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, send employment contracts, enter new pay and change the staff settings.

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.

One person's week

Ask for example "Why does Tobias's week look odd?" or "Show Anna's week". You get the person's shifts, absence and punches day by day, and whatever doesn't add up: a shift during sick leave, a shift without punches and the like. Without dates it covers this week, and you can ask about at most one month at a time. Correct the deviation in the schedule or the staff register, or ask AI Boss to do it.

Many at once

You can ask about the employment terms for a whole group in one answer, for example "Who in the group Anställda (employees) isn't paid by the hour?" or "Who is on probation?". You can narrow it down by permission group, role or name, and by employment type and pay type. The answer covers active staff, unless you ask for paused, former staff or candidates too. Pay is only shown for people you have payroll permission for; for the others the answer says the pay is hidden.

Labour cost: planned or actual

AI Boss calculates labour cost in two ways and picks one from your question. If it concerns a period that has not been worked yet, you get the planned cost; if it concerns a worked period, you get the outcome.

The planned cost is the same figure as Personalkostnad (labour cost) in the schedule's stats panel for the same period. AI Boss shows it per person, split into pay, unsocial-hours supplements, employer contributions at the person's rate, holiday provision and employer contributions on the holiday provision. Every shift in the schedule counts, including unpublished ones. If you give no period, the current month is used, and you can ask about at most three months at a time. Overtime and additional-hours supplements are not included, just as in the schedule. If you are comparing with another system, ask it for the same breakdown per person and compare line by line.

The outcome counts hourly staff on punched hours, so shifts not yet punched are not included. Monthly-salaried staff are counted on their monthly salary per calendar month, as a share of the month's days: one week in September is 7/30 of the September salary. Unsocial hours follow your rules, including half-hour rounding if it is switched on, and the eve rule counts only on the eves – not every evening. The outcome is compared with sales, so in a permission group of your own it requires both payroll permission and Se ordrar, orderrader och betalningar (view orders, order rows and payments). The planned cost only requires payroll permission.

In both, employer contributions are calculated per person based on birth year, using the month the salary is paid per the Lönen betalas ut (when salaries are paid) setting under Personal › Inställningar › Lön. With the default Månaden efter (the month after), the December salary is therefore costed at the next year's rates. The SEK 25,000 monthly cap on the youth reduction is applied only in Personal › Löner (payroll). The cap applies to the company: if someone is paid by several of the company's restaurants, Löner calculates one restaurant at a time, and then Löner and the AGI data show a warning. Vendion Payroll applies the cap across the whole company.

Let AI Boss do the work

AI Boss changes things in the system when you ask:

Schedule – add, move and remove shifts, create, change and remove shift templates, publish the whole week, handle shift swaps and open shifts someone wants to take. If you ask AI Boss to add the shift from a shift template, times, break, station and the template's fixed shift pay are filled in, just like in the shift dialog. Fixed shift pay can also be set directly on a shift. AI Boss can save a week as a weekly template and apply it to a new week: you first see which shifts will be created, and they are added as drafts.

Hours – approve time reports, add a punch that was forgotten, mark a shift as a guest shift or rejected, void a shift with a reason, and mark substitute, staff meal, a break that could not be taken and staff meeting. 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 (with a reason for leave of absence), adjust comp time, extra leave days and holiday balances. Two exceptions: if you run payroll in Fortnox Lön, the holiday balance is calculated there, and AI Boss refers you to it instead of showing or changing it. Someone whose holiday pay is paid out with their wages earns no holiday days, so there are no days to adjust. Holiday balances also follow your payroll permission: if it is limited to certain permission groups, AI Boss only changes balances for people in those groups, and nobody except administrators changes their own balance. Otherwise AI Boss replies that the balance was not saved and why.

Staff – update staff records (name, address, next of kin, employment type, OB eligibility, contracted hours and more), employment protection (LAS) details, previous employments, work permits and sick leave follow-up. Add a candidate and end employments. Show the documents on the staff record and delete a document; opening and uploading documents is done in Admin.

