adobe Sign reference form link into the box at the
top. This is the form the referee fills in. It is remembered, so this is a
one-off unless the form changes.
Add your name, job title and the reply address. Leave the name blank and the
message signs off as Severn Care HR. The reply address has no default —
it must be filled in.
Each referee is set to Employer or Character
automatically from the relationship they gave. Change it if the guess is wrong
— the opening paragraph differs.
Create email downloads a .eml file. Double-click it and it
opens as a draft in Outlook with the link already clickable, ready to check
and send.
Open in mail app is quicker but produces plain text, so the
full web address is shown rather than a tidy link.
Preview shows the wording before you commit to it.
If no reference form link has been set, the email says so in
red rather than going out with a broken link.
If the candidate answered No to approaching
their current employer, a red warning appears above their referees. Check which of
the two that is before sending anything.
8The payroll onboarding spreadsheet
Section 8 builds the file the payroll partner expects — the same layout the
Rdential tool produces, because both organisations use the same provider. It reads
Planday through the step 2 connection, so it needs the PIN but not a Part B export
— though if one is loaded, anything Planday is missing is topped up from it.
Starters in one month is the routine run: everyone whose hire
date in Planday falls in the month you pick.
Every member of staff produces the same columns for the whole
workforce. It is for a payroll provider changeover or a full reconciliation, not
for the monthly run.
Payment frequency is stamped on every row of the file, so set it
for the batch. Planday does not hold it.
The all-staff file holds the home address, date of birth, National
Insurance number and bank account number of every employee in one place. That is a
different thing to have sitting in Downloads than a file of three new starters. Send it
the way you would send payroll, and delete it afterwards.
What Planday cannot supply. Tax code, week 1 / month 1 basis, NI
category and bank account name have no field in Planday, so those columns are blank
for the provider to take from the starter checklist. Title comes from Part B when an
export is loaded. Everything else — name, address, phone, email, gender, date of
birth, NI number, start date, account number and sorting code — comes from the
Planday profile, so the file is only as complete as the profiles are.
Bank details, date of birth and NI number are behind extra scopes.
If the Planday app the proxy uses does not have them, Planday refuses those fields,
the tool says so in red, and the columns are blank. Add the scopes to the app in
Planday and run again.
Sorting code. Planday stores the bank account as a
registration number and an account number. In the UK the
registration number is the sorting code. Check the first file against a payslip.
Check-only copy replaces the bank and NI values with
(held) while still showing which are missing, so you can review gaps
without the numbers leaving Planday. The file and its sheet are named
CheckOnly-NotForPayroll so it cannot be sent by mistake.
People who have left. Planday keeps deactivated staff on a separate
list, so the all-staff run leaves them out unless you tick the box. A deactivation
date still in the future means they are still employed, so they stay in and are marked
leaving. A month batch keeps everyone who started that month, leavers
included, because they still need paying for the days they worked.
9Send Part B for signature
Type the candidate’s name and email, choose the post offered, check the
location and the agreement title (it fills in from the name).
The welcome message is what the candidate reads in the Acrobat
Sign invitation. {firstName}, {postOffered} and
{location} are replaced. Edit it once and it is remembered; Reset
message to default brings the standard wording back.
Review before sending shows the recipient, the document, post,
location and the exact message. Send to this candidate queues a
request in the SharePoint Signing Requests list; the flow sends the PDF
through Acrobat Sign and writes the agreement id back.
The table at the bottom shows every request made from this computer and its state:
queued (waiting for the flow), sent (Adobe has confirmed and given an
agreement id), or failed (with the flow’s reason). Check
status re-reads them. A request is never sent twice: each one carries its
own id, and confirming again, reloading, or checking status only ever finds the
existing one.
Before the first real candidate: send one to a
nominated address, complete and sign it, confirm the completed form reaches the
workbook, and press Refresh here. The pre-filled post and location, both signature
places and the conditional fields are what to look at on that test.
How the Planday connection works
Planday’s API is OAuth2: the app’s Token is a long-lived refresh
token, swapped at id.planday.com for an access token that lasts
an hour and is kept in memory only. Every call carries that access token and the
Application ID, and every call this tool makes is a read — departments,
employee groups and employee records. Nothing is written to Planday.
To revoke the connection entirely, delete or re-authorise the app in Planday. If
you use the proxy, changing its PIN locks every copy of this page out at once.
What this tool does not do
It does not write anything to Planday. The connection is read only, and you
still do the import yourself, so you get to check the preview first.
It does not put the date of birth, address, phone or National Insurance number
into Planday. The import template has no columns for them; they are on the
profile details sheet for you to complete by hand.
Bank details and tax status are not on Part B
at all; they are collected through whatever Severn Care uses for payroll
onboarding.
It does not read the signed PDF. Adobe flattens those, so the data comes from
the form field data, fetched or exported.
If something goes wrong
Columns show “not found” — Adobe has named
them differently. Use the dropdown to point at the right one; it is remembered.
Dates look wrong — someone typed a date in an unusual
way on the form. Correct it in the source CSV and drop it in again.
Token exchange failed — the Token has been revoked, the
app removed, or the user who authorised it deactivated. Authorise the app again
and paste the new Token. Wrong or missing PIN (proxy mode) —
the PIN must match TOOL_PIN on the proxy exactly.
Planday rejects the file — check the department and
employee group names against Planday letter for letter, and that no column
headings were edited. If the file itself is refused, open it in Excel, save it
again as .xlsx and retry — this tool writes a minimal spreadsheet and some
importers are fussy.
Which version am I using?
The pill beside the title at the top of the page shows the build number.
Click it to see what that build changed. If someone reports a problem that was
supposed to be fixed, check the pill first — a stale copy in Downloads is
the usual explanation.
This build is v0.6, 14 Oct 2026.
Where the data lives
Nothing leaves this browser except requests to the proxy (which reads the workbook
and queues signing requests) and, if used directly, Planday.
Your batch settings, lists, the credentials and the cached names are stored on this
computer only, and Forget credentials removes them. The downloaded files
contain personal data, so treat them like any other HR file: import, complete the
profiles, then delete them from Downloads.
