Recruit a New Staff Member – From Offer to First Shift

When you are hiring someone new, Rekrytera ny is the intended route. The point is that you should not have to chase identity number, address and bank account before the person even exists in the system – they enter it themselves when signing the contract, and the account is created only after signing.

The route requires the permission to manage users.

Step 1: create the recruitment

1. Go to Personal ▸ Personal
2. Click Rekrytera ny
3. Fill in:
   • Förnamn and Efternamn – both required. An employment contract made out to just "Anna" identifies nobody, and LAS 6 c requires the parties' names
   • Mobilnummer — provide a mobile number or email address. At least one contact method is required for the contract link and one-time code
   • E-post — required for a personal login. Without email, set a time-clock PIN after activation
   • Roll, Anställningstyp, Lönetyp
   • Lön and Tillträdesdag – both required
4. Click Lägg upp rekrytering

No identity number is needed here. The candidate enters it themselves in the signing link. The contract cannot be signed without it, so the detail does arrive – just later.

The person is created in the Personal system group, that is, the ordinary staff permissions.

Step 2: create and send the contract

Creating the recruitment sends nothing. The contract is the outgoing message – without it, nothing at all happens for the person being hired. That is why you land straight on the staff record's Avtal tab once you save.

There you fill in employment type, workplace, duties and pay day, click Skapa avtal, review the document and click Skicka. The full contract flow – including what is required before a contract can be created – is described in Employment contracts – create, send and sign digitally.

The link goes out by SMS and/or email, depending on the available contact details, and is valid for 30 days.

Step 3: what the person being hired does

The link opens a page in your restaurant's colours. There they:

1. Request a six-digit one-time code by SMS or email
2. Read the entire contract – every clause, both parties, the terms. Not a summary
3. Click Jag har läst avtalet — fortsätt
4. Enter identity number, street address, postcode, city and bank account
5. Click Signera anställningsavtalet

Only then do they become an active employee in the registry and receive an email invitation if a usable email address is available. Without email, you need to set the PIN on the staff record. After signing they can download their own copy of the contract.

Follow the status in the registry

In the staff registry, recruitments get their own colour and the label Rekrytering pågår. Two filter buttons appear when needed:

• Rekrytering (n) – those who received an offer but have not signed yet
• Återkallade (n) – offers you have withdrawn

Withdrawn people are not counted in Alla, so the registry stays clear of offers that never came to anything.

If something goes wrong

Wrong mobile number or email? Open the staff record. For an ongoing recruitment there is a field E-post till kandidaten – it is the only way to correct a mistyped address before the contract link goes out. The mobile number is changed as usual.

Link did not arrive? Click Skicka igen – a new link is created and the old one stops working immediately. You can also copy the link and send it some other way.

Changed your mind? Withdraw the offer. The link stops working at once and the person moves to the Återkallade filter.

No response? Vendion sends automatic reminders after 7 and 27 days, when the agreement still awaits signing and the recipient can be reached. The late reminder sits three days before the link dies, so there is still time to sign.

If you sign on paper

If you would rather sign on paper, that works. On the contract tab a box appears – "Signerar N på papper?" – with the button Markera som anställd. The person becomes active and schedulable. Check the identity number and PIN before the first clock-in.

Upload the signed copy under the Dokument tab – the contract exists whether you do or not, but without it you have no proof.

Once the person has started

Open the staff record and fill in what is missing. The onboarding box on the Översikt tab shows exactly what remains: details filled in, anställningsnummer filled in, and contract signed.

Do not forget the employment number. Without it the person is left out of the payroll data sent to your payroll program, Vendion warns about missing employee numbers during export; correct them before proceeding. Do not forget the PIN either – without it they cannot use the time clock.