Staff Register (Swedish Tax Agency Requirement)

Restaurants generally need to keep a staff register (personalliggare). Exceptions apply, including certain family businesses; check your situation with the Swedish Tax Agency. It must be kept continuously, be available on the premises, and be presentable immediately during an unannounced inspection.

In Vendion the register is written automatically. Each clock-in and clock-out creates a registration. Make sure everyone working records their time correctly and correct missing or wrong entries – automation does not replace that routine.

What is logged automatically

Every registration carries:

• Name of the person
• Personal identity number (or coordination number)
• Time of the event
• Event type – In, Out, Correction or Annulment
• Registrerad av (Registered by) – the account logged in on the device. In a personal portal it is the employee; at a shared till it can be the same account on several employees' entries. For a correction it is the manager who made it
• Device – which till or time clock the registration was made on

Times are always shown in Swedish time, regardless of what the device clock says.

How to open the staff register

There are three ways in, and that is deliberate. The first two show exactly the same register – the same date picker, the same identity-number display, the same corrections and the same export. It is one page, not two.

1. Personalliggare in the admin menu, under the heading VERKSAMHET (the address /admin/personalliggare). The full-page view – the one you bring up during an inspection.
2. Personal ▸ Tider ▸ Personalliggare – the same page, embedded as a sub-tab in the Staff module.
3. The till and the time clock – a read-only view with masked identity numbers, built for inspections in the middle of service. See the separate article on inspections.

If you have the Staff module, the VERKSAMHET menu entry is hidden for those who reach the register inside the module, so the same register does not appear twice in the menu. The address still works, and you can bookmark it.

If you do not have the Staff module the menu entry stays – the register is available even without that licence.

Pick the date with the date picker at the top right. (Old bookmarks using ?tab=personalliggare still work, but they simply forward you to the sub-tab.)

What you see

At the top is Verksamma personer – those in the building right now. The count covers the last 20 hours and is shown only for today; on a historical day it would simply mean "those who forgot to clock out".

Below it are the day registrations with time, event, name, identity number, who registered it and on which device. Identity numbers are masked (for example 19900101-****). The Visa pnr button reveals them.

If the read fails you get a clear box: "Could not load the staff register." An empty list therefore never means "nobody worked" – that is the difference between empty and broken, and during an inspection that difference is everything.

An identity number is required to clock in

Without an identity number on the staff card it is not possible to clock in. The person is met by an error at the terminal: "Personal identity number missing on your staff card." Clocking out is still allowed, so nobody is locked in mid-shift.

If someone is missing the number you get a critical notice in the bell at the top right: "N people cannot clock in – identity number missing." Fix it before the next shift:

1. Click the notice. With the Staff module it opens the staff registry, otherwise Användare.
2. Click the person.
3. Fill in Personal identity number (YYYYMMDD-XXXX) and save.

Existing numbers are shown masked. Revealing the full number is logged.

If someone already clocked in before the number was filled in, that row stays without an identity number – the register cannot be completed afterwards. The register view therefore warns when people in the period are missing numbers, and the export file writes OKAND on those rows.

Correcting a registration

Nothing is ever deleted. Each row has two actions:

• Korrigera – the event happened, but at a different time. You enter a corrected date, a corrected time and a mandatory reason.
• Annullera – the event never happened at all, for example the wrong person or the wrong code. You only enter a reason.

Both the original and the correction stay in the register and in the export, clearly marked. A correction can itself be corrected again; an annulled row cannot be corrected. The full guide is in the article on corrections in detail.

Print and export

• Skriv ut produces a printout of the selected day with business name, company registration number and a print timestamp. Corrections are highlighted and superseded rows struck through.
• CSV and SKV-XML export the entire month that the selected date falls in – not the single day. The period is written on the button so you can see what you are handing over.

The export buttons require the Tax Agency exports permission.

To open the register in admin – the full page or sub-tab – you need Skatteverket-exporter (kassajournal + personalliggare) or Korrigera personalliggaren. Without either permission the sub-tab is hidden. Ask an administrator for access. Employees who only need to show the register during an inspection can use the read-only view at the till or time clock – see the inspection article.

What you can rely on

You do not directly change an old registration. Corrections appear alongside the original, with who made the correction and when. Review registrations regularly to make sure times and identity details are correct.