Staff Settings – Find the Right Setting

All the restaurant's shared staff settings live in one place: the Inställningar tab at the far right of the Staff module.

Settings has eight sub-tabs: Lönesystem, Organisation, Schema, Grundpass, Tider, Lön, Avtal and Dricks. Lönesystem opens first for users with payroll permission.

The Schema and Tider sub-tabs mirror the module's own tabs of the same name: the punch-clock settings live where you look at punches.

Lönesystem (Payroll system)

View the collective agreement, staff types and the payroll system used by the company. Choose between Vendion Lön (Vendion Payroll), Fortnox Lön (integration), PAXML-fil (t.ex. Hogia, Kontek) (PAXML file, e.g. Hogia, Kontek) and Visma Lön 600 (fil) (file). Vendion Payroll shows Kommer snart (coming soon) until Vendion enables it for the company. See Choose a Payroll System and Get Started for choosing, switching and history.

If you run Vendion Payroll, the Skatt från Skatteverket (tax from Skatteverket) card is on the Vendion Payroll page, which you open with Hantera Vendion Lön (manage Vendion Payroll) below the table. There you turn on fetching the tax table and tax adjustment from Skatteverket (see Tax from Skatteverket – Tax Table and Adjustment Fetched for You).

Organisation

• Roller (Roles) – the restaurant's staff roles with colour, order and category (front of house, kitchen or management). The category decides how tips are shared. Read Roles and permissions for the full picture.
• Kostnadsställen (Cost centers) – your departments, for example Bistro and Bar. Drives tip distribution per department and how the labour cost is posted in the accounts.

Schema

Working-hours rules – the limits the schedule warns against:

Daily rest, weekly rest and the unpublished-schedule reminder cannot be lower than the law's floor; a lower value is not saved.

The warnings block nothing. You can publish a schedule that breaks them – they exist so you see the clash before your staff do. The day break hour affects only the schedule, not time reporting or payroll data; those calculate on the time entries' own clock times.

Schema & passbyte (Schedule & shift swaps) – what staff themselves may see and do with the schedule:

• Schedule visibility – the whole restaurant, their own staff group, or only their own shifts
• Shift swaps – who staff may offer their shifts to
• Require manager approval for shift swaps – on: the swap goes through only once you have approved it
• Allow absence requests
• Remind about unpublished schedule – how many days ahead the schedule should be published, at least 14 (Working Hours Act s. 12)

Grundpass (Shift templates)

Your recurring shifts: time, break, station, colour and any fixed shift pay. You pick them when you add a shift to the schedule. The tab used to sit under Personal › Schema as Hantera grundpass; from the schedule you reach it via Mer › Hantera grundpass (More › Manage shift templates). See Shift Templates – Base Shifts and Saved Periods.

Tider

Stämpling & tidrapportering (Punching & time reporting) – where staff may punch, and when you want to be notified:

• Kod på kassan (Code on the register) – staff punch with their PIN on a register
• Stämpling i personalinlogg (Punching in the staff login) – staff punch in their own portal/app. Off from the start, see Clock In in the Staff App
• Notification: late clock-in – how long after the shift start a missing punch may pass
• Notification: forgotten clock-out
• Approve time automatically – punches within this many minutes of the shift start and end are approved immediately. Set 0 to review every time entry yourself
• Räkna lönen från passets start (count pay from the shift start) – off by default. When it is on, pay is counted from the shift start to the shift end, and time punched outside the shift waits for your decision under Personal › Tider. See the article Time Tracking – Review and Approve Work Hours

Automatiskt rastavdrag (Automatic break deduction) – what is deducted when someone punches out without a break. A registered break always takes precedence over the rule. Separate article: Breaks and break deductions.

Snabbknappar för motivering (Reason shortcuts) – the ready-made reasons shown when you register, adjust or void time.

Lön (Pay)

Lön has a menu on the left with six parts, and only the part you choose is shown. On mobile the menu is a drop-down. Each setting has one short line; Läs mer (read more) expands the full explanation.

If you run payroll in Fortnox Lön, PAXML or Visma Lön 600, every setting in the first five parts is shown. They affect the payroll data, the payroll files, the schedule's labour cost, Analytics or AI Boss even with an external payroll system. Only the Vendion Lön part is missing, and the page says "Fler inställningar visas om ni kör Vendion Lön" (more settings are shown if you run Vendion Payroll).

The table below goes through the settings. They affect the basis for how labour cost is calculated in the schedule and in the payroll data. These settings affect the calculation and the data you export, so review changes before running payroll. With an external payroll system the payment itself is made there; with Vendion Payroll pay is made with Vendion's bank file.

If your restaurant was set up before autumn 2026, Holiday pay may still read 12.00%. The default was raised to the collective agreement level; existing restaurants were not changed automatically, since the rate is an agreement choice we should not guess on your behalf. If you have a collective agreement, check that it reads 12.72.

