Frequently asked questions

Our services work directly in the browser, so in practice it is possible to use it on all devices with a working data connection and a browser. Mobile support has been made for Android, iPhone, iPad and Windows Phone devices. We recommend that you do your timekeeping on a mobile device and for managing data and viewing reports we recommend the Navisystem web service.

Ask sales for more information if you are unsure whether your company's current hardware is suitable for using the system.

We provide employees with installation and operating instructions, which make it very easy to start the service. Our helpful user support helps the customer and solves problems individually. The starting point is that the person responsible at the customer company would save their own working time and that the installation would be handled as well as possible in the company. The devices have a lifetime functionality guarantee, which means we will provide you with a new locator free of charge if the locator stops working without any reason due to misuse.

If necessary, equipment installations can be easily handled through us, with a company specializing in location tracking installations contacting you and agreeing on a time and location for the installation. The installation company also takes full responsibility for the success of the installation!

We always price our services on a case-by-case basis. Pricing is influenced by, among other things, the number of vehicles or employees and the functionalities the customer needs.
Leave us a contact request and we will conduct a needs assessment and send you an offer.

The Navisystem service works directly in the internet browser and does not require any installation. The service works with all the most common browsers (for example, Microsoft Edge, Mozilla Firefox and Google Chrome).
It is worth saving the login link for mobile timekeeping to your phone's home screen, so you can easily log in directly from the shortcut, just like when using normal applications.
Logging in to the online service is done at https://navisystem.fi/ and the service is logged in with a personal username and password. Administrative users manage the system via web applications. Employee users typically only see their own information in the web application, i.e. their own time records and possibly the trips made with their own vehicle. Access rights can be modified on a user-by-user basis if necessary.

We always strive to create a contract that suits our customers' needs. Please leave us a contact request if you would like to discuss further the contract options we offer.

It is possible to transfer data between Navisystem and other systems. An interface can be created for example for payroll, invoicing, project management, or an enterprise resource planning system, so that data from timekeeping or electronic driving logs can be used directly in other systems. Automation solutions can save a lot of working time and money by reducing paperwork and human errors to a minimum.

Navisystem offers ready-made interfaces for the following systems:

• Mepco
• Salary.fi
• Tikon
• Visma L7
• Visma Nova
• Procountor
• Unit4
• Tax number.fi
• Reporter.fi
• Microsoft Dynamics NAV

Leave us a contact request and ask more about interface services!

Time tracking, vehicle tracking, access control, and work management services all work seamlessly in one system and as independent functions. If your software needs increase, these additional features are easy to enable as needed.
The service is very easy to use, even though it has a lot of different features. The best possible user experience is achieved by our experts helping you limit the user interface to only the necessary elements. We serve each of our customers with a personal touch and always strive to find a solution that suits your company's needs. There are no stupid questions! You can always ask us for help if something is bothering you. Implementation support is included in the price of the service. We want to make the implementation as easy as possible for our customers and we strive to help, for example, with informing employees.

Our system adapts very well to companies of different sizes and needs. You can ask us for both a driving logbook for a single vehicle and time recording and work control services for a larger group, which are integrated directly into payroll/invoicing.

Our versatile services are designed specifically for companies whose employees use a lot of vehicles and work in several different locations.

For example, companies in the construction, installation, cleaning and transportation sectors benefit particularly from the versatile functionalities of our system. Our services make it easier to focus on productive work by streamlining timekeeping, payroll, invoicing and task management.

At its best, Navisystem works as part of an ERP system (enterprise resource planning system) as a versatile data collector and work control system. The information system compiles various reports from the collected data (work entries, driving data, driver data, travel data, etc.) and transfers the data via interfaces to the work orderer, project management, payroll and/or invoicing.

All our services operate in the same system and it is possible to combine the services completely freely. Many of our customers use, for example, working time tracking and driving diary services at the same time. Mobile working time tracking and access control services also work seamlessly together and separately. If necessary, the information entered into the time accounting is automatically transferred (also from the trump card) to the veronumero.fi service for checking. We are a partner of Tilaajavastuu.
If vehicle tracking is linked to timekeeping, the working time spent in the vehicle and the employee's use of vehicles can be viewed separately in reports designed for these purposes, such as the vehicle work report and the employee's driving report.

