Scheduling, time clock, time reporting, payroll and tips
Vendion Staff is a complete module for managing your staff – from scheduling and time tracking to payroll data and tips. All in the same system as the POS and bookings.
Invite staff to the system and create their profile with employment details, role and salary.
The staff registry gives you an overview of all employees with search, filtering and detailed staff cards.
Vendion uses a permission-based model where staff are assigned permission groups with the exact functions they can use. Create groups like Server and Kitchen, or build custom groups with fine-grained permissions.
The schedule is a visual weekly calendar where you plan all shifts with drag-and-drop.
Create templates for frequently recurring shifts like evening 17–23 or lunch service. Save entire weeks as templates and use them again week after week – summer season, winter, holiday coverage.
The fastest way to create a new weekly schedule. Copy the previous week with one click, handle conflicts with absences and adjust individual shifts.
Let AI suggest an optimal schedule based on historical sales, bookings and staff availability.
The schedule is automatically validated against Swedish labor law rules (Visita/HRF) with warnings for daily rest, weekly rest and overtime.
See what the schedule costs in real time while you plan, including base salary, unsocial hours supplements and social fees.
When the schedule is ready, publish it so staff can see their shifts in the staff portal. Choose SMS or email notifications, lock the schedule against changes and print.
The staff register is a legal requirement – all restaurants must keep a daily log of who is working. Vendion logs this automatically.
Verify that staff clock times are correct before payroll calculation with per-employee approval.
Configure unsocial hours supplements following Visita/HRF agreements with preset rules for evenings, weekends and public holidays.
Manage vacation, sick leave, childcare and other absences with approval, vacation balance and automatic qualifying day calculation.
Comp time is overtime saved as time off instead of money. Manage earned, taken and paid-out comp time, the relationship to OB (unsocial hours) and payout at end of employment.
Generate complete payroll data with unsocial hours, sick days, vacation, tips and export to Fortnox/Visma in SIE format.
Cost centers let you distribute staff costs by department (Kitchen, Bar, Floor) for accounting, SIE export and analysis. Each employee or shift can be assigned a cost center.
Distribute tips fairly to staff with different methods: per hours worked, by role, equal split or custom.
Configure default values for social security fees, vacation pay supplement, meal deductions, max shift length and rest periods.
AI Boss can help you with staff matters directly in the chat – from staff lists and schedule suggestions to absence requests.
Manage employment contracts, NDAs and training certificates digitally. Send contracts for signing, track status and collect all documents in one place per employee.
Send internal messages to the entire team, specific groups or individuals. Choose delivery channel (portal, push, SMS), require acknowledgment and track who has read.
The staff portal is the employee's own view of everything: schedule, work hours, absences, tips, messages, contracts and profile. Available on desktop, tablet and mobile.
Clock in when you start work and out when you finish with a PIN code on the digital time clock.
See your planned shifts in the staff portal with the ability to confirm shifts and export to your calendar.
Need to swap shifts with someone? Send a swap request in the staff portal. The system checks rules automatically – daily rest, competency, overtime – and the manager reviews before approval.
Apply for vacation, sick leave or other time off via the staff portal and track your application status.
See how many hours you have worked during a period, with daily breakdown, overtime, break and comparison against the schedule. Report errors directly to your manager if clock entries don't match.
Read internal messages from your manager in the staff portal. Acknowledge important messages, filter by status and reply where allowed.
See how much tips you have received per period, with distribution method and source (cash or digital payment). Tips are taxable income in Sweden and reported automatically in your payslip.
See your employment details in the staff portal. Some fields you can change yourself (phone, address, bank account, PIN), others require your manager to update (name, personnummer, role, salary).
Vendion automatically warns when a schedule contains conflicts – overlapping shifts, insufficient rest, double-booking on the same station or clashes with approved absences. Here is how to interpret and resolve them before publishing.
Forgotten clock-out, wrong PIN or someone who worked without clocking in – all corrections to the staff register must follow the Swedish Tax Agency rules. Nothing is deleted, everything is tracked. Detailed manager guide.
Subscribe to your Vendion schedule in Google Calendar, Apple Calendar or Outlook. The schedule updates automatically when your manager changes a shift – no manual entry needed.
Close the payroll period in three phases: review time reports, approve absences and tips, then lock the period so no retroactive changes can sneak in. Complete checklist for managers.
