Guest Shift – Someone Stepping In Without Employment

Sometimes someone works a shift without being employed by you: a stand-in, a partner stepping in during an emergency, someone from a sister restaurant. The law requires that the person appears in the staff register – but compensation may need to be handled outside your regular payroll run. Confirm this before using the guest-shift status.

That is exactly the situation guest shifts exist for.

What a guest shift is

A guest shift is a time entry marked as "this person has no employment". The shift:

• stays visible in the staff register, as the law requires
• is not counted as employee worked time anywhere
• cannot be approved – it is already fully handled

The staff register records attendance. This status excludes the entry from your payroll data, but does not determine whether the person is entitled to pay or other compensation.

Use the Gästpass status when the entry should be excluded from your payroll data and tip distribution. An ordinary note does not change how the hours are counted.

How to mark a shift as a guest shift

1. Go to Personal ▸ Tider ▸ Rapporterad tid.
2. Expand the employee and find the day.
3. Click Status on the row.
4. Choose Markera som gästpass.

The entry gets a purple Gästpass marker. If the day has several time entries you can mark one of them and leave the other as ordinary work.

The action requires the Redigera schema permission.

What changes when you do it

The guest shift hours disappear from:

• The payroll basis and the payroll export file
• Tip distribution – a guest shift earns no share of tips
• Tider ▸ Summering and Tider ▸ Månadsöversikt
• The calculation period ("hours left in the period")
• The employee’s own monthly total in the staff portal

The hours remain as an attendance record. In the summaries above they do not count as ordinary working time.

How the guest shift looks to the person who punched

The person sees their punch in the staff portal marked Gästpass, and the hours are not included in the monthly total there. Agree separately with the person how compensation is handled.

In the staff register the guest shift looks exactly like any other shift – a clock-in and a clock-out with name, identity number, time and device. That is the whole point. The register normally includes people working on site even without regular employment. See the Tax Agency rules and exceptions.

Undoing a guest shift

If you marked the wrong one: Status ▸ Återställ. The entry returns to Väntande and counts as ordinary working time again.

Guest shift or something else?

Three decisions look alike but mean quite different things:

Choose Gästpass when the work really was performed but is not your payroll cost. Choose Makulera (void) only when the shift should never have been registered at all – for example the wrong person or the wrong code.

Things to keep in mind

• The person must still exist in the staff registry with an identity number to be able to clock in – that is the staff register requirement, not the employment.
• Compensation for a stand-in is handled outside the Vendion payroll basis. How it should be reported for tax is for you and your accounting adviser.
• A guest shift cannot be approved, and the Godkänn markerade bulk button skips it. That is deliberate – a considered decision should not be undone by a mass-action button.
• If a day has both a guest shift and a regular shift, only the regular one counts towards hours, but both remain in the register.
• Prefer marking afterwards over not punching at all. A shift that was never registered is a hole in the staff register; a guest shift is a correct registration with the right label.