Meal benefit and meal deduction start at zero, except when you choose Visita/HRF. If you choose Visita/HRF as the collective agreement under Lönesystem and press Byt och ställ in lönen (switch and set up pay), the agreement's meal amounts are filled in when the restaurant has no meal amounts already: the meal deduction under Gröna riksavtalet § 18 mom 3 (SEK 55 per working day up to and including 31 March 2026 and SEK 56 after that; the amount follows the date the change applies from) and the meal benefit at the Tax Agency's standard value for lunch or dinner (SEK 124 in 2026). Amounts you have set yourselves stay as they are. The dialog shows the meal amounts before and after, before anything is saved.

Without a collective agreement you set the amounts yourself, and only if you actually provide food. If staff pay at least the Tax Agency's standard value, there is no taxable benefit. The standard values change every year – check with your accountant.

With Visita/HRF, Mat explains the agreement's rule. A box under Mat (meals) sums up Gröna riksavtalet § 18: meals are part of the employment, staff pay the agreement's meal deduction per working day and the meal benefit is the Tax Agency's standard value. Someone who works at most four hours a day on average is not covered (§ 18 mom 1). The setting Kost vid korta arbetsdagar (meals on short working days) handles that: with Ingen kost vid högst fyra timmar per dag (Visita/HRF) (no meals at four hours a day or less), Vendion divides the month's hours worked by the days worked, and anyone who works four hours a day or less on average gets neither a meal deduction nor a meal benefit. Choose Kost varje dag (meals every day) if you have a different agreement. If not everyone eats, choose Dagar personalen ätit (days staff ate) under Kostdagar. A different amount, or no meals at all, is right when you have a written agreement with the employee (§ 18 mom 5, for example no meal service, only simpler dishes or medical reasons) or a local agreement with HRF (mom 6). Change the amounts here in that case.

Enter the full standard value as the meal benefit, not the difference after the deduction. Vendion subtracts the meal deduction itself. If you provide lunch in 2026 and staff pay 56 SEK: meal benefit 124 SEK, meal deduction 56 SEK. The taxable benefit is then 68 SEK per day. Other payroll systems, such as Personalkollen, often show the benefit after the deduction (68 SEK). If you enter that figure here, the deduction is subtracted twice and the benefit becomes only 12 SEK.

Change the meal benefit at the turn of the year. Skatteverket's standard value follows the price base amount: in 2026 it is 62 SEK for breakfast, 124 SEK for lunch or dinner and 310 SEK for full board (2025: 61, 122 and 305 SEK). Löner warns when the meal benefit is lower than the year's standard value, with Visita/HRF lower than the lunch value and otherwise lower than the breakfast value, or when it is an earlier year's value. The warning applies to every payroll system and changes no amount. If Skatteverket has decided on a lower benefit value for you, the warning can be left. With Vendion Lön the payroll run stops only when the meal benefit is an earlier year's standard value, for example 122 SEK in 2026.

If not everyone eats every shift, set Kostdagar to Dagar personalen ätit (days staff ate). The time clock and the staff portal then ask "Åt du personalmat idag?" (did you eat a staff meal today?) at clock-out, and payroll counts only those days. An unanswered question counts as not having eaten. Answers are shown and corrected per shift under Personal › Tider. The change applies to periods that are not locked.

Employer contributions depend on the person and on the month the salary is paid. Set the full rate here. Payroll data, the schedule's labour cost, Analytics and AI Boss lower it per person based on birth year. The SEK 25,000/month cap on the youth reduction is applied only in payroll data (Personal › Löner); the schedule, Analytics and AI Boss apply the youth rate to the whole amount. The cap applies to the company: if someone is paid by several of the company's restaurants, Löner calculates one restaurant at a time, and then Löner and the AGI data show a warning. Vendion Payroll applies the cap across the whole company. The table below applies to pay disbursed in 2026 and 2027:

Age is counted at the start of the year, not on the birthday: someone turning 67 in June 2026 gets the full rate on pay disbursed during 2026 and the reduced rate on pay disbursed from January 2027. If the birth year is missing, the full rate is used.

Lönen betalas ut (when salaries are paid) decides which year's rules apply. The contribution is calculated on the month the salary is paid, not the month it was earned. Gröna riksavtalet says the previous month's salary is paid, so Månaden efter (the month after) is the default; the other choice is Samma månad (the same month). With the default, the December salary, paid in January, gets the new year's rates. December 2026 salary paid in January 2027:

The same applies at the other end of the youth reduction: with Månaden efter, the September 2027 salary is paid in October and gets the full rate.

