Shift Conflicts and Overbooking – Detect and Resolve

Vendion automatically warns when the schedule contains conflicts. This is the foundation for not publishing a shift that breaks labor law or places a staff member in two places at once. All checks run in real time – you see the warning immediately when you save a shift, not when it is too late.

These count as conflicts:

How to detect conflicts:

1. Open Staff → Schedule
2. Conflict markers appear directly on shifts:
   • Red triangle in the corner = blocking conflict
   • Orange ⚠ in the corner = warning that requires confirmation
3. In the Schedule Stats side panel, see the number of warnings per day and per person
4. Click Show all warnings at the top for a consolidated list
5. On hover over a shift, a tooltip shows all rules that fired, e.g. "Daily rest: 9h 30 min (min 11h), Weekly work: 41h (max 40h)"

How to resolve a conflict:

1. Click on a shift with a warning
2. A detail box shows which rule was broken and against what (e.g. "Only 9h 30 min rest after the shift 2026-04-18 22:00–02:00")
3. Choose action:
   • Move shift – drag to another time or person
   • Shorten shift – adjust start or end time
   • Swap person – assign another employee
   • Mark OK anyway (orange warnings only) – the manager confirms and logs the reason
4. The conflict is removed or stored as a documented exception

Example – common scenario:

You add a new evening shift for Anna 17:00–23:00 Friday. Vendion warns: "Daily rest 9h – Anna works 08:00–16:00 Saturday, only 9h rest."

Solution paths:

1. Move Anna's Saturday shift to 12:00 → 13h rest (OK)
2. Shorten the Friday shift to 17:00–21:00 → 11h rest (OK)
3. Swap Anna on Saturday for Johan who is off
4. Approve the warning as "Anna's own choice for the weekend" – logged but the schedule can be published

Blocking vs advisory:

• Red = blocking. You cannot publish the schedule while a red conflict remains. The purpose is to protect you from legal violations and double-staffing. If you try to click Publish, a list of all red conflicts that must be resolved first appears.
• Orange = advisory. You can publish but the warning is logged and visible both in the schedule and in time tracking. During OB calculation and payroll review, the payroll processor sees the same warnings and can address them afterward.

Thresholds you can adjust:

Under Staff → Settings → Schedule you can customize:

• Min daily rest (default 11h, never lower than 9h – the Working Hours Act exemption requires a collective agreement)
• Min weekly rest (default 36h, legal minimum)
• Max shift length (default 10h, legal max is 13h but we recommend 10h)
• Weekly overtime threshold (default 40h, general overtime max 200h/year by law)
• Min gap between shifts (default 6h)
• Enable station double-booking warning (on/off)
• Enable warning for minors on late shifts (on by default)

Changes apply per restaurant and take effect on the next save. Existing published shifts are recalculated at the next review.

Tips to avoid conflicts:

• Build the schedule from templates – templates are pre-validated
• Use AI Schedule Suggestions (the Suggest schedule button) – the AI already considers rules, availability and competence
• Approve absence requests before building the schedule – those days are then blocked automatically
• Ask staff to update their availability in the portal every week
• Publish preferably on Sunday evening for the coming week so you have margin to fix last-minute conflicts
• On publish, the system sends a summary of remaining orange warnings to the Boss – review before closing the week

When warnings can be ignored:

Some exceptions are legitimate (e.g. the employee wants to work through a short rest for extra time). In these cases: approve the orange warning with Mark OK anyway and write a reason in the field. This is logged along with the manager's name and timestamp – traceable in any future labor law question.

Related: Schedule warnings (labor law), Apply for absence, AI schedule suggestions, OB rules.