Using AI Boss for Staff Management

AI Boss is the chat in Admin. In the staff module it is not a reference book but a colleague that can do the work: it can add shifts, publish the schedule week, approve time reports, correct the staff register, decide on leave requests and send employment contracts.

You do not need to learn commands. Write in plain language and AI Boss picks the tool for you.

Ask how things stand

The most common questions, and what you get back:

The last row is worth noting: it shows sales per till, not per person. To see what an individual employee has worked, ask for that person's hours or payroll data instead.

Let AI Boss do the work

AI Boss changes things in the system when you ask:

Schedule – add, move and remove shifts, create and use shift templates, publish the whole week, handle shift swaps and open shifts someone wants to take.

Hours – approve time reports, add a punch that was forgotten, and correct the staff register. Every correction in the register is tracked exactly as when you do it by hand.

Absence – register, approve or reject leave, adjust comp time and holiday balances.

Staff – update staff records, set PIN codes for the time clock, invite new employees, pause someone's login and end employments.

Contracts – create an employment contract, send it for signing, and resend the one-time link.

Tips and pay – distribute tips for a period and add payroll adjustments.

News – publish a post to staff, edit it, delete it and moderate comments.

An example: "Add an evening shift for Anna on Friday 17–23 and publish the week" does both steps.

Schedule suggestions

Say "Suggest a schedule for next week" and AI Boss builds a proposal from historical sales, bookings, staff availability and your working time rules.

The proposal first appears in the chat. Review the shifts and click Applicera som utkast (apply as draft) to add them to the schedule. Then check staffing, times and warnings under Personal ▸ Schema. Staff can see the shifts once you publish the week.

Two things AI Boss refuses to do

Approve payroll and reopen locked tips yourself in the corresponding view.

AI Boss never approves a payroll row. It can reopen a row, but cannot approve it or mark it as paid. Review the amounts and approve under Personal ▸ Löner. If times change afterwards, the row can be flagged as changed and need another review.

AI Boss does not unlock an approved or paid tip period. To correct one, open it yourself under Personal ▸ Dricksfördelning. First check whether those tips have already been included in payroll or paid out.

If you ask for either, you get a clear explanation of why, and where to do it instead.

Permissions apply in the chat too

AI Boss is not a shortcut past the permission system. Every tool that changes something requires the same permission as if you had clicked it yourself – adding shifts requires Redigera schema (edit schedule), inviting an employee requires user permissions, and so on. Without the permission AI Boss does not run; it tells you the permission is missing.

The same goes for reading. If someone without payroll permission asks about a holiday balance, AI Boss says the permission is missing – it does not say "no balance registered", which would make you believe the data did not exist.

When the answer looks odd

"I lack permission" – ask an administrator to add the permission to your permission group under Användare ▸ Behörighetsgrupper.

AI Boss cannot find the person or role – check the spelling, and that the person is active in the staff register. Someone whose employment has ended is not in the list.

You are unsure what actually happened – ask for a summary: "What did you just change?" Changes to schedule, hours and pay also appear in the module's own views exactly as if you had made them by hand.