Overview – How Vendion Staff Management Works

Vendion Staff handles the whole chain from hiring someone to exporting their pay – schedule, time clock, the Swedish staff register, absences, tips and payroll data. All in the same system as the POS and bookings, so a punch at the till shows up in the payroll data without anyone moving a file.

You reach the module via Personal in the admin menu.

The eight tabs

The module has eight tabs. The order follows the workflow: first you see what needs attention, then you plan, then you pay.

Three of the tabs have their own sub-tabs:

• Tider: Rapporterad tid · Summering · Månadsöversikt · Arbetstidsanteckningar · Personalliggare (the staff register)
• Personal: Personal · Frånvaro (absence) · Semesterplanering (vacation planning) · Beräkningsperiod (calculation period) · Lönekartläggning (pay survey) · Lönerevision (pay review) (the last three only appear with the right permission)
• Inställningar: Lönesystem · Organisation · Schema · Grundpass (shift templates) · Tider · Lön · Avtal · Dricks

In this knowledge base we write paths as Personal › Tider › Personalliggare – tab first, then sub-tab.

Where the settings live

Inställningar is its own tab at the far right of the tab row, with eight sub-tabs:

• Lönesystem (Payroll system) – choose how you manage payroll and view the collective agreement and staff types
• Organisation – staff roles and cost centers (departments)
• Schema – working-hours rules, and what staff themselves may see and do with the schedule
• Grundpass (Shift templates) – your recurring shifts (time, break, station, colour and shift pay)
• Tider – punching, notifications about deviating punches, automatic approval and automatic break deduction
• Lön (Pay) – employer contributions, holiday pay, meal benefit and meal deduction, overtime threshold, calculation periods, pay codes and unsocial hours rules
• Avtal (Contracts) – collective agreement setting, authorised signatory and the contract wording that goes into employment contracts
• Dricks – how tips are shared

Old bookmarks still work. Links to the former settings page and to the old pages for time reporting, the staff register, payroll data and news send you to the right tab automatically.

Who gets into the module

Staff is a licensed module. Without the license you see an information page instead of the tabs.

You need access to the admin panel. Beyond the license, one of four staff permissions is required to get in: Edit schedule, View payroll data, Edit payroll data or Publish and manage news.

The permission Se schema (View schedule) is not enough to open Staff in the admin panel. An employee who only needs their own shifts uses Personalportal from the home screen.

Inside the module permissions control which tabs appear, so two managers can see a different number of tabs:

• Start, Personal – schedule or payroll permission
• Schema, Tider – view or edit schedule
• Löner, Dricksfördelning – view or edit payroll data
• Meddelanden – publish and manage news
• Inställningar – edit payroll data or manage users. With only Edit schedule the tab also appears, but then only with the Grundpass sub-tab

If you lack permission for a tab it is not shown at all, rather than greeting you with an error. The administrator group sees everything.

The getting-started guide

At the top right of the tab row sits a Kom igång button with a number showing how many steps remain. It opens a 19-step guide through the whole chain – roles, first employee, schedule, punching in, tips and payroll – in the order the system actually requires. The guide ticks steps off automatically as they are done and warns about the mistakes that otherwise pass silently.

What is not here

Three staff-related things deliberately live elsewhere:

• Permission groups – what a person may do in the system is set under Användare › Behörighetsgrupper, not in Staff.
• Staff analytics and labour cost as a share of revenue – these live in Analytics++.
• The employee's own view – schedule, punching, pay details and contracts are reached by the employee through the staff portal.

Export to your payroll system

Payroll data leaves Vendion in several shapes depending on who needs it: a PAXml file for Fortnox Lön (or sent straight to Fortnox if you have connected the systems), FORA and AGI data, a CSV for your own processing, and an SIE voucher for the accounts. With an external payroll system Vendion calculates the basis and the payment happens in that system. With Vendion Payroll Vendion calculates the full pay and creates payslips, the bank file, AGI and Fora itself; see Vendion Payroll – How to Run Payroll.