Staff Portal – A Complete Overview for Employees

The staff portal is the employee's self-service area in Vendion. Here they can see and manage everything related to their employment – without having to ask the manager.

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Access the portal:

Three ways to reach the staff portal:

Login:

• Email address or phone number
• Password or magic link via email
• On first login (after invitation): create password, set PIN code

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Six tabs in the portal:

1. Home – dashboard

The landing page when you log in. Shows:

• Next shift (date, time, station, break) – big and clear
• Unread messages (count + latest title)
• Pending contracts (count to sign)
• Vacation balance (days remaining)
• Comp time balance (hours available)
• Latest clock entry (You clocked in at 09:03 today)
• Quick buttons (Clock in/out, Request time off, Message manager)

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2. Schedule – your shifts

See your upcoming shifts:

• 10 nearest shifts shown by default (date, day, time, station)
• Browse forward to see further ahead (up to 8 weeks out if schedule is published)
• Confirm shift – click to show manager you've seen the schedule
• Request swap – opens swap dialog with colleague (see separate article)
• Notes – see any notes from manager (e.g. "Training 14-16 before shift")

Calendar export (iCal):

• Portal has a link to subscribe to your schedule in Google Calendar, Apple Calendar or Outlook
• Schedule updates automatically on changes

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3. Time – work hours

Overview of your work time:

• This month – total hours worked so far
• This week – daily breakdown
• Overtime (hours over normal work time, based on employment rate)
• Clock history – list of every clock entry (in, out, breaks)
• Compare with schedule – plus/minus against what was planned

If time doesn't match:

• Click Report error on a clock entry
• Manager reviews and can correct

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4. Absence – apply for time off

Manage all forms of absence:

• New absence request – choose type (Vacation, Sick, VAB, Parental, Leave of absence, Comp time, Other)
• Vacation balance – how many days remain (earned, taken, saved)
• Comp time balance – how many hours you can take
• Ongoing requests – status: Pending / Approved / Declined
• History – previous requests

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5. Messages – internal communication

All messages from manager:

• Inbox – unread first, then read
• Acknowledge – click to confirm you've read (if required)
• Reply to manager – send direct response if allowed
• Archived – old messages (kept for 1 year)

Messages can be:

• Info from manager (broadcast or targeted)
• Automatic notifications (schedule published, absence approved)
• System messages (contracts to sign, expiring certificates)

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6. Profile – your details

See and (partially) edit your profile:

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Extra sections (if enabled in restaurant settings):

Tips

• Tip history per period
• Current amount for ongoing period (preliminary)

Contracts & Documents

• Pending contracts to sign
• Signed contracts (archive)
• My documents (training certificates, payslips)

Employer Certificate

• Download official employer certificate (used for bank loans, insurance)

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Push notifications:

If you have the Vendion app installed, you get notifications for:

• New schedule published
• Schedule change (shift changed/added/removed)
• New message from manager
• Absence request processed
• Reminder: shift in 2 hours
• Reminder: contract to sign

Disable notifications: Go to Profile → Notification settings and choose which ones you want.

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Accessibility and language:

• Language: Swedish or English (chosen in Profile)
• Mobile-friendly: portal works equally well on mobile as desktop
• Offline mode: some views (schedule, time) are cached so you can see them without network

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Tips for employees:

1. Bookmark the portal on your mobile for quick access
2. Subscribe to iCal – your calendar updates automatically
3. Confirm shifts so manager knows you've seen the schedule
4. Enable notifications so you don't miss schedule changes
5. Apply in good time – vacation and time off should be requested early, not the day before

Tips for managers:

Always point new staff to the portal during onboarding. The more employees use self-service, the less manager time is needed for administration.