Schedule Warnings – Labour Law and Clashes

Vendion recalculates the schedule every time you change something and shows which rules are broken. Below is what is checked, where you see it and what you can change.

Warnings never block a publication

This is the most important thing to understand: no warning blocks anything. If there are warnings when you publish, the button simply changes to Publicera ändå, and the publish dialog lists everything still outstanding.

Read and resolve the warnings before publishing. An available button does not mean the working hours are permitted. An employee's request does not replace rest and working-time rules; check the law and the collective agreement that applies to your restaurant.

But it also means the responsibility is yours. Vendion points; you decide.

Rest and working time

Two of the rules probably work differently than you expect:

Daily rest is measured as the longest continuous rest. A split shift of 11–14 plus 17–22 is therefore not a breach, even though there are only three hours between the shifts — the day still contains eleven unbroken hours of rest. Also check the shifts before and after the split shift.

Max working time is counted per day, not per shift. Two six-hour shifts on the same day make twelve hours and trigger a warning, even though no single shift is long. The day is counted from your cut-off hour, not from midnight.

Calculation period length. Without a collective agreement, working hours may be averaged over at most four weeks (Working Hours Act §5). Gröna riksavtalet allows 8 weeks for hourly paid staff, 16 for salaried staff and 26 for salaried staff working at least 70 per cent. With any other agreement Vendion does not warn about the length.

The legal caps on overtime and extra hours

Besides the weekly warning, the schedule checks the Working Hours Act caps for the month and the year.

How it is counted. Time already punched before today is added to the shifts planned from today. Hours above 40 in a week are overtime, and time between the person's contracted weekly hours and 40 is extra hours. That is the law's 40 hours, not your own weekly limit. The law lets the employer measure per four weeks (48 hours) or per calendar month (50 hours); Vendion measures per calendar month.

The warning only appears when the period it concerns has planned shifts. A cap passed last spring is history, not planning. The full record per person and month is in Working Time Records and the Legal Overtime Caps.

Night work. A night worker, someone who normally works at least three hours of their shift at night, may work at most 8 hours per 24 hours on average over a reference period of at most four months (Working Hours Act §13 a). The law deducts 24 hours for every started seven-day period, so the average comes to the same 48 hours a week the warning above checks. There is therefore no separate night warning: the 48-hour warning mentions the rule. The schedule does not know who is a night worker, so check that yourself. With Visita/HRF night is 00–07, and the reference period can be six months by local agreement with HRF (Gröna riksavtalet § 9 mom 8).

Absence and availability

The colour difference is intentional. Approved absence is a decision — the person will not turn up. Availability is a preference the person stated, and you should be able to place the shift anyway, but deliberately.

Duplicates, work permits and notice period

The window is set by Påminn om opublicerat schema (remind about unpublished schedule) under Personal › Inställningar › Schema (14 days by default, last day included). The law requires the schedule to be given at least two weeks in advance (Working Hours Act §12), so the setting cannot be lower than 14 days. It is the same window as the reminder in the notification bell, so the two always flag the same shifts. With the Visita/HRF agreement the warning says that HRF requires schedules 14 days in advance. Otherwise it only says that staff will not see the shift until the schedule is published.

Changed at short notice shows already in the shift dialog: if you move, shorten or cancel a published shift within two weeks, the dialog warns you before you save.

The duplicate warning exists because the copy routes create precisely such shifts when the button is pressed twice. Hours, cost and the publish counter all double — and staff see two shifts at once in their app.

The work permit is recorded on the staff record (see Adding a New Staff Member). The notification bell reminds you 30 days before a permit expires.

Minors

Vendion checks the Swedish Work Environment Authority's rules for minors (AFS 2023:2 chapter 8). A collective agreement cannot deviate from them.

Age is taken from the personal identity number. Without it the birth year is used, and the person is then treated as born on 31 December, the youngest possible age. Someone turning 16 during the year counts as a child until 1 July, since they normally finish compulsory school in June.

School holidays. The children's hour limits depend on whether it is a school week or a holiday. Enter the school holidays under Personal › Inställningar › Schema › Skollov. A week without a holiday counts as a school week, and a public holiday on a weekday counts as a school day until you add it as a holiday. A holiday must last at least one week to count.

What Vendion does not check: that 13–15-year-olds may not sell alcohol or tobacco, the risk assessment before a minor starts, and the guardian's consent for children. Read the Swedish Work Environment Authority's working-time rules for minors.

If you run several restaurants in a chain

When the same person works at more than one of the chain's restaurants, the whole working week counts towards the warnings, not just the shifts with you.

Three things are required:

1. The restaurants belong to the same chain
2. The person has an active staff record with you — they must be employed by your company
3. The person can be linked across the restaurants. That happens in two ways: the same login, or the same personal identity number. Staff who only sign in with a PIN can also be matched when the same identity number is registered at both restaurants. Without either a shared login or an identity number the system finds no connection

Hours are never combined for payroll. Each company is a separate employer, so overtime, unsocial-hours pay and payroll data are still calculated per restaurant. The chain-wide count exists only in the warnings, to protect the employee's rest time.

If you are not a chain member, "another restaurant in the chain" is shown instead of the restaurant name — you need to know the person is busy, not where they hold their other job.

Where you see the warnings

• On the shift: a triangle in the top right corner, red or orange. Click it to read which rules are broken
• In the toolbar: a button saying how many warnings the period has. Click for the full list, person by person
• In the publish dialog: the same list, with the number of red ones called out

When you publish, the period's warnings are also archived. If you fix something afterwards, the list remains under the heading Fanns när veckan publicerades in the warnings panel. It is the record of what your staff actually received — useful if a labour law question comes up much later.

Changing the thresholds

Go to Personal › Inställningar › Schema and the Arbetstidsregler section. There you set:

• New day cut-off hour (default 05:00) – when a new working day starts in the schedule. Governs how night shifts are counted
• Minimum daily rest (default and lowest 11 h)
• Minimum weekly rest (default and lowest 36 h)
• Max working time per 24h (default 10 h)
• Minimum gap between shifts (default 6 h)
• School holidays (see Minors above)

Daily rest, weekly rest and the unpublished-schedule reminder cannot be lower than the law's floor. A lower value is not saved, neither in the form nor through AI Boss. A higher value is your choice. The legal caps on overtime and extra hours and the rules for minors cannot be changed.

The weekly overtime threshold is set under Personal › Inställningar › Lön (Staff › Settings › Pay).

The thresholds are app checks, not a complete assessment of your schedule. Check the Swedish Working Hours Act and your collective agreement when deciding working hours or deviations.