Employment Contracts – Create, Send and Sign Digitally

Vendion builds the employment contract for you, fills in the details from the staff record and sends it for signing. The template helps you collect employment terms and lets you adapt the wording. Check that the details and terms are complete for the particular employment before sending. The employer is responsible for the information required by LAS section 6 c.

The feature lives on the Dokument (Documents) tab of the employee's staff record: the contracts at the top with the Skapa avtal (create contract) button, and the document archive for everything else further down.

Before you can create a contract

The contract is built from the staff record and your company details. If something is missing that would make the document plainly wrong, creation is blocked and Vendion tells you what:

Address and role only produce a warning – the contract can still be sent, but will be incomplete.

Creating and sending requires the permission to edit payroll data. Without it you can see contracts but not create or send them.

Create, adjust and send

1. Go to the staff record, select the Dokument (Documents) tab and click Skapa avtal. A panel opens with what is missing and the fields for the contract
2. Fill in employment type – permanent, probationary, seasonal, temporary or on-demand – plus workplace, duties and pay day. Probationary employment adds the end of the probation period; seasonal and temporary add either an end date or a condition for ending, for example "until the regular post-holder returns" Also choose Kost (whether staff meals are included; preselected from the restaurant's meal deduction) and, if you like, Yrkeskod (occupation code, SSYK). Pay group and experience are taken from the staff card's salary on the start date. All four are printed in the contract, as the Gröna agreement's employment certificate requires
3. Click Förhandsgranska (preview) – you see the entire document before anything is saved. The button is locked while something required is missing, and the panel says what
4. Adjust the wording if you want. Click straight into the clause you want to change and type. The document updates as you write, and a line at the top counts how many changes you made, with the option to reset them
5. Click Skapa avtal in the preview to save it as a draft
6. Click Skicka

On sending, your signature as employer is stamped into the document and the contract is locked – the wording cannot be changed afterwards. If you need to change something: withdraw the contract and create a new one. A draft that was never sent can be deleted.

Start from the standard wording and customise it in two places: your restaurant template (Personal › Inställningar › Avtal › Avtalstexter) and the individual contract in the preview. If one person should have six months' notice you change it in her contract – not in the template, which governs all future employments.

Vacation days per year. Under Semester the contract shows the number of vacation days per year, taken from the staff card (the statutory 25 unless something else is set). If you have agreed more, change the number directly in the contract, 25–40 days. Once the employee has signed, the number is registered on the staff card and governs the balance and the vacation pay, see Vacation Days and Vacation Pay. The row is not in contracts where holiday pay is paid with the wages, and not in drafts created before the row existed. Create a new contract in that case.

How the employee signs

The route depends on whether the person has a Vendion login.

Has a login – the contract appears in the staff portal under "Avtal att signera". The person clicks Läs och signera, reads the full contract and signs. Afterwards it remains under Profil › Mina avtal, where the person can view it or email it to themselves.

Has no login – the person receives a link by the registered contact channels, SMS and/or email. The link opens a page in your restaurant's colours where they:

1. Request a six-digit one-time code to their mobile
2. Read the entire contract – every clause, both parties, the terms
3. Enter identity number, street address, postcode, city and bank account
4. Click Signera anställningsavtalet

For a new recruitment, signing then activates the employee and sends their invitation to the system.

The link is valid for 30 days. To send it again: click Skicka igen – the old link stops working immediately. You can also copy the link and send it another way.

If the person has neither a login nor a mobile number the contract cannot be signed digitally. Vendion says so plainly rather than offering a Send button that leads nowhere. Add a mobile number to the staff record and the link route works.

If you sign on paper

A recruitment who signs on paper can still be employed in the system. On the contract tab a box appears – "Signerar N på papper?" – with the button Markera som anställd. The person can be scheduled. Clocking in also requires an identity number and a working PIN or personal login for the clock-in method you use.

Upload the signed copy under the Dokument tab. The contract exists whether you do or not – but without it you have no proof.

Contracts signed outside Vendion

If an employee has a contract that was signed on paper or in another signing service, for example from before you started with Vendion, mark it on the staff record. The Dokument tab has the card Avtal skrivet utanför Vendion? (contract signed outside Vendion?) with the button Avtalet finns redan (the contract already exists):

1. Enter the day the contract was signed.
2. Choose a contract already under Dokument, upload the contract or choose Ingen fil (no file). An uploaded file is saved as a document of the type Anställningsavtal (employment contract).
3. Press Markera avtalet (mark the contract).

The card then shows Avtal skrivet utanför Vendion with the date and a link to the file. The marking counts as a contract in Vendion Payroll. If you marked it by mistake, press Ta bort markeringen (remove the marking); the file stays under Dokument.