We understand that in some cases, implementing a new information system in an organization is not necessarily easy. We want to make the implementation as effortless as possible, so that the transition to using the new system is as easy and smooth as possible. It is very important to us to help both the administrative user and the employee use the system as smoothly as possible.
Typically, prices include comprehensive implementation support. We will check the company-specific settings and, if necessary, guide you in using the system. If you wish, we will add employees and work items to Navisystem and help you send employee bulletins due to the implementation of the new system.

Customer service is available on weekdays from 8 am to 4 pm.

Vehicle logbook: The electronic driving logbook report approved by the tax authority allows you to view more detailed driving information about vehicles (including starting and ending addresses, distance, travel time, driving routes, stops)

Employee driving report: All trips completed by your employee are displayed per vehicle in the employee's own driving report.

Vehicle work report: The vehicle work report compiles the working hours of vehicles and accessories during the times when the employee has been logged in. The report shows the total hours of use of the vehicle or accessory and a breakdown, for example, during office hours or outside office hours.

Employee hourly report: The hours report shows a user's hours, achievements, and comments (if necessary, location information for check-in and check-out). You can also make corrections to user entries and confirm hours in the report.

Acknowledgement report: The acknowledgement report shows approved and unapproved hours (Employee, foreman, supervisor, invoicer, payer).

Salary information: The salary report is compiled from the user's hourly records, to which various allowances and rules related to salary payment have been added.

Work item report: The work item report shows all work done on the site/customer by employee, including task separations.

Monthly report: The monthly report shows the working hours logged by all employees in your company.

Our vehicle tracking services, based on GPS positioning, offer a wide range of different usage options.

The system stores a driving logbook approved by the tax authority automatically and driving reports are created quickly with just a few clicks.

Real-time location information With it, your company always knows the exact location and recent routes of its vehicles.

If necessary, driving data is separated by work mode (e.g. work driving, self-driving, loading, unloading). If vehicle tracking is linked to timekeeping, working time spent in the vehicle and the use of the employee's vehicles can be viewed separately in reports designed for these purposes, such as the vehicle work report and the employee driving report. Data can also be exported to other systems, such as project management, further improving the utilization of all collected data.

The vehicle service can also be combined with a working time tracking service at a low price starting from €2/month/employee.

Our GPS trackers use both GPS and Glonass satellites, which ensures accurate positioning and uninterrupted driving logs. With the combination of GPS and Glonass satellites, the positioning accuracy is approximately 2-4 meters in a normal field.

We have selected only devices that pass our strict quality requirements for our locator selection. Thanks to the internal memory of the devices, all runs are always saved, even if there are temporary disruptions in network connections. The devices have a lifetime warranty, which means we will provide you with a new locator free of charge if the locator stops working without any reason due to misuse.
Read more about the devices

The GPS-based vehicle tracking service, which does not include additional services, includes the following:

• GPS vehicle tracking device Aplicom A9 TRIX
• Locator installation cables (cigarette lighter socket, OBD socket or fixed installation)
• IDs for the web application and mobile vehicle tracking
• SIM card and connection to a GPS tracking device
• A lifetime functionality guarantee, meaning we will deliver a new tracker to you free of charge during the contract period if the tracker stops working without any reason due to misuse.

Installation is not included in the price. See the next question for more information on installing a GPS tracker in a vehicle.

Below are listed additional features that can be added to vehicle tracking:

Workspaces. If you want to know what kind of work is done with the vehicles, we recommend using mode selection buttons that make it easy for the driver to distinguish the work done in the vehicle? (e.g. work trips/private trips OR work trip/loading/unloading). We always determine the settings for selecting the work mode together with the customer and consider whether it is worth using automation when changing work modes. For example, the vehicle can be automatically switched from loading or unloading mode to driving mode when the vehicle speed exceeds 40 km/h or the vehicle has been driving continuously for 7 minutes.

Driver identificationIf necessary, the driver can be given access to view his own trips in Navisystem, if he always logs into the vehicle at the start and end of work.