The setting affects the contribution in Personal › Löner, the schedule's labour cost, Analytics › Bemanning & kostnad and AI Boss. Vendion Payroll instead follows each payroll run's actual payment date. The payroll file for Fortnox Lön and the PAXml file carry no employer contributions and are not affected. A change of setting is logged under Kontrollcenter › Inställningsändringar, for example Lönen betalas ut: Månaden efter → Samma månad.

Beräkningsperioder (Calculation periods, under Arbetstid och övertid) – the period the working-time measure is reconciled against. It answers whether your monthly-salaried staff have worked their hours; the result is shown per person under Personal › Personal › Beräkningsperiod, where the Ändra beräkningsperioder (change calculation periods) button leads here. You do not need it to run the system.

Lönekoder & konton för export (pay codes and accounts for export, under Grund) – the link between Vendion and your payroll system, and the SIE accounts in the payroll voucher. Leave the defaults unless you have your own set of pay code designations. If you run Vendion Payroll the pay codes are collapsed under Lönekoder för PAXml och Fortnox (pay codes for PAXml and Fortnox), because Vendion Payroll does not use them. The SIE accounts remain.

OB-regler (Unsocial hours, under OB och tillägg) – your unsocial hours rates with times, weekdays (or Aftnar, eves, for a rule that applies only on Midsummer's, Christmas and New Year's Eve) and amounts. This is also where Avrunda OB till halvtimmar (round to half hours) sits, on by default: unsocial hours are rounded up to the nearest half hour per shift and per rate type, per Gröna riksavtalet. Own article: Unsocial hours rules.

Avtal (Contracts)

Its own sub-tab since autumn 2026 – it previously sat together with Lön. Employment contracts are touched when you hire, not when you run payroll, and so they got their own place.

Anställningsavtal (Employment contracts) – collective agreement setting (Visita/HRF, another collective agreement, or none), the agreement's name, the authorised signatory and their title, and the contract wording that goes into the employment contracts.

Lönesatser utan kollektivavtal (pay settings without a collective agreement) – the Ställ in efter lag (set up by law) button. The collective agreement choice only changes the contract wording, not payroll. The button sets unsocial hours, holiday pay, minimum vacation pay, unsocial hours rounding, overtime, major holiday pay, the missed break, the extra days off, the minimum paid time per day, the qualifying deduction (amount under the law) and saved vacation days (as this year's days) according to the law in one step. Vacation already earned keeps its percentage. See the article on employment contracts.

No collective agreement gives a warning about the vacation balance. The balance on the staff card gives the days in the same year they are taken (coinciding earning year). Under the Annual Leave Act days are earned the year before (s. 3), and only a collective agreement may change that.

Lägsta semesterlön per dag (minimum vacation pay per day) – a minimum amount per vacation day, one row per vacation year, with one amount for those aged 20 or over and one for younger staff. Payroll pays the higher of the vacation pay under Semesterlön (holiday pay) and the amount here, reduced for part time. Gröna riksavtalet gives SEK 1,675 and SEK 1,269 per day respectively for the vacation year 2026/27, once the person has been employed for at least three consecutive months (twelve months for vacation compensation when the employment ends).

• If the restaurant has Visita/HRF as its collective agreement, the agreement's amounts are filled in from the start. Använd Gröna riksavtalets belopp (use Gröna riksavtalet's amounts) fills in the table and Inget lägsta belopp (no minimum amount) empties it
• The amounts also apply without a collective agreement if you fill them in. Changing collective agreement never changes amounts you have saved, and a setting you have emptied stays empty. The only exception: if you switch to Visita/HRF while the setting is empty, the agreement's amounts are filled in
• The amount applies to both monthly-salaried and hourly staff. For an hourly employee it is reduced by Avtalad arbetstid (agreed working hours) on the staff card, otherwise by Sysselsättningsgrad (employment rate). If both are missing, full time is used and Personal › Löner shows a warning
• Changes are logged under Kontrollcenter › Inställningsändringar

How the amount is calculated is described in the article Vacation Days and Vacation Pay.

Dricks

Here you pick one method that applies to every tip period — plus who distributes the tips, which decides whether they carry employer contributions. Own article: Tip distribution.

Who may change what

Your permission group controls which sub-tabs and editing controls you see.

• Organisation requires the permission to manage users in order to change roles. Without it you can read them but not change them, and an explanatory line says why. The cost centers on the same tab are governed by the permission to manage settings.
• Lönesystem is shown to users who may view or edit payroll data. Choosing the payroll system for the company requires admin access to its restaurants; other changes have their own permission checks.
• Schema, Tider, Lön, Avtal and Dricks require the permission to edit payroll data. Without it, those five sub-tabs are not shown at all. Organisation remains available, and Lönesystem is shown if you may view payroll data.
• Grundpass follows the schedule permission: with Edit schedule you can create and change shift templates. If you only have Edit schedule the Inställningar tab still appears, but only with the Grundpass sub-tab.

The administrator group sees and may change everything.