The Getting-Started Guide – From Roles to a Finished Payroll File

The Staff module is large, and almost every part depends on another. The Kom igång med Personal guide takes you through the whole chain in the order the system actually requires – and warns about what breaks much later if a step is skipped.

Where the guide lives and how it works

At the top right of the Staff module's tab row sits the Kom igång button, with a number showing how many steps remain. The button is highlighted while there is something left to do and dimmed once you say you are finished.

The guide opens as a panel beside the view you are working in, and shrinks the content rather than covering it – so you can read the step and do it at the same time. It opens on the first step that is not done, so you do not have to search when you come back.

The guide is shown to those who can act on the steps: anyone who may edit the schedule or payroll data. Steps requiring a permission you lack are not shown at all, so your counter can actually reach zero.

Each step has four parts:

• Why the step exists – explained for someone who has never seen a staff system
• How to do it – one action per line, numbered
• Easy to miss – the silent failure, meaning what breaks later if the step is skipped
• Ta mig dit – a button that opens the right view and highlights the right control

Steps are ticked off automatically from real data, never from a saved done-flag. If you have created roles, the roles step is green whether or not you went through the guide.

A step can be complete and still show a warning – "done" and "three people are missing an employment number" can both be true at once.

Stage 1: The foundation (about 5 minutes)

Set up what everything else rests on.

1. Create your roles – chef, waiter, bartender, dishwasher. The role colours the shifts, lets you require the right skill, and drives the tips
2. Set a category on every role – front of house, kitchen or management. The category is what decides how tips are shared
3. Check the unsocial hours rates – your compensation for unsocial working hours
4. Decide how tips are shared (optional)
5. Split into departments (optional) – cost centers such as Bistro and Bar

Stage 2: Your first employee (about 10 minutes)

Add a person and give them what they need to be able to work.

1. Add your first employee
2. Fill in the employment number – without it the person is left out of the payroll file
3. Give staff a PIN – without a PIN nobody can use the time clock
4. Mark what staff can do (optional) – the skills that let the schedule warn about wrong staffing
5. Send the employment contract (optional)

Stage 3: The schedule (about 10 minutes)

Decide the working-hours rules and publish your first week.

1. Set the working-hours rules (optional) – daily rest, weekly rest, maximum hours
2. Decide how time is approved (optional) – automatically within a margin, or manually
3. Should staff be able to punch in from their phone? (optional)
4. Add your first shift
5. Publish the schedule – an unpublished shift does not count

Stage 4: From time to pay (ongoing)

The whole way from a punch to a finished payroll file.

1. Let staff punch in
2. Approve the working hours
3. Distribute the tips (optional)
4. Create and export the payroll data

When a step will not tick off

Five of the steps are review steps – "read through and decide". There is no data signal that can honestly say you are done, because deliberately keeping the default is a valid answer. Role categories, tip distribution, working-hours rules, time approval and mobile punching all work this way.

You confirm those yourself with Klar med det här, and can undo it again. The other steps cannot be confirmed – they require something to actually be done.

Seven steps are marked optional. The guide counts as complete without them, but they cover real traps – especially role categories and tip distribution, where the defaults together send the entire tip pot to front of house.

Putting the guide away

Click Jag är klar för nu – or Allt klart – dölj guiden when you are at a hundred percent. The button in the tab row is dimmed but does not disappear, and nothing is deleted. The guide remembers where you were, and the steps keep ticking themselves off in the background.