Product Design · Byggföretagen · UX research and UX/UI design
How we simplified reporting across several companies and collective agreements
Time and pay reporting was spread over several systems and shaped by the structure of the organisation, not by how users work. The result was complex workflows, uncertainty and a great need for support. My assignment was to create one coherent reporting experience that works for several companies, collective agreements and user groups, without compromising the rules of the business.
- Year
- 2025
- Industry
- Trade association
- Company
- Byggföretagen
- Scope
- 3 months
The short version
The problem
Reporting was split between several systems with overlapping functions. People reporting for several companies and agreements could not tell where or how to do it.
What I did
I led the UX design from discovery to finished solution: research, workshops, concepts, UX/UI design, user tests, and a design system for the service.
What it gave
One shared reporting flow in place of several systems, clearer guidance, and a base for more self-service.
The problem
Time and pay reporting was divided between several systems with overlapping functions, different interfaces and separate ways of working. For users who reported for several companies and collective agreements, it was hard to understand where and how different information should be handled.
The lack of overview created uncertainty, increased the risk of errors and led to unnecessary support cases. Users became dependent on instructions and manual help, which made reporting time-consuming and raised the threshold for self-service.
The design challenge
The biggest challenge was not to simplify the business, but to make it understandable.
The solution had to support several companies, collective agreements and different user groups in the same service. The design should help inexperienced users through complex workflows, and at the same time let experienced users work quickly and efficiently.
The goal was to reduce the experienced complexity, without simplifying away the rules and needs of the business.
Key design decisions
- We organised the service around the users’ tasksInterviews showed that users thought in terms of what they were going to report, not which system or collective agreement each employee worked under. So the service was organised around tasks.
- We showed complex information step by stepComplex rules and choices were presented only when they became relevant. That reduced the cognitive load and made the flow easier to follow.
- We created one shared interfaceIn place of several different reporting flows, we designed one consistent interface that worked for different companies and agreements.
My contribution in the team
My role
I led the UX design from discovery to finished solution. The work covered research, facilitating workshops, concept development, UX/UI design, user tests, and close collaboration with the business and the developers to make sure the solution worked in practice.
Through workshops, mapping of the user journey, prototyping and user tests I identified the critical moments and simplified the flows.
The team
Administration managers, technical managers and administrators from different member organisations, and the system developers, contributed to and were involved in shaping the solution.
The solution and user flows
The solution, called Lösen, became one gathered and more intuitive interface where users can report time and pay, switch between companies, make corrections and find relevant support directly in the service. Clearer guidance, feedback and error handling help users understand what to do and report correctly from the start.
Reporting manually, step by step
The main flow follows the task: choose how to report, set the period, add the employees and send the report. All screens are from the Figma file, in Swedish. Click an image to enlarge it.
Other flows in the service
Reporting by file
Upload a file from the payroll system. The file is validated, and the user gets a clear message if it could not be read.
Editing a submitted report
A submitted report can be opened, adjusted and sent again, so users can correct mistakes themselves.
Companies, reports and support
My companies, submitted reports and support are reached from the navigation, with guides directly in the service.
The same flow on mobile
Design principles
- Make complexity understandable.
- Show the right information at the right time.
- Support both new and experienced users.
- Create consistent workflows.
- Reduce the need for support, by letting users make changes themselves and by clear guidance.
Accessibility
For the service to work for users with different levels of digital experience, I worked with:
- A clear information hierarchy.
- Consistent navigation.
- Understandable language.
- High contrast.
- Clear error messages.
- Responsive design.
Design system
One shared interface for several companies and agreements needs shared parts. I built the service from a small design system in Figma, so every flow uses the same colours, type, form fields and buttons.
Colour
- NavigationDark teal
#344951 - PrimaryButtons and active states
#61D29B - Primary tintChips and hover
#E6F7F1 - InfoAccordions and guidance
#DEEEF5 - SurfacePanels
#F4F9FC - TextOn white
#1A1A1A - SuccessDone and valid
#2E7D32
Typography
Open Sans in a short scale: one heading size, one subtitle, one body size and a smaller label.
- Rapportera arbetad tid och utbetald lön
- Rapportera arbetad tid och utbetald lön
- Rapportera arbetad tid och utbetald lön
- Rapportera arbetad tid och utbetald lön
Components
Dialogs come in three sizes, and accordions and summary blocks are reused for submitted reports. The interface follows Material UI’s component patterns.
The result
For the users
- One shared reporting flow.
- Clearer guidance.
- Less uncertainty.
- Fewer manual steps.
For the business
- One shared solution in place of several systems.
- Reduced complexity.
- A base for more self-service.
For the team
- A scalable design.
- A new interface without major changes to the existing technical platform.
What I took with me
The project taught me that complexity cannot always be removed, but it can be organised. By starting from the users’ tasks and not from the structure of the business, we could create a solution that both supported the rules and made everyday work simpler for the users.