Simple time trackingIf the vehicle is used by only one driver who always drives the same vehicle, Navisystem also separates the driver's working time information.

Working time tracking with a personal identification tag. An expense tracking service is added to the GPS tracker. By identifying themselves as the driver of the vehicle, the employee simultaneously logs in to work using the reader device connected to the GPS tracker.

Mobile time tracking and vehicle tracking. In the mobile hour recording service combined with vehicle tracking, all kinds of vehicle and work entries can be made very flexibly. You can use very easy-to-use automation to separate travel times and connect them to work destinations to support the smoothness of making work entries. For more information about the implementation, please ask our very helpful sales staff!

The GPS tracking device is easy to install in cars and construction machinery. The device can be installed in the cigarette lighter socket, OBD socket or permanently in the vehicle's electrical system. Connecting the tracker to the cigarette lighter socket and OBD socket is easy and hassle-free, and does not require an installation service. Permanent installation can be done in three different ways:

Option 1: Ordering an installation service. The easiest way to implement vehicle tracking is to order vehicle tracking devices and installation from us. We deliver the GPS trackers directly to the installer, who will contact you to agree on the installation details. The installer will arrive on site at the agreed time and take full responsibility for the success of the installation! Once the installation is complete, he will provide us with the vehicle model, mileage, operating hours and registration information to enter into the Navisystem system. Immediately after installation, the driving data is automatically saved in the system, meaning that an entry for each drive appears in the driving logbook and can be easily and quickly created from any vehicle with four mouse clicks.

Option 2: Install the GPS trackers yourself. If you want to install the trackers yourself, we need a delivery address to which we will deliver the devices and accessories. Installation instructions are included with the device. If necessary, our expert will advise on the installation. After the installation, we will check the system to ensure that the installation was successful.

Option 3: Arrange the installation service yourself. We will deliver the locators directly to you or your installer.

Ask your seller for help if you are wondering which installation method is best for you.

To use the service, you need Navisystem domain names and vehicle-mounted locators. The devices will be delivered to you or the installer by post. The domain names will arrive by email.

If you want to track the real-time location of vehicles on a mobile device, you will also be provided with an ID for the mobile application.

The purpose of the driving log is to separate business and private driving. A company should keep a driving log for all its vehicles. Vehicles that have been VAT deductible should only be used for business purposes. A vehicle can also be counted as a company asset only if more than half of the annual kilometres driven are business purposes.
You can read more about the driving logbook on the tax authorities' website:
https://www.vero.fi/yritykset-ja-yhteisot/tietoa-yritysverotuksesta/arvonlisaverotus/ajoneuvon_hankinta_kaytto_ja_myynti_arv/
https://www.vero.fi/yritykset-ja-yhteisot/verot-ja-maksut/liikkeen-tai-ammatinharjoittaja/ajoneuvojen_kulut/

The tax authorities do not differentiate between electronic and paper logbooks, as long as the document contains all the required information. In fact, an electronic logbook is significantly more reliable than a traditional paper logbook, as it is also possible to check driving routes and exact mileage from the electronic logbook.
The Navisystem driving logbook application is approved by the tax authorities.

Vehicle tracking and electronic driving log service guarantee reliable reports for tax authorities, invoicing and accounting.

The tax authorities may request an explanation from the company about the journeys made by the vehicle. If undeclared private journeys are made using company cars, this is tax fraud, which can be costly for both the employee and the employer. An electronic driving logbook ensures that driving data is stored. Employees can use their working time for productive work, as it does not take working hours to fill out the driving logbook.

At the same time, work control and planning are made easier. Vehicles are often a company's most valuable asset. With our vehicle tracking service, your company knows where its equipment is moving. This improves the safety of drivers and vehicles and increases vehicle utilization. GPS positioning can also prevent theft, for example.

Navisystem is a full-service time tracking system. The mobile time tracking application is very easy to use, because its features can be customized for each user group. The mobile service only displays the features that your company and the user in question need. The mobile service has a special focus on ease of use. Our system is ideal for companies whose employees have many work items or tasks.

