Adding a New Staff Member

Staff are added under Personal › Personal. Which route to pick depends on whether the person is already employed or about to be, and on how much you know about them right now.

All four routes require the permission to manage users. Without it the buttons are not shown.

Four routes – pick the right one

Rekrytera ny is the intended route for a new hire. You avoid chasing identity number, address and bank account before the person even exists in the system – they enter it themselves when signing the employment contract, and the account is created only after signing. That route has its own article: Recruit a new staff member – from offer to first shift.

The rest of this article covers the other three routes.

Add staff – step by step

1. Go to Personal › Personal
2. Click Lägg till personal
3. Fill in the panel that slides in from the right (see the field walkthrough below)
4. Click Lägg till

If you enter an email address, the person receives an invitation to create their login for admin and the staff portal.

What each field does

The Lägg till personal (add staff) form only has what is needed to get started. If you leave email empty, you must enter and confirm a 4–6-digit PIN. A personal identity number is needed before the person can clock in.

Basic details

• First name and Last name – required
• Email – optional, triggers the login invitation. Without an email the person becomes PIN staff: logs in to the POS and clocks in with their PIN, but gets no login to admin or the staff portal. Once the person exists, the address is changed under Användare › Profil
• Phone – used among other things to send the employment contract as a link
• Personal identity number – required for the staff register. Swedish coordination numbers also work – enter it exactly as written, meaning the birth day plus 60

Employment

• Role – drives the colour in the schedule, which skill a shift requires and how tips are shared
• Employment type – Permanent, Fixed-term or Hourly. Does not affect pay; Salary type does
• Salary type – Monthly or Hourly
• Salary – SEK per month or per hour, the full-time salary. The first salary on a staff record applies from the start date, also if you fill it in later
• Start date and, for fixed-term employment, End date

PIN code – 4–6 digits, entered twice. It is needed for PIN login and the time clock, and is required when you do not enter an email address.

On the staff record afterwards

You fill in the rest on the staff record once the person exists: open the record and press Redigera (edit) on the card the detail belongs to.

• Employment number – the link to your payroll system, see below
• Next of kin / emergency contact – name, relation and phone. Optional, but this is who is contacted if something happens at work
• Cost center – the person's department. Drives tip distribution per department and how the pay is posted in the accounts. Without a value everything lands on the default account
• Employment rate – as a percentage
• Avtalad arbetstid (agreed working time) – optional. Fill it in if the contract states a number of hours instead of a percentage, for example 170 hours a month. You choose whether to enter it per week or per month
• Working days per week – sets how many vacation days the person gets: 5 days a week gives 25 vacation days, 3 days gives 15 (Swedish Annual Leave Act). Half days can be entered, for example 3,5, with at most one decimal and 1–7 days. Applies to all employment types, including hourly staff. Part-time spread across the whole week should stay at 5. Hidden when the person is paid holiday pay with their wages
• Semesterdagar per år (vacation days per year) – shown when you edit a person already added. The default is the statutory 25; enter more, up to 40, if the employment contract gives it. Applies to full time and is scaled by working days per week. Requires payroll permission. Hidden when the person is paid holiday pay with their wages. See Vacation Days and Vacation Pay
• Semesterersättning betalas ut med lönen (holiday pay paid with wages) – only for hourly and fixed-term staff. The person then earns no vacation days and gets the percentage with every pay. The employment may be intended to last at most three months (Annual Leave Act, section 5): the card blocks an end date more than three months after the start date, and without an end date the notification centre warns once three months have passed. Extra vid behov (on-call) staff are not affected. If the person already has vacation registered in the employment, the card says so, and when you save you can decline pending requests and remove approved vacation in the same step. See the article Vacation Days and Vacation Pay

When should I fill in Avtalad arbetstid?

Only when the contract actually states a number of hours. Most employments are written as a percentage; then you leave the field empty and everything works as before.

If you fill in the hours:

• The employment contract prints your own figure, word for word: "Arbetstidsmått: 170 timmar per månad". It replaces the Employment rate and Weekly hours lines.
• Additional hours (mertid) are counted against the agreed hours. Hours worked beyond them are paid separately instead of disappearing into the monthly salary.
• The calculation period plans the agreed hours instead of percentage times the weekly measure.

The employment rate still sets the salary. Entering hours does not change the monthly salary — only the working time.

Are additional hours reconciled per month or per week?

Overtime is always counted per week, also for people reconciled per month. The overtime threshold is 40 hours a week unless you changed it under Personal › Inställningar › Lön. A 41-hour week therefore gives one hour of overtime, even when the month lands on 170. The same hour is not counted again as additional hours. Vacation, comp time off and extra days off in the week count as worked time towards the threshold, with the day's scheduled hours (Working Hours Act, section 7).

The hours are the same every month. 170 hours applies however many weekdays the month has. A long month can therefore give additional hours even if no single week went above 40, and a short month gives none. Absence, such as vacation, does not lower the hours.

How it shows in the payroll basis: the additional hours are placed on the month's last shifts, and the additional-hours column shows mot 170 h/mån. In the payroll file and in Fortnox Lön they appear as a total on the last day of the period, as before. Payroll periods that are already locked are not recalculated.

Skills – Kitchen, Bar, Floor, Dishwashing and POS. Several can be selected. They show what the person can cover and let the schedule warn when someone is put on the wrong station.

Address – street, postcode and city. Required for a complete employment contract.