The employee finds the contract themselves in the app under Profil › Mina avtal (my contracts), where they can open the file or email it to themselves. This applies only to the file linked to the marking. Other files under Dokument are visible only to people who may see pay.

You need permission to change the person's pay, and nobody marks their own contract except an admin. A marked contract has no signing proof in Vendion: the proof is the signed paper or the other service's records.

Statuses, reminders and signing proof

Vendion sends automatic reminders on day 7 and day 27 if a sent contract has not been signed. The late reminder sits three days before the link expires, so there is still time to actually sign.

Click the green check on a signed contract to see the signing proof:

• Signerat – when the contract was signed
• Metod – staff portal or one-time code
• Avtalets innehåll – the result of checking the agreed content
• Arkiverad fil and Enhet – information about the archive file and signing device

Older contracts may show information about an older proof model instead of the content check. The archive-file checksum is a separate check; it does not replace verification of the agreed content. Contact Vendion if a warning reports changed content. The signed PDF is archived automatically under Dokument.

Templates, authorised signatory and collective agreement

Under Personal › Inställningar › Avtal (Contracts) you control the contract wording, the authorised signatory, the collective agreement setting and the pay settings without a collective agreement:

Contract wording – eleven clauses that go into the contracts: on-demand employment, notice of working-time scheduling, overtime and additional hours, holiday, notice period, notice period during probation, employer contributions and social protection, training, and an "other" clause for each of the three collective agreement settings. Each text has a Återställ button back to Vendion's standard wording. The standard wording follows the collective agreement setting: without a collective agreement, holiday, notice period and overtime refer to the law.

Besked om arbetstidens förläggning (notice of working-time scheduling) – the text about schedule notice. LAS 6 c requires the contract to state the minimum notice period for working-time scheduling, so write your own notice period here. If you leave the text empty, Vendion's standard appears in the contract: schedule at least two weeks (14 days) in advance. If you have written your own text, only yours appears, so the contract never states two different notice periods. Contracts already created are unchanged.

Authorised signatory – the name and title of the person who signs for the company. Printed in the contract.

Collective agreement – your restaurant's situation:

If you have no collective agreement it matters that you select it. LAS 6 c requires you to state whether the employment is covered by one, and a contract claiming you have one when you do not is incorrect.

The details cannot be edited away. Salary, start date, working hours and the parties are always generated by the system. The notice period is a clause you can rewrite, in the template or in the individual contract. You own the wording, Vendion owns the structure.

Pay settings without a collective agreement – the collective agreement choice only changes what the employment contract says, not payroll. New restaurants get the Visita/HRF rates. If you have no collective agreement, press Ställ in efter lag (set up by law). It shows what will change and then does it all at once: the OB rules stop applying from the date you choose, holiday pay becomes 12 % per the Annual Leave Act, the agreement's minimum holiday pay is removed, unsocial hours are no longer rounded to half hours, overtime and additional hours are paid at the ordinary hourly wage without a supplement, major holiday pay is switched off, the qualifying deduction becomes an amount under the law and saved vacation days are paid as this year's days. Vacation already earned keeps its percentage. The settings apply immediately to all payroll that is not locked; locked payroll is never touched. You can change each setting again afterwards.

Variables filled in automatically: arbetsgivare, orgnr, arbetsgivaradress, arbetstagare, befattning, arbetsuppgifter, arbetsplats, anstallningsform, tilltradesdag, slutdatum, sysselsattningsgrad, grundlon, utbetalningsdag, kollektivavtal and avtalsdatum. Write them with single braces, for example {grundlon}. Identity number and bank account are unavailable as text variables. Enter them in the designated personal-detail fields.

If you use a variable with no value, sending is blocked and Vendion tells you which detail is missing. A contract must never go out with a blank where a detail should have been.

The wording is frozen into the contract when it is created. If you change the template tomorrow, contracts already sent are unaffected – they keep the text the person actually read.

The document archive and retention

The Dokument tab collects everything else per employee. Upload a PDF, image or Word file and choose a category: Anställningsavtal, Legitimation/ID, Certifikat/Intyg, Läkarintyg, Uppsägning or Övrigt. Signed contracts land here automatically.

Documents are accessible to the employee themselves and to anyone with permission to edit payroll data.

Retention: Vendion does not automatically remove contracts when employment ends or personal details are erased. Decide which documents to retain and for how long based on their purpose and the rules that apply to you. Accounting records have specific retention requirements; these do not automatically apply equally to every staff document. Check with your accountant and read the Swedish Accounting Standards Board guidance.

Vendion's standard wording follows Visita/HRF when you have that agreement, otherwise the law. It is a starting point, not legal advice. You are responsible for ensuring the contracts suit your business – check with your employers' organisation if in doubt.