If necessary, various additional features can be added to the time tracking service, such as location information in connection with recording, expense separations, salary supplements, invoicing services, supplies expenses and sliding scale separations. If necessary, employees can create new work items independently. In connection with time accounting, employees can communicate with each other by attaching, for example, pictures, internal messages, job reservation information, job cancellations, etc. to the work. Transferring administrative work to employees is worthwhile because it saves office hours and speeds up communication.

In addition, we have a wide range of different services that can be seamlessly integrated with time tracking. Vehicle tracking provides more useful information from the field, such as travel time and vehicle usage. The site access control service offers an easy solution to track user access data and connect subcontractors working on the site to the system.

The data collected in Navisystem can be exported to other systems, such as invoicing, payroll, and project management, using interfaces, further improving the utilization of all collected data.

To implement working time tracking, you need to enter employee and work item information into Navisystem.

For all our customers paying over €100 per month, we promise to add all work items and employees to the system upon implementation, making implementation a really easy process for the customer.

Mobile time tracking refers to the recording of working hours using a phone or tablet, and its goal is to improve field work management and make reporting more efficient. Based on the working hours recorded on a mobile device, the employer can prepare an employee's hourly report to support salary payments. Conditions can be set for the recording, such as verifying location information before logging in to the location.

By electronic recording of working hours, you can save several working hours per month. The information is centrally located in one place and the system makes it easy to pay for hours. Time reports are also easily visible to employees.

It is possible to mark salary bonuses and expense allowances in the mobile time tracking application using the 'performance marking' feature. This means that the user can use the application to mark, for example, mileage allowances, daily allowances and various salary bonuses.
If desired, it is also possible to add automation to the performance markings.

Our system supports flexible working hours. In practice, flexible working hours work like this:
If an employee works a day longer than the basic working hours, the hourly bank balance will increase. Correspondingly, the hourly bank balance will decrease if the working hours are shorter than the basic working hours.
Additional rules can also be used to define how special cases under the contract are handled. For example, public holidays, overtime and absences can be taken into account in changes to the sliding balance.

Salary data collected in Navisystem can be exported directly to payroll. Automation solutions can save considerable money.
Read more

The mobile time tracking service allows you to enable the location data feature for hour entries. When the location data feature is enabled, location data is automatically collected from hour entries when they are checked in and out, and when the entry location is changed. If necessary, the work location list can also be limited so that only nearby locations can be logged in.

The location information service is an additional service.

Who can add users, work items, or tasks to the system?
Typically, administrative users add new jobs and users to the system. However, employees can also be granted these types of rights. Anyone can be given the right to add work items (cf. customer, address, project, cost center, etc.), tasks and new users to the system. This can save the administrative user a lot of valuable working time. The employee does not have to wait at all if he can create a work item himself whenever necessary. Adding a work item has been made very easy in the mobile time tracking application.

It's easy to choose the right job from the list, and signing up usually only requires a few taps.

When there are many work items in the system, finding the right item in a long list of work items can be a hassle unless you have good tools for finding the right job. Navisystem timesheet includes powerful tools for managing items and tasks, which make it easy and fast to find the right job.
There are numerous different pre-selections related to job search and they can be defined per company. Searches for jobs can be made, for example, by creation date/completion date, by status, jobs reserved for the user, nearest jobs, etc.

Our access control services are suitable for both construction sites and offices. The logging device makes it easy to collect the hourly data of all employees. It is possible to view the list of employees logged in to the construction site in real time. Our device supports Valttikortti and NFC tags.
Construction companies can automatically collect construction site traffic data for the tax authorities. An automatic traffic data system makes construction site reporting significantly easier.

Those working on construction sites must have an ID card with a photo and tax number. The Valtti card is an ID card provided by Vastuu Group that functions as both a smart card with a chip and a photo ID card needed on the construction site. Our systems support the Valtti card and it can be used to log in. When using the Valtti card, employees are automatically added to the system, which makes it particularly convenient to use.

The trump card or login tag is presented to the access control device, after which the device makes a small sound and the yellow light turns on. The user then presses the IN or OUT button.
As an additional service, logging into multiple work sites with the same site device is also available. In this case, the user can select the work site when logging in.

