The Skills feature in Tanda HR lets you build a library of skills, assign them to employees with a proficiency rating, set minimum skill requirements on positions, and identify gaps across your workforce.
This feature is gradually being released to all customers. You may not see this in your account yet.
What this help guide covers:
This feature is only available with Tanda HR.
Building your skill library
Your skill library is the central list of skills that can be assigned to employees. Each skill has a name, an optional description, and a rating scale with named levels (for example: Novice, Competent, Expert).
To access the skill library, go to HR > Skills.
Creating a skill
Go to HR > Skills and click + New Skill.
Enter a Name and optional Description.
Set up the Rating scale. By default, Tanda uses a 5-level scale: Novice, Basic, Competent, Proficient, Expert. You can add, remove, or rename levels.
Click Save Skill.
Note: A rating level that is awarded to an employee or assigned as a position requirement can be renamed but not removed.
Duplicating a skill
To create a skill similar to an existing one, open the 3-dot menu to the right of the skill and click Duplicate. The copy gets the same rating scale and a "(copy)" suffix, which you can then rename.
Archiving a skill
To hide a skill from the library and reports, open the skill and click Archive.
Archiving a skill will remove assigned skills from staff profiles and cannot be restored.
Assigning skills to employees
Manually Assigning Skills
Skills can be assigned to an employee directly from their profile. This records the skill, the level achieved, when it was awarded, and an optional expiry date.
Go to Workforce > Staff and open the employee's profile.
Open the HR > Train and Qualify tab.
Click + Add skill.
Select the Skill and the Level achieved.
Set the Awarded date. Future dates are not accepted.
Optionally, also set an Expiry date.
Click Add Skill to save.
Each skill entry shows the level, the status, who it was awarded by and when, and the expiry date if applicable.
If an expiry date is set and has passed, the Status will change from Current to Expired.
Permissions: Managers can add and edit skills for their own team members, but cannot award skills to themselves. Organisation admins have full access. Employees can view their own skills but cannot self-award.
Skill Assessments
Creating a Skills Assessment
Skills can be awarded automatically when a Skills Assessment is completed. Skills Assessments essentially act as checklists to make it easy to assign all the necessary skills to an employee.
To create a skills assessment, go to HR > Skills > Assessments and click + New assessment. Name the assessment and select which skills are being assessed.
Each skill will then be listed in the assessment:
Additional questions or images/files/text can also be added to the assessment where required.
The Setup tab is where you can configure:
The Assessment Name.
Which skills are being assessed.
If the assessment is active and can be assigned.
If the assessment and the reviewer's answers should be hidden from the employee.
The Description.
Completing a Skills Assessment
To have a Skills Assessment completed for an employee, find it under HR > Skills > Assessments and click Assign.
Select the employee this assessment is about, and choose who should complete the assessment (the assessor).
Once assigned, assessments can be viewed and completed under the Skills > Assigned tab, where they can also be reassigned or cancelled:
Assessors will also receive an email notification when they are assigned:
Click Complete on the assessment and fill out the form before clicking Submit.
These skills and levels will be automatically added to the employee's profile.
Note: An employee can hold more than one skill assignment for the same skill (for example, one from a manual award and one from a completed skill assessment). The highest non-expired level across a skill is the employee's effective level.
Skills assigned through assessments are not editable on staff profiles.
Setting skill requirements for positions
You can specify a minimum skill level that employees in a given position are expected to hold. This feeds into the Skill Gap Analysis and Current Skills reports.
Skill requirements can be added from two places:
From the skill: Open the skill in HR > Skills, scroll to Positions requiring this skill, and add the necessary positions and the minimum level for each.
From the position: Open the position template and add skills to the Required skills section.
Reports
Skill Gap Analysis
The Skill Gap Analysis report shows how ready staff are for a certain position based on the skills it requires. Find this under Reports > Skill Gap Analysis.
For each employee, the report shows:
Readiness: An overall percentage based on how well the employee's held skills meet the position's requirements. Partial credit is given for skills held below the required level.
Missing skills: Skills the employee has not been awarded at all.
Under-level skills: Skills the employee holds but below the required level, shown as their current vs required level (for example, "Cash Handling 4/5").
The report can be filtered by position, department, and staff status, and sorted by any column.
Current Skills
The Current Skills report shows what skills each employee holds and measures them against the position they are in today. Find this under Reports > Current Skills.
For each employee, the report shows:
Percentage of required skills met for their current position. An employee holding a skill below the required level counts the same as one who does not hold it at all.
Missing skills: Required skills the employee has not been awarded.
Under-level skills: Skills the employee holds but below the level their position requires.
You can see all staff who have a certain skill by adjusting the Skill filter.
Employees whose position requires no skills show a blank percentage rather than zero.
Skill Gap Analysis vs Current Skills: The Gap Analysis report measures readiness for a position someone might move into, and gives partial credit for skills held below the required level. The Current Skills report measures the job an employee is already in, and counts only fully-met requirements.
Importing skills in bulk
Both your skill library and your employees' existing skills can be imported from a CSV file. Go to Settings > All Settings > Import & Export to access both importers.
Importing your skill library
The skill library importer lets you create or update skills in bulk. Each row carries the skill name, an optional description, the rating scale levels, and optionally the positions that require the skill and the minimum level for each.
Column | Required? | Format |
Name | Yes | Plain text. This is also how existing skills are matched for updates, so it must exactly match what's in the library if updating instead of creating (case-insensitive). |
Description | No | Plain text. |
Rating Scale | No | Comma-separated list of level names, lowest first. If left blank, the default 5-level scale will be used. |
Positions | No | Comma-separated pairs in the format Position Template Name: Level Name. For example, Chef (Full Time): Competent, Sous Chef (Casual): Basic |
Note: A level that is already held by an employee or required by a position cannot be removed. If a row would remove such a level, that row is not imported, and the error is shown in the import summary.
Importing employee skills
The employee skills importer lets you bring across skills your team already holds in bulk, for example from a spreadsheet or a previous training register. Each row names the employee, the skill, the level, and optionally when it was awarded and when it expires.
Award dates can be backdated.
Future award dates are not accepted.
Re-importing the same file updates the existing record rather than creating a duplicate.
Column | Required? | Format |
System ID/Employee ID | Either System ID or Employee ID (Payroll ID) must be listed. If both are, System ID is used. | ID number |
Skill | Yes | Must exactly match the name of a skill in your library (case-insensitive). |
Level | Yes | Must exactly match one of the level names on that skill's rating scale (case-insensitive). |
Awarded Date | No (will use today's date if left blank). | Date (e.g. DD/MM/YYYY) |
Expiry Date | No | Date (e.g. DD/MM/YYYY) |
Skills and AI rostering
When Skills are configured, Tanda's AI Rostering Agent is aware of your team's skills. You can use the agent when building a roster to request skill-based coverage, for example: "make sure someone who can operate the espresso machine is on every morning shift."
FAQs
What happens when a skill expires?
What happens when a skill expires?
Once the expiry date passes, the skill is marked as Expired and is excluded from the Skill Gap Analysis report and from AI rostering. The record is still visible on the employee's profile. To reinstate the skill, add a new skill with an updated awarded date and expiry date.