Staff Registry – Search, Filter and Manage
The staff registry is the list of everyone who works for you. You find it under Personal ▸ Personal.
The tab has three sub-tabs: Personal (the registry), Frånvaro (absence requests to approve) and Beräkningsperiod (status per person).
Who is at work right now
At the top of the registry sits a small live box showing who is clocked in at this moment. It refreshes itself every thirty seconds, so you can keep it open during service without reloading the page.
Search, filter and grouping
The search box matches on name or role.
The filter buttons show the count in each state:
- Alla (All) – everyone except withdrawn recruitment offers
- Aktiva (Active) – people in ongoing employment
- Inaktiva (Inactive) – ended employments
- Rekrytering (Recruiting) – shown only when you have recruitments in progress (people who received a contract but have not signed yet)
- Återkallade (Withdrawn) – shown only when you have withdrawn at least one offer
- Saknar PIN (Missing PIN) – shown when someone who should be able to log into the till has no PIN. Open the staff record and set a PIN under Redigera (Edit)
The list is grouped by role, with the role's colour and count on the group row. The order is the one you set on the roles under Settings. The total sits at the bottom.
What each row shows
| Column | Content |
|---|---|
| Namn (Name) | The name, a coloured dot for status (active, recruiting, withdrawn, inactive) and a label when something deviates |
| Personnummer | Masked – see the section below |
| Anst.nr | The employment number for the payroll system (hidden on small screens) |
| Telefon | Mobile number (hidden on very small screens) |
| Anställning | Hourly, Full-time or Part-time with a percentage |
Salary is not shown in the list. It sits on the staff record, behind payroll permission – otherwise anyone with access to the registry could read the whole salary list in a single screen.
Click a row to open that person's staff record.
The eight tabs of a staff record
| Tab | Content |
|---|---|
| Översikt (Overview) | Basic and contact details, next of kin and onboarding status |
| Ledighetssaldo (Leave balance) | Holiday days and banked time |
| Tider (Time) | The person's punches and time entries |
| Frånvaro (Absence) | Sick leave, childcare, holiday and other absence |
| Månadsöversikt (Monthly overview) | Month by month – hours worked against the schedule |
| Avtal (Contracts) | Create, send and follow employment contracts |
| Löneunderlag (Payroll data) | The person's part of the payroll data |
| Dokument (Documents) | Archive for certificates, ID, terminations and signed contracts |
At the top of the record there are also buttons to edit the details, jump to the person's schedule, and – for ended employments – erase the personal data under GDPR.
Identity number and bank account are protected
The identity number is shown masked in the list, and the bank account is not shown at all. Open the staff record and click the eye icon next to the identity number or bank account to reveal the full value, if you have permission. Click again to hide it.
To see the values in clear text you need one of three things: permission to view payroll data, permission to manage users, or that it is your own profile. Every time the clear text is fetched, a line is written to the system audit log recording who looked and when.
This is deliberate. Identity numbers and bank accounts are sensitive personal data and should not lie open to everyone who happens to have access to the staff list. If you only have schedule permission you see name, phone and employment type – but not the identity number in clear text.
Ending and re-hiring
Open the staff record and choose Redigera (Edit). Avsluta anställning (End employment) is at the bottom of the form. It marks the person inactive, sets the end date to today, closes the login, closes open punches and cancels future shifts.
An ended person can be brought back with Återanställ (Re-hire): they become active again, the end date is removed and the login is reopened. What does not come back is the PIN (set a new one in the form), the till permissions and the shifts that were cancelled.
Erasing the person's data is an entirely different thing from ending the employment – read Ending employment and erasing personal data before you do it.
Who may change the registry
Adding, editing or ending staff requires the permission to manage users. Without it you can read the registry but the buttons are not shown.
This feature is part of Vendion Staff.
Curious how it looks in practice? Read more about the product or book a short demo.
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