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Fortnox integration in Planday - Setup Guide
Fortnox integration in Planday - Setup Guide
Sync your user data and payroll information between Planday and Fortnox for a quicker and easier pay run.
Patrick Gruhn avatar
Written by Patrick Gruhn
Updated over a week ago

Connect Planday with Fortnox to keep your information up to date in both systems and to make managing data easier and time-efficient.

This guide will walk you through the steps needed to configure the connection between Planday and Fortnox, including:

  • connecting to a Fortnox account

  • mapping employee data across the 2 systems.

  • activating the integration

When the integration is up and running, you'll be able to manage and sync data with just a few clicks (more details here).

1. Connect your Fortnox account

To start setting up the Fortnox integration, navigate to Settings > Integrations > Overview and find the Fortnox Integration. Click Add.

This will open a new view, where you need to configure the integration before enabling it.

In the Accounts section, select Add account, which will redirect you to the integration's login page, where you need to login to your Fortnox account.

After login, you will get a chance to review and authorize the connection to Planday.

You must have sysadmin rights in Fortnox, in order to authorize the application.

If you do not already have one you need to obtain a Fortnox integration license. (More information on the Fortnox pricing page).

To complete the authorization you'll simply need to follow the steps in Fortnox, which include providing your Planday portal URL and log in with your username and password, so make sure to have that handy.

When the authorization is successful, you’ll be brought to Planday, on the integration settings page and you should now see the name of the account you just connected, in the Accounts section.

With at least one Fortnox account connected, you can go on to match the employee data between Planday and Fortnox.

You can always Save your progress, from the top right corner, and come back later, to finish setting up or manage the integration.

2. Create an employee data mapping

For the integration to work as intended, you need to set up an employee mapping to make sure the employee entries in Planday are matched to their corresponding employee data entries in Fortnox. This is required in order to enable the integration and it will guarantee that the data will be synced correctly between the 2 systems.

From the Fortnox integration settings page, in the Employee Data section, select Create mapping.

Next, select one of your connected Fortnox accounts.

If you have any employee records in Fortnox, that do not yet exist in Planday, those can be created automatically. That is why the next step is to select a Planday Department for the new employee data.

You can always change an Employee's Department later, from People > Employees.

Click Sync to proceed and hang tight while the data is loaded from both systems. This might take a few moments.

Once the data is loaded, it will be displayed for you to verify and confirm (or fix any inconsistencies) before the mapping is created.

This list should contain the employee entries from Planday (with their salary identifier), their counterpart entry from Fortnox (with their employee ID), and the sync status between the 2 systems (for that employee's data).

The status can signify:

  • suggested matches, marked by a blue link icon.
    The suggestions are automated matches based on an employee's email address when it's used both as a Planday username and as their email address in Fortnox, or based on their ID when the Planday salary identifier matches their employee ID in Fortnox.

  • manual matches, also marked by a blue link icon.
    For employees with data in both systems, but for which the email or the salary identifier does not match, you can create a link from the Add employees button. Once added to the mapping their profiles match accordingly in the list, the blue link icon should show, confirming their status.

    After you click on Add employees, you can switch between 2 lists of employee data entries, from Planday and Frotnox, respectively.
    A red warning icon next to an employee entry means that information is missing from some fields.
    Please keep in mind to check that the Planday required fields for employee data are not empty when creating a mapping between Fortnox and Planday.
    You can check and configure the required property for the data field in Settings > HR > Employee form setup.

    After you select from the lists which employees to add to the mapping, simply click Save. If there are no employees on the list that need to be added or you don't want to make any changes to the mapping from the manual Add Employees window, just click Cancel to return to the previous view.

  • additions to Planday or Fortnox, marked by a green icon.
    If data for an employee only exists only in Planday, or only in Fortnox, you'll also need to add them manually. Click on the Add employees button and select the employees available from either list, then “Save”. This will result in a new employee entry getting created in Planday or in Fortnox, respectively.

    Please note that different data fields may be required in each system, and those cannot be empty, in order to create a new employee entry. If a required field is empty, a red warning icon will appear next to that employee’s name.
    This means that you will not only be able to create a new employee entry before all the required fields have relevant data. However, you would be able to map that employee to an already existing entry. You can read more about it, in our FAQ article.

At any point during the process, you can check out the Summary box on the right-hand side. This shows the number of employees grouped by status and reflects what will happen when the integration is saved.

If you hover on the info icon, in the Summary box, you'll get a list of what information with be synced from Planday to Fortnox, when update in Planday.

Once you're done matching employee records from the 2 systems, you're ready to add the mapping created to your integration. You can do so from the Add to integration button, in the top right corner.

Edit and delete the employee mapping

You might need to make changes to the mapping you created between the 2 systems. To do so, simply go to Settings > Integrations > Overview, find the Fortnox Integration then click Manage / Add (depending on the current status of your integration)

Under Employee data, you'll find the existing mappings. Click anywhere on the row or hover over the row and select the Edit ( ✏️ ) icon.

Here, you can select a new default Department (within Planday), or continue to edit the existing mapping, by clicking Sync.
Just like when creating an employee mapping, you can fine-tune the employee mapping.

When editing an employee data mapping, you might notice a grey icon in the Status column. This indicates that the mapping for that employee has already been created.
Additionally, some employees might have a yellow icon as their Status, which represents the fact that their profile has been deactivated in Planday.

If you want to exclude employees from your existing mapping, you can remove them one by one from the X icon on their row.
Once you're done with the necessary changes, click Save.

Alternatively, if you want to delete an employee mapping entirely (or remove the mapping for all the mapped employees at once), you'll need a different approach.

Under the same Manage view for Fortnox, from Settings > Integrations > Overview, in the Employee data, you'll find the existing mappings.

Here, to delete the entire mapping simply click on the Delete ( 🗑 ) icon. A message will be prompted, for you to confirm your action (and avoid accidental removals).

Integration settings & Activating the integration

When you're done setting up and modifying the employee mapping for your Fortnox integration, you can configure it and then activate it.

In the Employee data section, you'll now notice 2 new options. Now, you can decide whether you want to:

  • synchronize the changes to employee data fields from Planday to Fortnox
    (real-time sync), and/or

  • synchronize the hourly rates and fixed monthly salary rates from Fortnox to Planday (daily sync, at 03:00 AM)

Here, you can also see a quick overview of your existing mapping, which includes the Planday Department where the newly added employees will be created (if any) and a reference for how many employees have their data included in the mapping.
Please note that you can only have one mapping active per Fortnox account at any given time.

When everything is in place, and you are done with the employee data mapping and configuring the sync options for your integration, you can toggle on Fortnox.

Please note that you cannot activate Fortnox without at least one Fortnox account connected and one employee data mapping added for that account.

You can always Save your changes and come back later to activate/deactivate the integration, as you need.

Every time you make changes to your configuration or mapping, you'll be prompted with a confirmation message summarizing your changes.

Then use the toggle in the top section to activate your integration.

Now, Fortnox is active.

Still have questions? Reach out to our support team via chat if you need help regarding integrations with Planday.

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