Valttikorts are ordered from Vastuu Group. The company previously operated under the name Suomen Tilaajavastuu.
More information:
https://www.vastuugroup.fi/fi-fi/palvelut/valttikortti

In most cases, we recommend a reader device for large, long-term work sites. However, for small, short-term work sites, mobile logging is easier to use.

Employee movement data can be sent from the Navisystem service to the tax authority's Ilmoitin.fi service with a few clicks. Alternatively, the data can be used to use the Vastuu Group service, where the data is automatically transferred. The data must be approved in the Vastuu Group service so that it can be forwarded to the tax authority. When using Vastuu Group, the customer must have Vastuu Group's construction site register and employee reporting services in use.

Not necessarily. We can order users their own personal NFC login tokens, which will help them log in successfully.
Alternatively, some employees may also have mobile time tracking or vehicle time logging.

We offer a work management service as an additional service to our time tracking and vehicle tracking systems. With our work management services, you can streamline the flow of information between different actors in your company and ensure that both management and employees are up to date on daily work. You will know more precisely what employees are doing and you can easily assign new tasks to suitable employees.

To streamline work management, we create two-way interfaces between the work orderer and the timekeeping system. For example, the work orderer can send an assignment to a mobile time tracking application, where the employee books/cancels the work, marks the work performed, and finally reports the progress of the work back to the orderer (completed/could not be completed).

Our service offers a wide range of features to enhance work management. Work management can be enhanced with, for example, the following features:

• An automatic message about a new task can be sent to selected employees
• The employee can view the job details and, if desired, reserve the job for themselves.
• In addition to working hours, employees can also record expense reimbursements, bonuses, and invoicing transactions.
• It is also possible to enter comments and upload attachments to the job, which helps employees and project management stay informed of all job-related details.
• An employee can mark a job as complete, which will immediately notify the administrative employee and allow them to transfer the job to invoicing.
• Automatic export of data to the ERP system. Ask more about sales!

Subcontractors can use the same system. Navisystem allows you to restrict views based on roles for each user group separately, so the subcontractor's view can be restricted as desired. If your subcontractors are given their own IDs for Navisystem time accounting, work management, monitoring and invoicing will be more efficient.

In the subcontractor's work marking service, simply marking the invoicing activities is usually sufficient, and actual hourly accounting is not necessary. While your subcontractors have access to work management services, they can utilize the entries made in the Navisystem hourly accounting as a basis for invoicing.

Vehicle GPS tracking connected to mobile timekeeping is an excellent support for work management (and the ERP system), because employees can see all the nearest available work units from the real-time vehicle map view and can independently receive work. When work units share information with each other, administrative responsibilities in work management are reduced and information moves faster in the field!

The invoicer is notified of the completion of the work immediately when the work is marked as completed in the mobile time tracking service. It is possible to check all working hours and invoicing achievements marked for the item in the work item report. After the working hours and achievements in the report are confirmed, the information cannot be edited anymore.

The customer receives a detailed invoice that clearly states the billing criteria. No more hours or billing tasks go unbilled, because all the information is in the same system. Once invoices have been sent, the work can be marked as invoiced.

Billing information can also be exported directly to the billing system via an interface.

The data is stored on a server that meets the EU data protection requirements for the register and data protection. The register stores the employee's name, telephone number and email address. The system data is retained for at least the minimum period required by Finnish accounting and working time laws.

You can read about the Working Hours Act on the following pages:
Working hours – Työsuojelu.fi
Working Hours Act – Finlex

The Navisystem service fully complies with the requirements of the General Data Protection Regulation. The services provided by Navicom Oy are designed to take the requirements of the General Data Protection Regulation into account. Only persons with the rights to access working time records, driving diaries and employee data can access them.

Our service is encrypted with SSL technology. All services we offer fully comply with the GDPR regulations. Data is stored encrypted in a fast and reliable Amazon cloud service. Multiple backups and a state-of-the-art information system guarantee first-class data security. During the implementation phase, unique passwords are generated separately for each user.