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 two tabs of the employee's staff record: Avtal (create and send) and Dokument (archive for everything else).

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 and select the Avtal tab
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"
3. Click Skapa avtal – you see the entire document before anything is saved
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.

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 "Mina avtal" with a download button.

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.

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 three things:

Contract wording – the clauses that go into the contracts: holiday, notice period, the collective agreement text and the wording for on-demand employment. Each text has a Återställ button back to Vendion's standard wording.

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, notice period and the parties are always generated by the system. You own the wording, Vendion owns the structure.

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 and 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.