Vendion
    Staff & Scheduling

    Get Your Staff Started with the App

    4 min read
    Categories and articles

    The staff app is the staff portal in the Vendion app. There employees see their schedule, swap shifts, request time off and read their payslips. The portal can also be opened in a browser at app.vendion.com, but push notifications only exist in the app.

    The portal is part of the Personal module. This is how to get your staff going.

    1. Give each person a login

    A PIN code is enough for the time clock and the till, but not for the portal. Each person needs a staff record and a login of their own.

    • New employee: add the person under Personal ▸ Personal and fill in email. The person then gets an invitation. See Adding a New Staff Member.
    • Has a staff record but no login: go to Användare (users) and press the key button Ge inloggning (give login) on the person's row. Do not add the person a second time.
    • The invitation never arrived or the link has expired: open the staff record, the Inloggning och behörighet (login and permissions) tab, and press Skicka inbjudan igen (send invitation again). The person can also ask for a new link on the page the link opens.

    The portal is shown to anyone with a staff record at the restaurant and permission to view the schedule or clock in. You set the permission group under Användare, see Roles and Permissions.

    2. Ask staff to install the app

    Ask each person to search for Vendion in the App Store or Google Play and log in. The links are in Install the Vendion App on iPhone and Android.

    When the phone asks whether Vendion may send notifications they should tap Allow. Otherwise neither schedule notifications nor the reminder before the shift get through.

    3. Set what staff may do

    Under Personal ▸ Inställningar ▸ Schema, in the Schema & passbyte section:

    SettingWhat it controls
    Visningsregler för schema (schedule visibility)Whether staff see the whole schedule, their staff group or only their own shifts
    Passbyte — vem kan byta (who can swap)Whether shifts can be offered to everyone or only the person's own group
    Kräv chefsgodkännande vid passbyten (require manager approval)Whether you approve the swap, or it is done when the colleague accepts
    Tillåt frånvaroansökningar (allow absence requests)Whether staff report absence in the app

    Clocking in the app is off from the start, and most restaurants use the time clock. If you want to clock in the app, turn it on under Personal ▸ Inställningar ▸ Tider, see Clock In in the Staff App.

    4. Publish the schedule

    Staff only see published shifts. Publish the period and choose Meddela berörd personal (notify affected staff), see the article on publishing the schedule.

    5. Tell them what they can do

    This is worth telling staff when they start. The text can be sent as a news post.

    • The schedule in your calendar: Profil ▸ Synka med kalender ▸ Lägg till i kalendern.
    • Confirm the schedule: tap Bekräfta schema under Schema when new shifts are published.
    • Say when you can work: Schema ▸ Tillgänglighet. If it is the same weekday all the time, it can go under Varje vecka.
    • Swap shifts: Schema ▸ Passbyten.
    • Request time off and report sickness: Tider ▸ Frånvaro.
    • See your hours: Tider. The arrows go back through the months.
    • Reminder: a push an hour before the shift. Turned off under Profil ▸ Notiser.
    • Payslips: Tider ▸ Lönebesked, if you run Vendion Lön.

    How to see who has got started

    The Inloggning och behörighet tab on the staff record shows whether the person has logged in, and whether a password and PIN are set. Har aldrig loggat in (has never logged in) means the person has not got in yet.

    If the identity number or bank account is missing, the person gets the card Komplettera dina uppgifter (complete your details) on Hem and fills it in themselves.

    Frequently asked questions

    Does everyone need the app? No. The portal works in a browser, and important messages are emailed to anyone without the app. Open shifts, swap offers and the reminder before the shift, however, are only sent as push.

    Can staff see each other's pay? No. Everyone sees only their own hours, payslips and tip amounts.

    Someone sees "Du har inget personalkort på …" (you have no staff record at …). The person is on a restaurant where they are not set up as staff. If they have a record at another restaurant they switch in the top left. Otherwise you add the person under Personal.

    Someone cannot get in. See the article on login problems.

    This feature is part of Vendion Staff.

    Curious how it looks in practice? Read more about the product or book a short demo.

    Read about Vendion StaffBook a demo

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