Get more from Planday: 10 prompts to try in Claude and ChatGPT
You've connected Planday to Claude or ChatGPT. Now what?
Think of this as your cheat sheet for the first week. Ten real prompts, built around the scheduling moments your team faces every week, from a quick rota check to sorting cover for a last-minute sick call. The AI reads your live Planday data, surfaces recommendations, and waits for your go-ahead before anything changes.
Not set up yet? Connect Planday to Claude →
Before you start: one thing worth knowing
The more specific you are, the better the answer.
"Who can work Saturday?" will get you a list. "Who can cover a 9am–5pm shift on Saturday in the kitchen, respecting contracted hours?" will get you a ranked recommendation. Same question, much more useful answer.
Start simple and build from there.
Tier 1 — Verify first (prompts 1–3)
Before you use this for anything critical, take five minutes to build trust in what you're seeing. Ask something you already know the answer to and watch the data come back correctly. Once it does, you're ready.
1. Get an overview of this week
"Show me the published rota for this week."
What you get: a full summary of who's working, when, and where across the week.
2. Check a specific employee's schedule
"What shifts is [name] working this week?"
What you get: their full schedule for the week, including any gaps. Handy when a team member catches you off guard with a question and you want a quick answer.
3. Check a leave balance
"How many holiday days does [name] have remaining?"
What you get: their current balance, pulled directly from Planday.
Tier 2 — Explore (prompts 4–7)
Once you've seen it work, start using it where it'll have the most impact: the questions that eat up your day.
4. Find cover for a sick call
"Someone just called in sick for the 2pm–10pm shift today. Who's available to cover?"
What you get: a list of available employees who could step in, based on their current schedule and role. You decide who to contact, and nothing changes until you confirm.
5. Review pending shift swap requests
"Are there any shift swap requests waiting for approval?"
What you get: a full summary of outstanding requests, who's involved, and what they're asking for, ready for you to approve or decline in one go.
6. Check working-time rules before adding shifts
"Has [name] hit their contracted hours this week already?"
What you get: a clear answer before you add anything to the rota, so you stay on the right side of their contract.
7. Get a view across your whole team
"Who is scheduled to work next Saturday and what roles are covered?"
What you get: a full cross-team picture for a specific day, useful for spotting gaps before the week arrives.
Tier 3 — Act (prompts 8–10)
You've verified and explored. Now let it do the heavy lifting, with you confirming every step.
8. Draft a rota
"Draft a rota for next week based on current availability, contracted hours, and last week's shift patterns."
What you get: a full draft rota based on your live Planday data. Review it, adjust it, then confirm what you want published.
9. Assign cover and confirm it in Planday
"Assign [name] to cover the 6am–2pm shift on Friday and publish it."
What you get: the shift assigned and published in Planday. One instruction, no app switching. You'll see a confirmation before anything goes live.
10. Approve a shift swap
"Approve the swap request between [name] and [name] for Thursday."
What you get: the swap approved and the rota updated in Planday. Both employees are notified.
What it won't do
We want to be upfront about this:
It can't access employee emails, dates of birth, payroll, or bank details, only scheduling and availability data
It can't exceed your own Planday permissions. If you can't see it in Planday, it won't show up in Claude or ChatGPT either
It won't publish, assign, or change anything without your confirmation. Every action requires your go-ahead
It won't use your Planday data to train AI models
The bigger picture: bring the outside in
The 10 prompts above work entirely within your Planday data. But the bigger opportunity comes when you start connecting other parts of your tech stack.
Because Planday lives inside Claude and ChatGPT rather than the other way around, you can bring in outside data sources in the same conversation: your POS system, your bookings platform, your sales forecasts, a local events calendar.
That opens up questions you've probably had to piece together manually until now:
"Next Saturday we have a private event for 120 covers from 7pm. Does the current rota give us enough cover, and if not, who should we bring in?"
"Footfall is forecast 40% higher than last week based on the city event. What would the rota need to look like to match it?"
This is where scheduling stops being reactive and starts being something you can get ahead of.
Coming soon
Every addition to the AI assistant goes through the same rigorous access controls as what's live today. Your data stays yours, your permissions stay in place, and nothing changes without you.
The roadmap includes:
Absence management
Pay calculations
Timesheets
Reporting and analytics
We'll keep you updated as each one becomes available.
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Ready to get started?
If you haven't connected Planday yet, the setup takes a few minutes.
For ChatGPT, search for Planday in the ChatGPT plugin store and follow the same authorisation steps.
Questions? Speak to your Customer Success Manager or one of our friendly sales reps :)