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

Enter the person's name and the employment details you have. If you leave email empty, you must also 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 – triggers the login invitation. 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 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.

Employment

• Role – drives the colour in the schedule, which skill a shift requires and how tips are shared
• 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 type – Permanent, Fixed-term or Hourly
• Salary type – Monthly or Hourly
• Salary – SEK per month or per hour
• Employment rate – as a percentage
• 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). Applies to all employment types, including hourly staff. Part-time spread across the whole week should stay at 5
• Start date and, for fixed-term employment, End date

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.

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.

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

Bank details – bank account for salary payment, plus tax table and tax column.

Payroll administration – personnel type, tax deduction and employment form in the payroll system. These three are used when the person is mirrored to Fortnox Lön and can be left as Ej angivet if you do not use that connection.

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.

Leave it empty and the form warns straight away: 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.

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.

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), add the number and save.

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.