Scheduling, time clock, time reporting, payroll and tips
The Staff module has eight tabs – from Start and Schedule to Payroll, Tip distribution and Settings. Here is the map of where everything lives and who can reach what.
Add staff through recruitment with a contract link, a full staff record or quick add with name and PIN – or invite an auditor, agency or consultant as an external user without a staff record. Choose the right route and enter the required details.
The registry is a list grouped by role, with who is clocked in right now at the top. Here is what the columns mean, what the eight tabs of a staff record contain, and how personal data is protected.
A staff role and a permission group are two different things in two different places. The role drives colour, skill requirements and tips. The permission group drives what the person may do in the system.
The schedule is a grid with staff on the rows and days in the columns. Click a cell to add a shift, drag it where it belongs, and let base shifts fill in the times for you.
Base shifts are recurring shifts you set up once and then pick from a dropdown. Period templates save your whole schedule so you can put it back on another week.
The fastest route to next week. The copy always starts from the period you are viewing, and you tick which of the eight coming periods it should land on.
Let AI suggest a schedule for the whole period you are viewing, built on your base shifts, historical sales, bookings, availability and approved absence. You review before anything is written.
The schedule flags rest, working time, absence and clashes using app checks and your settings. Review warnings before publishing.
The stats panel shows what the period costs while you plan – pay, unsocial hours, employer contributions and holiday provision – and how the cost relates to sales.
Publish draft shifts so staff can see them. Choose app or email notifications, check delivery and manage changes or unpublishing.
The staff register is a legal requirement – restaurants generally need to continuously log who is working. Vendion writes the log automatically at every punch, and it cannot be deleted.
Under Personal ▸ Tider ▸ Rapporterad tid you compare punched times against the schedule, fix what went wrong and approve. Unapproved time blocks the payroll file.
Configure unsocial-hours rules, review preset rates and understand ordinary supplements, extra additions, rounding and changes over time.
The eight absence types, why sickness and childcare leave are approved instantly, how to register absence for someone else, how to switch the request channel off — and what decides how many days an absence actually costs.
Comp time is overtime taken as PAID leave instead of cash overtime compensation. How the balance works, what the employee is paid during comp leave — and what the system does not do.
Payroll month by month: what is calculated, why approval is a hard gate rather than a formality, why you should lock the period before exporting, and how to pick the right route out — PAXml, straight into Fortnox Lön, or SIE.
Split the business into Kitchen, Bar and Floor. How to create cost centers, why the code matters more than it looks, and the difference between how payroll is posted and how analytics measures.
Decide once how tips are shared, collect them in a period and approve it so the money reaches payroll.
Settings is its own tab in Staff with six sub-tabs: Organisation, Schema (schedule), Tider (time), Lön (pay), Avtal (contracts), and Dricks (tips). Here is what lives where and which permission each part requires.
AI Boss can show information and help carry out staff tasks: scheduling, approving hours, correcting the staff register and sending contracts. Two things it deliberately refuses.
Vendion helps you create employment contracts, fills in the details from the staff record and sends it for digital signing. You can rewrite the wording – in the template and in the individual contract.
Publish news to the whole team, selected roles or selected people. You choose whether the notification goes by push, SMS or email – SMS costs money per recipient.
In the staff portal you see your own schedule, hours, tips and balances – and report absence without going through your manager.
Enter your personal code on the time clock and press the direction – Clock in or Clock out. Breaks are registered on the same screen.
See your shifts month by month in the staff portal, confirm the schedule with one tap and see your colleagues shifts when your manager allows it.
Offer one of your shifts to a colleague in the staff portal. They answer, and depending on your restaurant setting your manager approves or the swap completes immediately.
Report sickness and childcare leave immediately, or request holiday and other time off, in the staff portal. See your status, holiday balance and your manager reply.
See your clock entries and this month total in the staff portal, understand the status on each row and what a struck-through figure means.
Messages from your manager arrive as news in the staff portal. Read, like and comment – and find your older messages.
Find your tip history in the staff portal, understand the difference between Approved and Paid — and what applies for tax depending on how your workplace distributes tips.
