The Notification Bell – What Is Waiting and What Is Urgent

At the top right of admin sits a bell. The number on it tells you how many things are waiting for you to act.

It is important to know what the bell is not: it is neither a news list nor an activity feed. News about what Vendion has built lives under Nyheter (the sparkle icon next to it). The bell holds only things you need to deal with — and it empties as you deal with them.

If everything is in order it reads "Inga åtgärder just nu – allt är klart" (nothing to do right now). It is meant to look like that most of the time.

The main rule: items heal by themselves

Most items disappear automatically once the cause is resolved. Fill in the personal identity number and the identity-number item goes away. Approve the shift swap and the shift-swap item goes away. You do not tick anything off — the list mirrors reality.

That is also why you cannot dismiss everything. If you could hide "3 contracts awaiting signature" you would be hiding a real problem from yourself.

What stops work outright

These items warn about details that may prevent clock-in or login. Follow the link in the item and complete the person’s details before the next shift.

"N personer kan inte stämpla in — personnummer saknas." Vendion requires a personal identity number for clock-in. Open the staff card and complete the detail with the appropriate permission.

"Anställd utan inloggning" means the person’s email login needs to be arranged; an existing PIN may still work. "Anställd utan inloggning och PIN" means both routes are missing. Use the item’s button to open the person and arrange login or a PIN as needed.

Employment past its end date

"N anställningar har passerat sitt slutdatum." The person is still active despite the end date having passed and may retain access. Choose Öppna personalregistret (or Öppna Användare without Personal). Open the person’s menu and choose Avsluta anställning if employment has ended, or correct the end date if it continues. This reminder is separate from final-pay holiday compensation.

Holiday items to reconcile

"N personer har semesterdagar som ska betalas ut." This item uses recorded days due for payout. Choose Öppna Löner and check the affected people and payroll figures. Opening or dismissing an item does not transfer any money.

"N avslutade anställda har semester kvar att få utbetald." This separate item concerns recently ended employment with a remaining balance and an unlocked final-pay month. Open Löner and review the month employment ended. Locking it may remove the item; the lock does not prove that money has reached the bank.

If you run payroll in Fortnox Lön, neither item appears. Fortnox calculates the balance and the final settlement, and the holiday year-end is handled there.

These reminders help identify holiday matters but do not determine the full entitlement. Section 26 a of the Swedish Annual Leave Act applies to certain days that could not be taken and includes a limit linked to 25 days. The main rule in section 30 is payment without unreasonable delay, within one month after employment ends, with exceptions and possible collective-agreement variations. Check the individual case and your agreement against the Annual Leave Act.

What costs money or produces wrong figures

• "Semesterlönesatsen matchar inte ert kollektivavtal." You are on 12 % while Gröna riksavtalet and Hängavtalet Visita sit at 12.72 %. Advisory only — the rate is your agreement choice and Vendion never changes it for you.
• "Kostavdrag dras utan att ni bokfört någon kostförmån." Check recorded meals, benefit values and what staff pay. A net deduction without a taxable benefit is not necessarily an error.
• "Köket får ingen dricks trots inställd köksandel." You have set a kitchen share, but no role carries the Kök category — so the kitchen receives nothing and the pool may instead go to serving staff. See Tip distribution.
• "N anställda arbetar på flera restauranger i samma bolag." The restaurants share a company registration number and are therefore the same employer, but Vendion counts pay, overtime, sick-pay qualifying deductions and holiday per restaurant. Someone working at two of your places can therefore get, for example, a double qualifying deduction. The item names them so you can reconcile manually.

Employment protection and sick leave

The bell also tracks LAS and the sick leave process. If the item concerns one person, its button opens the staff record; otherwise the staff register.

• Visstidsanställningar blir tillsvidare enligt LAS, Provanställningar närmar sig sitt slut, Prövotider är längre än sex månader, Visstider slutar: skriftligt besked behövs, Visstidsanställningar slutar snart, Visstidsanställningar ska anmälas till facket, Säsongsanställda behöver besked före nästa säsong and Begäranden från anställda väntar på svar — fixed-term jobs becoming permanent, probations ending, probations over six months, notices needed, fixed-term jobs ending soon, fixed-term jobs to report to the union, seasonal staff needing notice before the next season and unanswered requests. See Employment Protection (LAS) – Tracking on the Staff Record.
• Visstidsanställningar slutar snart (fixed-term jobs ending soon) appears 30 days before the last day of a general fixed-term, substitute or seasonal job, when the law requires no written notice (otherwise the notice item applies instead). If the job should continue, change the end date on the staff record. Otherwise it ends that day.
• Tidigare anställda har företrädesrätt (former employees with a right of priority) is information and can be dismissed.
• Sjukperioder saknar försäkran, Sjukperioder behöver läkarintyg, Sjukfall ska anmälas till Försäkringskassan and Sjukfall behöver en plan för återgång — missing declarations, medical certificates, reports to Försäkringskassan and return-to-work plans. See Sick Leave – Declaration, Medical Certificate and Reporting to Försäkringskassan.

Clock-ins and birthdays

"Instämplad utan pass" (clocked in without a shift), or "N instämplade utan pass", means someone has clocked in today without a published shift in the schedule. You find out while the shift is in progress, not only after the clock-out. Öppna tider (open time) shows the person's row expanded. If the person should be working, approve the time when the shift is over; otherwise talk to the person. The item disappears when the person clocks out, or when you publish a shift the clock-in belongs to. A clock-in you have already marked as a guest shift or rejected does not count.

"Anna Andersson fyller år i dag" (Anna Andersson has a birthday today) – the bell shows who on the staff has a birthday today or in the next six days. If there are several, they share one item, for example 3 i personalen fyller år den närmaste veckan (3 staff have birthdays in the coming week). It is good to know, not an action, and the item can be dismissed. Next week's birthdays create a new item. The day is taken from the personal identity number (month and day only, never the year), so anyone without an identity number does not appear. Someone born on 29 February is celebrated on 28 February in a year that is not a leap year. The item requires the Personal licence and is shown to administrators and to those who may edit the schedule or manage users.

What is simply waiting for your decision

The bell may show shift requests, swaps, absence requests, unsigned contracts, guest messages and hiring matters. Personal ▸ Start shows the same items for Staff, with a button per item.

When a message did not arrive

"Personalnotiser kunde inte skickas" and "N personalnotiser nådde inte fram" mean a delivery failed. Open the item and check the affected recipients and contact details. Delivery problems may also appear on Personal ▸ Start.

Dismissing an item

Some items have an ✕. Those are the advisory and event-based ones — things that do not heal by themselves but that you may have taken a view on. If there is no ✕, the item is state-based and disappears only when the state changes.

Dismissing is not marking as read. It remembers what made the item true. Dismiss the holiday pay rate at 12.00 % and if someone later changes it to 11.00 %, the item comes back — otherwise a dismissal this year would hide a real error next year.

Dismissals are saved for the restaurant and also affect colleagues’ action lists. With more than one dismissible item, Markera alla N som klara appears, where N is the count. Dismiss items only once you have addressed or assessed them.

Where the bell lives

This action bell is in admin and concerns the selected restaurant. Employees can find their own history under Aktivitet in the staff portal.