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 six sub-tabs: Personal (the registry), Frånvaro (absence requests to approve), Semesterplanering (the summer's vacation), Beräkningsperiod (status per person), Lönekartläggning (pay survey) and Lönerevision (pay review). Each sub-tab has its own buttons in the row at the top. Rekrytera ny (recruit) and Lägg till personal (add staff) are under Personal.

Users missing employment details

If someone has an account with you but no staff record, for example an invited colleague, they appear in the Kom igång med Personal (get started) box above the registry, marked Ofullständig (incomplete).

• Komplettera (complete) opens a panel where you fill in name, personal identity number, employment type, employment rate, role and pay. The person then gets a staff record. The identity number can wait, but without it the person cannot clock in.
• Ta bort (the bin) removes the person's access to the restaurant, after you confirm. There is no staff record, so no history is lost. You can invite the person again later.

Paused users and external users, such as an auditor, are not shown in the box. The box is shown to those who may manage users.

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• Alla (All) – everyone except withdrawn recruitment offers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• Återkallade (Withdrawn) – shown only when you have withdrawn at least one offer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, the Inloggning och behörighet (Login and permissions) tab, and choose Redigera (Edit) on the PIN-kod card

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

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 staff record

The staff record opens inside admin. The side menu and the Personal tabs stay in place, and the breadcrumb Personal › name sits at the top. Click Personal in the breadcrumb to go back to the list.

At the top you see the name, role and status, and four key figures: Anställd sedan (employed since), Form (employment form), Lönesystem (payroll system) and Semester (vacation). If something the payroll needs is missing, a yellow line appears, Saknas för lönen: (missing for payroll), for example identity number, start date, employment number, salary or bank account. If you run Vendion Payroll, the line lists the same details as the Vendion Payroll guide, including tax and staff type. The employment number is only listed when another payroll system handles the pay, for example Fortnox Lön or a PAXML file, because Vendion Payroll does not need it. During the switch to Vendion Payroll it stays listed as long as this or the previous month's payroll file is due to the previous payroll system. Click an item and the right card opens directly in edit mode.

The record has six tabs:

Some parts are shown only when they apply to the person, for example tax decisions when you run Vendion Lön and the Fortnox sync when the staff sync is turned on. If the tax is fetched from Skatteverket, the Skatt (tax) card shows Skatteverket's information and when it was fetched, with the buttons Hämta nu (fetch now) and Korrigera för hand (correct by hand) (see Tax from Skatteverket – Tax Table and Adjustment Fetched for You).

Changing the details on the record

Each card has its own Redigera (Edit) button. The fields open inside the card, with Avbryt (Cancel) and Spara (Save) at the bottom of the card. Spara saves only that card, so you can for example change the bank account without touching the employment details. A new or changed bank account is checked when it is saved, with the same rules as the payroll bank file (clearing number, account number length and check digit), so an invalid account such as 123 is not saved. The same check applies when the employee enters the account in the staff portal or when the contract is signed. The help texts in the cards are one short line, and Läs mer (Read more) shows the rest.

Redigera is shown only to someone with the permission to manage users. Salary, identity number and bank account also follow the payroll permission.

You reach the schedule from Kommande pass on Översikt and from the Tid och frånvaro tab. For ended employments, erasing the personal data under GDPR is on the Anställning tab, in the Avslut card.

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 (the Översikt tab, Person card) or the bank account (the Lön och skatt tab, Bank card) 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 the Anställning (Employment) tab. Avsluta anställning (End employment) is in the Avslut (ending) card. 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) in the same card: they become active again, the end date is removed and the login is reopened. The dialog asks whether it is a Ny anställning (new employment: the previous one is saved as an earlier employment and you enter a new start date) or whether to Ångra avslutet (undo the ending). What does not come back is the PIN (set a new one under Inloggning och behörighet › PIN-kod), 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.