Staff Portal – The Employee's Own View

The staff portal is the employee's own way into Vendion. There they see their schedule, what they have worked, their tips and their balances — without asking you. It is the single biggest time saver in the staff module, because most questions you get today can be answered there.

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How staff get in:

The portal lives at app.vendion.com and is reached in a browser or in the Vendion app. The person logs in with their email — via password or a login link. In the app they also get push notifications.

Logging in requires an email address on their staff record. Staff who only have a PIN for the time clock cannot reach the portal — give them an email login if they should be able to see their own schedule.

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Five tabs at the bottom:

Hem (Home) — the overview. Next shift, number of upcoming shifts, hours this month, unread messages, comp time bank, latest tips and any contracts awaiting signature. If portal clock-in is enabled, the clock in/out button sits at the top.

Schema (Schedule) — upcoming shifts, with Lediga pass (open shifts) as its own segment where they can pick up unclaimed shifts. Shift swaps with colleagues start here too.

Nyheter (News) — posts from you. The counter shows how many are unread. If comments are enabled they can reply in the thread.

Tider (Time) — hours worked, with Frånvaro (absence) as its own segment. That is where they request time off and see their holiday days.

Profil (Profile) — phone and bank account they update themselves, plus the calendar link.

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Requesting time off:

Under Tider ▸ Frånvaro they click Ansök om frånvaro and choose a type:

Semester (holiday) · Sjuk (sick) · Föräldraledighet (parental leave) · Tjänstledighet (unpaid leave)

The request goes to you for approval. Remaining holiday days are shown on the same tab, so they can see whether they have cover before applying.

Same-day sick leave is normally handled outside the app — call or message as usual, and register the absence afterwards.

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Connecting the schedule to a phone calendar:

Under Profil there is a personal iCal link. Added to Google Calendar, Apple Calendar or Outlook, shifts appear automatically and follow along when the schedule changes. It is the single most appreciated feature in the portal — staff never have to open the app to see when they work.

The link is personal and should not be shared.

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Contracts:

If you have sent an employment contract it appears on the home tab under Avtal att signera. They read the full contract and sign directly in the portal. See the article on employment contracts.

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What the portal does not do:

• No confirm shift button in the portal. That lives in the schedule view at app.vendion.com/staff/schema, where staff can acknowledge published shifts — including all of them at once
• No login by QR code or on-site one-time code; an email is required
• Staff cannot generate an employment certificate themselves — you produce it from the staff record
• No chat. The news feed is one-way with the option to comment

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Tips for managers:

1. Publish the schedule in time – the portal is worthless if it is empty. Staff quickly stop checking an app with nothing new
2. Show the calendar link during onboarding – anyone who has added it never asks "when am I working?" again
3. Give an email login to everyone who should see their schedule – a PIN only covers the time clock, not the portal
4. Post schedule changes as news too – a changed shift in the calendar is not always noticed by someone who is not looking

Tips for staff:

1. Install the app – push notifications about schedule changes only arrive there
2. Add the calendar link once – after that your shifts update themselves
3. Check your hours regularly – spot a forgotten clock-out now, not when your pay arrives