Access – add staff with only a PIN, invite new employees or an external user such as an accountant or consultant, give a staff record a login and resend the invitation or login link. Turn register login on or off, set PIN codes, unlink a phone from time clocking, activate a person who has only clocked in the staff register, pause someone's login, change permission group, change the group's Vems lön? (whose pay) and remove a user. AI Boss first shows what will happen, and the change is made after you say yes.

Contracts – create an employment contract and send it for signing, send a new signing link (the old one stops working), withdraw an unsigned contract or delete a draft. Show the contract details and the signing evidence. If the contract was signed on paper, AI Boss can mark the candidate as employed, with a logged reason.

Pay – enter new pay from a date (days before it use the previous pay), void a version in the pay history and run a pay revision for several people at once. Add, change and remove pay adjustments, for example bonus, benefits, expenses, per diem and mileage. A locked pay month cannot be changed. Show and switch payroll system (Fortnox Lön, PAXml, Visma or none) with the tab's checklist first, and read the export history, the pay equity survey groups and the status of Vendion Lön. Show and change a person's vacation days per year.

Tips – distribute tips for a period, show the register's tips and preview a period that is split by clocked-in time or service shift. Saving, approval and payout are done under Personal › Dricksfördelning.

Settings – change the staff settings (schedule, time clock, hours, pay, OB and holiday), switch collective agreement, the tip policy, the pay codes in the payroll file, the agreement texts and the calculation periods. AI Boss first shows a collective agreement switch and a pay revision, before and after, and saves them after you say yes.

News – publish a post to staff, edit it, delete it, moderate comments and resend notifications to those who have not received them. Text messages cost per message.

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

Several in one go: If you ask for several shifts, or changes to several staff records, in the same message, for example "Add evening shifts 17–23 for Anna, Erik and Sara on Friday", AI Boss does them at once and tells you how each row went: "2 of 3 done, row 3 was declined: …" with the reason. Check the declined rows. If a row needs your yes, AI Boss stops there and asks; the rows before it are already saved.

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.

Done by you in Admin

Approve payroll, reopen locked tips and handle a few sensitive details 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.

Personal identity number, bank account and tax are only entered in Admin. That includes tax table, tax column, tax decision and foreign tax number. AI Boss only sees whether the information is registered, and never asks you to type it in the chat.

Approval, locking, export and payout of pay are done under Personal › Löner, and the Vendion Lön payroll run is calculated, approved and paid there. Vendion Lön's terms and bank, switching from Vendion Lön to another payroll system, and the pay equity survey's evaluation and analysis are also saved in Admin.

Employee debt and wage garnishment are registered in Vendion Lön in Admin.

Vendion Payroll can be read by AI Boss the same way you see it under Löner. Ask for example Is October's pay approved? or How much does Anna have left to pay back?. AI Boss answers for the last six months worked, or the month you ask about: whether the pay is approved and on which day, net pay, gross pay and tax, whether the pay was paid out or when it will be, extra runs, pay changed after approval and a change that has been started but not saved. Under Fordringar (claims) AI Boss answers about overpaid pay to settle, offsets from changed pay (drawn, waiting or to be reclaimed), claims against employees with what remains, and how many garnishment decisions there are, also per person. This requires pay permission, and AI Boss only sees what you are allowed to see yourself. Approving, changing and paying the pay, and registering a claim or garnishment, is done in Admin under Personal › Löner.

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

Permissions apply in the chat too

AI Boss needs its own permission. The Admin group always has AI Boss. Other permission groups need the Använda AI Boss (Use AI Boss) permission under Administration in the group, plus Kan öppna /admin (can open admin). If either one is missing, AI Boss is not shown at all. In such a group AI Boss only gets the tools the group's other permissions allow; the rest are hidden. If the group may not see salaries, neither can AI Boss.

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. The same applies when the payroll permission is limited to groups other than the person's: AI Boss then says the balance is shown only to someone with payroll permission for that person.

When the answer looks odd

AI Boss is not shown at all – your permission group lacks Använda AI Boss (Use AI Boss) or Kan öppna /admin (can open admin). Ask an administrator to tick them under Användare › Behörighetsgrupper.

"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.