Roles and Permissions – Control What Staff Can Do

Two concepts govern staff in Vendion, and they do entirely different things. Confuse them and you set the right value in the wrong place.

Most employees have both: a role for the schedule and a permission group for access.

Staff roles: colour, skills and tips

Roles are set under Personal › Inställningar › Organisation. The old gear icon on the staff list no longer exists – Settings is its own tab.

Create a role:

1. Type the role name in the field at the bottom of the Roller box, for example "Kock"
2. Click Lägg till
3. Click the colour dot to the left of the name to choose a colour
4. Repeat for every role you have

Change the order: drag the handle on the left. The order carries over to the schedule view and to how the registry is grouped.

Rename: click the name and type over it.

Remove a role: the role is deactivated and history is preserved – old shifts keep their colour. The system refuses to remove a role used by active staff; move them first. If you later type the same role name again, the old role is revived rather than a duplicate being created.

Keep the list short. Four to eight roles are enough for most restaurants – more makes the schedule cluttered.

The category that decides the tips

To the right of every role sits a category: Servering (front of house), Kök (kitchen) or Ledning (management). It decides how tips are shared.

• Kök shares the kitchen portion you set under Inställningar › Dricks
• Servering shares the rest
• Ledning receives no tips at all

This is the most common silent trap in the module. The default kitchen share is 30 percent, and every new role defaults to Servering. A restaurant that touches neither has therefore configured the kitchen to receive 30 percent of the tips while nobody counts as kitchen – and the whole pot goes to front of house. The system says so, but only when someone calculates a tip period.

The fix works in both directions and both are valid answers: a kitchen-led restaurant sets at least one role to Kök, a bar without a kitchen sets the kitchen share to 0 percent.

Permission groups: what the person may do

Vendion uses a permission-based model instead of classic roles. Each group is an exact list of permissions – individual functions such as opening the cash drawer, voiding an item, approving time reports or viewing payroll data. The catalogue holds just over a hundred permissions across categories such as POS, Orders, Reports, Staff, Bookings, Marketing and Finance.

If an employee lacks a permission, the function is hidden in the interface, or requires a manager to approve with their PIN.

Preset groups

Under Användare › Behörighetsgrupper you find the preset Admin and Personal groups. They cannot be deleted. You can also create your own groups.

The Personal baseline contains: log in at the till, bind the till licence to hardware, create orders, preset discount, open the cash drawer, switch cost center, take payment with Tap to Pay, view own sales, view, create and edit bookings, view schedule, punch in and out, and view the staff register.

Including the staff register is deliberate: at an unannounced inspection from the Swedish Tax Agency it is the staff standing in the venue, not the owner.

Groups such as Cashier, Server, Kitchen or Head Waiter do not come ready-made – you create those yourself.

Build your own group

You need Hantera behörighetsgrupper (Manage permission groups) to create or edit groups.

1. Go to Användare › Behörighetsgrupper
2. Click Ny grupp – the editor opens as its own page
3. Enter a name and choose a colour
4. Pick a quick choice (Inga, Vissa delar, Vissa hela, Fullständig) or tick the permissions yourself. The categories are listed on the left, with how many are selected in each
5. Click Skapa grupp (create group). When you change an existing group the button is called Spara (save)

You can only grant permissions you have yourself. The other rows are locked.

Assign a group: go to Användare and pick the group in the list next to the employee. The change saves immediately.

Start with the system groups – they cover most needs. Create custom groups only when you have a clearly different case, for example a head waiter who should handle bookings and discounts but not see payroll data.

Change groups with AI Boss: you can also ask AI Boss, for example "Staff should be able to mark items as sold out" or "Create a group Shift lead that can edit the schedule and bookings but not see pay". AI Boss looks the permissions up in the same list as the editor and first shows what will be added and removed, with the same names as in the list. Nothing changes until you answer yes, and the group's other permissions stay. The same rules apply as in the editor: you need Hantera behörighetsgrupper (manage permission groups) and can only grant permissions you have yourself.

Whose pay can the group see?

A group with Se lönedata (view payroll), Redigera lönedata (edit payroll) or Hantera användare (manage users) gets a choice at the bottom of the page: Vems lön? (Whose pay?)

• Alla anställda (all employees) – the default. The group sees pay, personal identity number and bank account for all staff.
• Bara personer i valda grupper (only people in selected groups) – tick the permission groups it should cover, and if needed Personal utan behörighetsgrupp (staff without a permission group).

Example: your operations manager should set pay for the staff they hire, but not see the owner's or the head chef's pay. Give the Driftchef group Se lönedata and Redigera lönedata, choose Bara personer i valda grupper and tick Personal. The operations manager then sees and sets pay for people in Personal – not Admin, not Kökschef.

This applies to a limited group:

Nobody can change their own pay – nor their own employment terms, their own vacation balance, their own tips, nor approve their own payroll row. Administrators are the exception. You can always see your own pay.

The Admin group always sees all pay and cannot be limited. A limited manager who may edit groups can only grant the limit they have themselves.

What is required to reach the Staff module

If you build a custom group and the person bounces out of Staff, this is almost always why: the module requires one of four permissions – Edit schedule, View payroll data, Edit payroll data or Publish and manage news.

The permission Se schema (View schedule) is not enough to open Staff in the admin panel. Employees use Personalportal for their own shifts. The administrator's staff view also requires access to the admin panel.

Giving someone a narrow role works well: a person with only Publish and manage news gets into the module and sees only the Meddelanden tab.