Staffing and Costs – Scheduled Hours, Work and Sales

Open Analytics++ → Kostnader & meny → Bemanning & kostnad (staffing and costs). Choose a period and read hours and costs together with sales.

Scheduled versus worked

The staffing section shows scheduled hours, worked hours and worked minus scheduled. A positive difference means more hours worked than planned; it does not automatically mean poor staffing.

Group by day, day part or hour. Scheduled hours come from published or confirmed shifts, excluding drafts. Worked hours come from completed time entries. Breaks are deducted and hours are clipped to the report boundaries. Because exact break times are unavailable, breaks are distributed proportionally across the shift.

Sales per worked hour uses sales including VAT after discounts, before refunds. Open shifts do not count as completed working hours and can make this metric unavailable. Read the explanation in the report.

Filters and scope

A cost centre can restrict both sales and staffing. Employee or salary-type filters restrict hours and costs but cannot assign sales to those people. Ratios that would imply such an allocation are withheld. Payment and service filters cannot allocate labor costs.

The staffing CSV includes hours and selection details, including information about open shifts and other excluded data. Check these before comparing with a staffing budget.

Guests per worked hour and labor cost per guest

When the period has tabs with a guest count (the POS Ask or Require mode per register), two more metrics appear:

• Gäster per arbetad timme (guests per worked hour): guests divided by worked hours. It appears as a metric, as a column per day part, hour and date, and in the staffing CSV. It follows the same conditions as sales per worked hour and is hidden with open shifts or employee and salary-type filters.
• Personalkostnad per gäst (labor cost per guest): the period's estimated labor cost divided by guests. It appears as a metric and, when grouping by date, as a column and in the CSV. Costs exist only per day, so the column is missing per day part and hour. It is hidden when costs are incomplete.

Guests are counted only on tabs with a count, while labor cost covers the whole unit. The share of table tabs with a count is shown next to the metrics. With a low share, labor cost per guest is too high and guests per hour too low. A split tab counts towards its original tab, and guests follow the payment time.

Estimated labor costs

The cost section uses hourly pay or allocated monthly base pay, unsocial-hours pay, and holiday-pay and employer-contribution uplifts. Monthly base pay is allocated using worked hours in the month and employment details. Employer contributions are calculated per person based on birth year, at the rate for the month the salary is paid per Personal → Inställningar → Lön → Lönen betalas ut (when salaries are paid). With the default Månaden efter (the month after), December's worked time is costed at the next year's rates, just as in Löner and the schedule. This is a cost analysis, not a final payslip: sick pay, holiday leave and overtime adjustments can differ in payroll.

Costs follow the clock-in day, while staffing hours are clipped to period boundaries. Shifts crossing a boundary can therefore suppress cost ratios and comparisons. Missing payroll inputs or sales without recorded work do not mean zero cost.

The sales ratio here uses sales including VAT. The operating contribution view in Lönsamhet uses sales excluding VAT; their percentages do not share the same denominator.

Budget and comparison

Change the target under Personal → Inställningar → Lön → Personalkostnadsbudget. With Jämför enabled, comparisons follow the chosen interval; otherwise they use the preceding period of equal length. Incomplete data can suppress cost comparisons. A change from 30 to 33 percent is shown as +3 percentage points.