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.
Clocking in to Activities
For staff to use the timeclock to clock in, out, and between activities, navigate to Settings > All Settings > Activities and ensure 'Let workers clock their activities' is ticked:
When a staff member clocks in, they can also choose which activity they are working under:
If they change activities at any point in the shift, they can clock in again, change the activity and click Transfer:
In the activity selector, the employee will be able to see which activity they are currently rostered for, or when another activity is starting soon
Activity Codes in Timesheets
There are a few ways to track activities in the timesheet, whether they are automatically pulled through, manually entered, or clocked by the employee.
Timeclock Entry
If an employee clocks in to activities as above, they will automatically populate in the timesheet. Activities are shown in the second bar beneath award rules:
Click this bar or the menu icon on the right of the shift to see when exactly the employee clocked each activity. You can also make any manual adjustments from this Activities menu:
Copy Activity Codes from the Roster
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.
Automatically Copy Codes from Roster
To have rostered activity codes automatically pull through to the timesheet, go to Settings > All Settings > Activity Settings and tick 'Autofill activities from the rostered schedule'.
If no code is selected for the worked shift, the timesheet will automatically use the codes from the roster.
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).