Add a profile picture, update your phone, bank account, personal identity number and address yourself, change your PIN, download your contracts and see your balances.
How to find and fix clashes in the schedule: overlapping shifts, insufficient rest, absence clashes and double booking within the chain. Warnings inform – they never block a publication.
Correct clock entries and add missing shifts while preserving a record of the change. Learn Korrigera and Annullera and the permissions required.
Subscribe to your Vendion schedule in iPhone Calendar, Google Calendar or Outlook. Shifts update when your manager changes the schedule.
A month-end checklist in the right order: review time, approve absence and tips, approve the rows, run the reconciliation, LOCK — and only then export. Plus what to do when you find an error afterwards.
Know that Friday night needs one more in the bar but not who? Post the shift as open, target it at a role, and let staff request it in the portal.
Staff mark which days they can work themselves, all day or within a time window. You see it directly in the schedule grid, and the AI suggestion takes it into account.
A shift always has a status, and it governs whether staff see it, whether the hours count and what happens when you remove it. Here is the full picture.
The schedule can show a week, a month or your own range, grouped by staff or by shift, as days or as hours. The view also governs what Copy and Save as template actually work on.
Two views under Personal ▸ Tider answering different questions: how many hours the whole team worked in a month, and exactly what ONE person did day by day.
The staff register is available in the POS and on the time clock. Find current entries and show the required information during a Tax Agency inspection.
A break can come from three places: staff press Break, the shift has a scheduled break, or your rules deduct automatically. One of them wins – and the order is fixed.
A threshold in minutes decides whether you review every punch by hand or only the ones that really deviate. Set to zero, you approve everything yourself – and unapproved time blocks the payroll file.
Mark a time entry as a guest shift when it should remain in the staff register but be handled outside your normal payroll data. Check compensation separately.
Understand Vendion sick-pay and qualifying-period calculations under Gröna riksavtalet. Review schedules, supplements, relapse and earlier deductions.
Track vacation days and pay in Vendion. Understand the vacation year, provisions, saved days and calculations that need reconciliation.
Vendion compares its own four outputs for the same month before you may lock or export. How to read the checkpoints, what happens when one deviates, and why overriding requires you to state a reason.
The payroll history shows who approved, locked, unlocked, changed an adjustment or overrode a reconciliation — and when. The record you hand to your accountant.
Connect Vendion to Fortnox Lön so employees are mirrored there and the payroll data goes straight into Fortnox — without downloading and importing a file.
Adapt PAXml time codes, salary codes for amounts and SIE accounts to your own setup — and avoid a row going silent because the field was left blank.
Reconcile tips in the Z report, Analytics and Dricksfördelning. Refunds and different date boundaries can explain differences.
Ending an employment and erasing a person's personal data are two different things on different timelines. Here is what each action does, what remains, and when erasure is permitted.
Create the recruitment with contact and employment details, send the employment contract as a link, and let the person enter their own identity number, address and bank account when they sign.
The Staff module has a built-in guide of 19 steps across four stages. It ticks itself off as steps are done and warns about the mistakes that otherwise pass in complete silence.
Start is the first screen in Staff. The left side lists deviations in reported time that need a decision, the right side shows who is working today and who is on site right now.
See shifts nobody is scheduled for and send a request. Your manager decides who gets the shift – here is how to read the status.
Mark which days you can work all day, part of the day, or are off. Your manager sees it when the schedule is made, up to eight weeks ahead.
Control whether you get push notifications and email, see what you are notified about, and download a summary of your recorded information.
Meddelanden is its own tab with its own permission. Give a sous chef or floor manager the right to publish news – without them seeing schedules, time reports or pay.
Open Hjälp & feedback in the staff portal to report app problems to Vendion. Contact your employer about hours, pay and schedules.
The bell at the top right of admin is a to-do list, not a news feed. Which staff items can appear, which may block clock-in and which holiday matters need review – and why only some can be dismissed.
Who offered a shift, who accepted, when the schedule was published and when someone clocked in. Open a log with person and event filters from Start. Staff have their own Aktivitet view.
