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Configuring Staff for Time report

Set each employee's work schedule and Fortnox employee ID (if applicable) on the staff details page so Time Report work correctly.

Two settings on each staff member make Time Report work correctly for that person: their Work schedule and, if you sync to payroll, their Fortnox employee ID. Both live on the staff details page.

Open Administration → Staff, then click a staff member to open their details and scroll to the Work schedule and Integrations sections.

Work schedule

The Work schedule defines how many hours the employee is expected to work on each weekday.

  • Enter the expected hours per day for Monday–Sunday. Leave a day blank if it is not a working day.

  • Use the Full time, Mon–Fri preset to fill in a standard 8-hours-a-day, Monday-to-Friday week in one click, then adjust as needed.

Why the work schedule matters

The work schedule drives several parts of Time Report:

  • Missing-day detection — on working days where the driver has no entry, the driver app shows a "Time report missing" reminder. Days with no scheduled hours are never flagged.

  • Approval calculations — the expected hours are used as the baseline when an administrator approves time and the system works out normal time versus overtime.

  • Approval availability — an employee needs a work schedule for their time to be processed correctly; if it is missing you may see "User has no work schedule."

Fortnox employee ID

If your organization syncs approved time to Fortnox, each employee must have their Fortnox employee ID entered in the Integrations section.

  • Enter the employee's ID exactly as it appears in Fortnox.

  • This ID links a Better Truckin' staff member to the matching employee in Fortnox so approved entries land on the right person.

If this field is empty, approving that employee's time fails with an "Employee ID not found in Fortnox" error in the back office. Filling in the correct ID and approving again resolves it.

If you do not use Fortnox, you can leave this field empty — Time Report still works, and you can export entries to Excel instead.

Saving

After updating the work schedule or Fortnox employee ID, click Save at the top of the staff details page.

In short

  1. Open Administration → Staff and select the employee.

  2. Set the Work schedule (use Full time, Mon–Fri as a starting point).

  3. If you use Fortnox, enter the Fortnox employee ID under Integrations.

  4. Click Save.

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