Activity codes are labels you create and assign to shifts on your roster. Each code has a name, a short code, and an optional colour. You can use them to tag shifts by the type of work being done, for example, Cleaning, Front of House, or Training.
What this help guide covers:
Note: The Activity Codes feature is not yet available to all accounts. If you don't see the Activities option in your roster and want to use this feature, please contact support@tanda.co.
Setting up Activity Codes
To create your Activity Codes, navigate to Settings > All Settings > On-Cost Config > Activity Codes.
Click + Add Activity Code.
Enter a Name for the code, for example, Cleaning. This is what managers see when selecting it on the roster.
Enter a short Code, for example, CLN. This appears on shift cards and in reports.
Optionally, tick Assign a colour and choose a colour. The colour appears as a band on the shift card in the roster.
Choose which locations, team groups and/or teams this code is for with the Applies to field.
Click Create.
To edit an existing code, click its name in the list, click Edit, make your changes, and click Save.
Deactivating a code
To remove a code from future use, click Deactivate. The code is hidden from new shift selections, but all past assignments are kept, so historical reporting is not affected. Deactivated codes cannot be reactivated, but are visible when toggling the Status filter to Deactivated.
Assigning an Activity Code to a Rostered Shift
Once you have set up your codes, managers can assign them to shifts directly from the roster.
Go to Rosters.
Click the menu icon on a shift you want to add activity codes to.
Open the Activities tab in the shift detail modal.
Select which code should be the default for the entire shift in the 'Unallocated time is' section. Leave this as Uncategorised if you want activity codes to apply to only part of the shift:
To add codes for part of the shift, click + Add Activity on this page and set the following:
The Activity Code
When the code should apply: This can be done by manually entering start/end times, or by extending and dragging the bar to the correct times
Repeat this for as many activities as you want in the shift.
Note that only one activity code can apply at once in a single shift. You can have multiple codes set, but they cannot overlap.
The shift will display the code's colour band at the top so you can see at a glance which work type is assigned.
Activity Codes in Timesheets
There are a few ways to configure activity codes on shifts in the timesheet.
Automatically Copy Roster Codes into Timesheets
If activity codes are configured in a published rostered shift, the corresponding shift in a timesheet will allow you to copy the activities into it.
A blue notification will appear on the Activities icon in the timesheet if there are codes that can be copied in:
Clicking this will open the Activities modal. Click Copy From Scheduled Shift to add them in automatically:
The activities will be shortened where necessary to account for shift start/end times changing in the timesheet.
You can also use this modal to manually set activity codes from scratch or make any adjustments to copied-over codes.
Creating Timesheets from the Roster
If activity codes are configured on an employee's rostered shifts, using the Create timesheets method under the Actions dropdown will automatically enter the activity codes into their resulting timesheets.
Costs by Activity Code report
The Costs by Activity Code report (Reports > Costs by Activity Code) shows scheduled hours and costs broken down by each activity code.
You can filter the report by date range, location, team and category. Shifts with no activity code assigned are grouped under Uncategorised.
Importing and exporting Activity Codes
If you have a large number of codes to set up, you can import them in bulk using a CSV file.
Go to Settings > All Settings > Activity Codes.
Click Tools and select Import activity codes (CSV).
Follow the on-screen instructions to download a template and upload your file.
To export your existing codes, click Tools and select Export activity codes (CSV).