The Staff Portal – Your Own View

The staff portal is your own way into Vendion. Here you see when you work, what you have worked, what you received in tips and what applies to your holiday. Most of what you would otherwise ask your manager is here.

How to log in

The portal is at app.vendion.com. Open it in your phone browser, on a computer or in the Vendion app.

On the login screen you enter your email address or your mobile number and a login link is sent to you. If you already have a password you can use it instead — switch to the password tab.

Mobile number only works if the number is already on your account. If it is not, log in by email the first time and add the number under Profil (Profile).

If you only have a PIN code you have access to the time clock in the restaurant, but not to the portal. Ask your manager to give you a login. Your manager does it under Användare (users) in admin, with the key button Ge inloggning (give login) on your row, and you will be sent a link.

Logging in for the first time

The link in the invitation email opens the page Välkommen till teamet (welcome to the team). There you enter your first and last name and choose a password (at least 6 characters). You can also set your PIN code for the till (4–6 digits), and the page shows which restaurant it applies to. If the page cannot tell, it says so, and you set the code in your profile once you are in. Mobile number and profile picture are optional. If you already have a name and a password, for example when you are invited to another restaurant, it says Inbjudan accepterad (invitation accepted) and you are sent straight on.

Has the link expired? Enter your email address on the page and tap Skicka ny länk (send new link). You get a new link to the same page, even if you have logged in at some point with a login link but never chose a password. If you already have a password, no new link is sent — log in as usual, or choose Glömt lösenord? (forgot password) under the Lösenord (password) tab on the login page.

Is someone already logged in on the device when you open the link? The page asks first. Choose Logga ut och öppna länken (log out and open the link) to open it for the right person, or Fortsätt med mitt konto (continue with my account) to stay in the account that is already logged in. The question also appears when it is your own account, for example when you are invited to another restaurant and are already logged in to the app. Then Fortsätt med mitt konto is enough — you have already been added to the restaurant. A till is never logged out from here: the page asks you to open the link on your own phone or computer instead, and Tillbaka till kassan (back to the till) takes you back.

Five tabs at the bottom

Hem (Home) — the overview. Next shift, how many shifts you have this week and next, hours this month, unread news, your comp time bank and your latest tips. If your manager has sent an employment contract it appears here under Avtal att signera (contracts to sign). If portal clock-in is enabled, the Stämpla in (clock in) button sits at the top.

Schema (Schedule) — your shifts month by month. Here you confirm your schedule, offer a shift to a colleague and set your availability. Above the content are Schema, Passbyten (shift swaps), Lediga pass (open shifts) and Tillgänglighet (availability).

Nyheter (News) — posts from your manager. The number on the tab shows how many you have not read. You can like and comment if your manager has allowed it.

Tider (Time) — your clock entries and your tips. Above the list are two buttons: Tider and Frånvaro (absence). Under Frånvaro you report time off and see how many holiday days you have left. Two exceptions: if your holiday pay is paid out with your wages, it says that instead, and that you earn no holiday days; Semester (holiday) is then not among the absence types. If your employer runs payroll in Fortnox Lön, the portal shows no days — the balance is on your payslip. Read more in Report Absence and Request Time Off.

Profil (Profile) — phone and bank account you manage yourself, your details for payroll, your contracts, the calendar link, notification settings and a download of your own data.

If you work at several restaurants

If you have a staff record in more than one place, a picker with the restaurant name appears in the top left. Tap it to switch. The portal always shows one restaurant at a time — schedule, time, pay and tips belong to the one you are on.

If you see "Du har inget personalkort på …" (you have no staff record at …) you are on a restaurant where you are not set up as staff. If you have staff records at several restaurants, switch in the top left. Otherwise your manager needs to add you as staff there.

When something looks empty

The portal fetches new data by itself when your manager changes something — you do not have to reload to see a newly published schedule.

On Hem (Home), under Tider (Time) and on the Schema tab the portal distinguishes between empty and could not be loaded. If it says, for example, "Kunde inte hämta ditt schema" (could not load your schedule), that is not the same as having no shifts — the request did not get through. Reload the page. If the error returns, tell your manager. If the portal cannot read which colleagues' shifts you may see, the Schema tab shows only your own schedule, and a box says that the staff schedule could not be loaded ("Kunde inte hämta personalschemat").

If your phone loses its connection a line appears at the top: "Offline — visar senast hämtad data" (offline — showing last loaded data). The information may then be out of date.

What the portal does not do

• No chat. The news feed goes from your manager to you, but you can comment on posts.
• You cannot produce an employment certificate yourself — ask your employer for it. It is not created from the staff record in Vendion.
• The portal does not show your payslip. That comes from the payroll system.

Good habits

1. Install the app. Push notifications about a new schedule and changed shifts only work there. Important messages can be sent by email when push is unavailable; check that your email address is correct.
2. Add the calendar link once. Your shifts then appear in your phone calendar by themselves. You find it under Profil ▸ Synka med kalender.
3. Check your hours every couple of weeks. A forgotten clock-out is easy to fix now and hard to untangle once pay has been run.