Bank details – bank account for salary payment, plus tax table and tax column. If you run Vendion Payroll with Skatt från Skatteverket (tax from Skatteverket) turned on, the tax table and the tax adjustment are fetched from Skatteverket when you add the person. You fill in the tax column yourself (see Tax from Skatteverket – Tax Table and Adjustment Fetched for You).

Payroll administration – personnel type, tax deduction, employment form in the payroll system and Fora code. They are used when the person is mirrored to Fortnox Lön and can be left as Ej angivet if you do not use that connection. If you only use a payroll file (PAXml or Visma) and have no staff sync with Fortnox, only the personnel type is shown and the Skatt (tax) card is hidden: no payroll file uses the other details. If you run Vendion Payroll, the personnel type Arbetare (worker) or Tjänsteman (salaried employee) is required.

Employment number – the field that stops the pay

The employment number is the only link between Vendion and your payroll system, and it must be exactly the same in both places. It must also be unique within the restaurant.

If you send the pay to an external payroll system, the staff record warns when the field is empty: the person is left out of the payroll data sent to your payroll program. That is a silent failure otherwise discovered only after the pay run.

If you run Vendion Payroll, the number is optional, and on the staff record the form does not warn when it is empty. If there is a number, it is printed on the payslip and used in the file name when payslips are downloaded.

During the switch to Vendion Payroll the number is still required. As long as this or the previous month's work is run in your previous payroll system (Fortnox Lön, PAXml or Visma), a payroll file to it still has to go out, and the staff record warns if the number is missing. If you choose Vendion Payroll from November's work, for example, the requirement applies all of November, because the payroll file for October is made then. From 1 December the number is optional.

The Föreslå button next to the field suggests the next free number. It sets nothing automatically – if your payroll program has its own numbering you should follow that, not Vendion's.

Work permit

If the person is not a citizen of an EU or EEA country or Switzerland, they need a work permit. Check the permit before the first working day and keep a copy during the employment and for 12 months afterwards. Someone working without a valid permit can cost the employer a special fee of two price base amounts per person.

Once the person is added: open the staff record, the Anställning (Employment) tab, and tick Kräver arbetstillstånd (requires work permit) in the Arbetstillstånd (work permit) card. Fill in Giltigt till och med (valid until) and Kontrollerat den (checked on), and put the copy under the Dokument (Documents) tab (category ID).

• The schedule warns red for shifts after the expiry date, and for every shift as long as the validity is missing.
• The notification bell reminds you 30 days before the permit expires, and when it has expired.
• Pay is not affected. Pay for work performed must always be paid.

The information is visible to whoever plans the schedule or handles staff and payroll, and to the person themselves, but not to colleagues.

Quick add: just a PIN for the till

If someone only needs to get into the till – a casual worker, a stand-in – the quick add is enough:

1. Go to Användare
2. Click Lägg till personal
3. Enter first name, last name and personal identity number. You may save without the number, but it must be added before the first clock-in
4. A 4-digit PIN is generated automatically. Reroll it with the refresh icon if needed
5. Choose a permission group
6. Leave email empty for a pure till user, or fill it in to also send a login invitation
7. Click Lägg till personal

The person can log into the till with their PIN. Clocking in also requires a valid personal identity number on the staff record. If the clock says the number is missing, open the staff record, choose Redigera (Edit) on the Person card under the Översikt (Overview) tab, add the number and choose Spara (Save). A missing number is also listed on the Saknas för lönen (missing for payroll) line at the top of the record, and clicking it opens the right field.

What happens next

The person appears in the staff registry under Personal › Personal. Open their staff record and an onboarding box shows what remains: details filled in, employment number filled in, and employment contract signed. The box turns green when everything is done.

What the person may do in the system is controlled by the permission group, not by the role. Groups are managed under Användare › Behörighetsgrupper.

Auditor, agency or consultant: login only

If someone outside your staff needs to log in – your auditor, your accounting firm, IT support or a consultant – use Bjud in extern användare (Invite external user). The person gets a login but is not added as staff.

1. Go to Användare
2. Click Bjud in extern användare
3. Enter first name, last name and email. The email is the person's login and is required
4. Choose a permission group
5. Click Skicka inbjudan (Send invitation)

The person receives an email with a link to create their login. In the list under Användare they are labelled Extern (External).

What an external user does not get: a staff record, a PIN or a personal identity number. They therefore do not appear in the schedule, cannot clock in and cannot log into the till – and they receive neither staff news nor notifications about open shifts.

What they can do in admin is controlled entirely by the permission group, so pick a group that only gives the person what they need. If you choose a group that grants till access, the dialog reminds you that an external user cannot log into the till anyway.

Should the person become staff? Open them in the list under Användare, enter a PIN and save. They are then added as staff and can clock in, and the Extern label disappears.

Already added an auditor or consultant as staff? Then they have a staff record and appear in the schedule. Contact support and we will move them over to an external user.

Marked Via kedjan (Via the chain)

If the restaurant belongs to a chain you may see people marked Via kedjan (Via the chain) in the list. They are administrators of the chain and therefore administrators here, with the same rights as the restaurant's own administrator, including payroll and personal data. You cannot change, pause or remove their access in the restaurant: the chain's administrators manage it under Kedjeöversikt → Medlemmar (Chain overview → Members). Every change is recorded in Kontrollcenter → Inställningsändringar (Control centre → Settings changes).