Showing the Staff Register During an Inspection

Swedish Tax Agency inspections are unannounced and often happen in the middle of lunch or the evening rush. The requirement is that the staff register must be presentable on the premises without delay. It is then not enough for it to live only in admin on the owner computer – the owner is rarely there.

That is why the register exists on three surfaces. Two of them are for the floor staff – the till and the time clock. The third is yours.

Your route as a manager: the full page in the admin menu

If you are on site, bring up Personalliggare in the admin menu under the heading VERKSAMHET – the address /admin/personalliggare. That is the full-page view, and it is the route built for an inspection: the whole day on screen, identity numbers that can be revealed, and the export buttons right there.

If you have the Staff module, exactly the same page also sits as a sub-tab under Personal ▸ Tider ▸ Personalliggare, and the menu entry is then hidden so the register does not appear twice. The address still works – bookmark it, and you will not have to hunt for it with someone standing in the doorway.

Opening the register in admin requires the Skatteverket-exporter or Korrigera personalliggaren permission.

On the till

1. Open the menu in the till.
2. Under the heading Kassa, choose Personalliggare.

A panel opens with:

• Inne just nu (N) – everyone clocked in, with their clock-in time
• Registreringar (N) – the day events with name, masked identity number, device and time, marked In or Out
• The current correction is shown in place of the earlier event. To see original entries and annulments, use the full register under Personal ▸ Tider ▸ Personalliggare

Page between days with the large arrows. On an earlier day there is a shortcut Tillbaka till idag. No typing is needed – the panel is built for a touch screen with no keyboard.

Times are always shown in Swedish time, even if that particular till is set to the wrong time zone.

On the time clock

If you have a bare time clock tablet without a till, the Personalliggare button is at the top right of the time clock.

There an extra step is required: a box asks for a personal code. That is deliberate. The tablet stands unattended, and the difference between "anyone presses a button" and "a named person opened the register" is the whole point – the opening is logged with a name.

The person entering the code must have the Visa personalliggaren permission.

Who can show it?

The Visa personalliggaren permission is included by default in the Personal system group, precisely so the floor can show the register without also getting the fiscal journal export.

Check in advance that your waiters and chefs actually have it – that is not something you want to discover with an inspector in front of you. Permissions are configured in the permission groups.

Provide full identity numbers for an inspection

Identity numbers are masked on the till and clock tablet. This overview does not replace access to the full register during an inspection. Ensure someone on site can open the admin view and provide complete details under the Tax Agency requirements.

If the inspector needs full identity numbers, or a file, you handle it on the full page in admin: Skriv ut gives the selected day, while CSV and SKV-XML give the whole month. The exports require the Skatteverket-exporter permission, and every retrieval is logged with period and row count.

If the view cannot be read

If the read fails, the panel says "Could not load the staff register" with the error text itself – it never shows an empty list that could be mistaken for "nobody is in". Reload and try again before anyone draws a conclusion about who has been on the premises.

Prepare before the visit arrives

• Check that everyone in the staff registry has an identity number. Without it the person cannot clock in at all, and the notification bell warns you.
• Make sure staff know where the button is – in the till menu, or at the top right of the time clock.
• Bookmark /admin/personalliggare on your own device so you can reach the full page instantly.
• Check that someone on every shift can show the overview and that you can also access full identity numbers and history in the admin view.
• Work through forgotten clock-outs continuously under Personal ▸ Tider, so that "on the premises now" matches who is actually in the building.