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.

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, minors and notice period

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 minors check requires a registered date of birth. It does not cover every rule for minors. Young people normally need at least 12 hours of daily rest and time off either 22–06 or 23–07; special break and weekly-rest rules also apply. Do not plan a minor's hours solely from the warning colour. 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 11 h)
• Minimum weekly rest (default 36 h)
• Max working time per 24h (default 10 h)
• Minimum gap between shifts (default 6 h)

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.