This help guide will discuss how to access and configure organisational settings in Tanda, allowing you to customise your experience and get the most out of Tanda.

You require admin-level permissions to configure, edit, and access your organisational settings. If you cannot access these settings, you likely have the incorrect permission level.

To access and edit your settings, first log in to Tanda using a web browser. Then, navigate to the settings wheel in the top right corner of the page and click on 'All Settings.'

To access General Settings navigate to Settings > General

Public Holiday Region

Select the country/state where your business is located to pre-fill State and Federal public holidays into your account.

If you're uncertain which dates will apply, click on 'Show Pre-Built Holidays' to see which holidays will apply if you select that option.

​Public Holiday Dates

As well as pre-filling state and national public holidays, you can also manually configure the dates of any local public holidays (e.g. your local show day). Use this setting only if the public holiday isn't captured by the pre-fill above.

For more details, see our public holiday help guide.

Next, you have the option to enable the shift feedback feature. Tick this setting to turn it on or uncheck it to turn it off.

If enabled, staff will receive a short weekly feedback survey via the mobile app, allowing them to provide feedback on communication, management, morale, and more.

You can easily edit the categories employees can provide feedback on by clicking 'Edit Shift Feedback Categories.' For more details, see our shift feedback help guide.

There are three options for how you would like to calculate the per-shift costs of salaried staff.

If enabled, weekends will be shown on timesheets and rosters. If disabled, Saturdays and Sundays will not show up when viewing timesheets or rosters unless someone has clocked in on that day. This makes it easier to navigate Tanda if your business only operates on weekdays.

This will set the length of time (in days) before users on your account are logged out. For example, if this is set to 30 days, a user would be logged out of their account after 30 continuous days of inactivity in Tanda.

If you enable this setting, all employees with admin or manager-level permissions will be required to use two-factor authentication when logging in to Tanda. This will not apply to users with employee-level permissions.

For more details, see our help guide on managing two-factor authentication.

To access permission settings, navigate to Settings > Permissions.

Allow team managers to see costs: This setting controls whether team managers can see staff costs on rosters, timesheets, and staff profiles. If enabled, managers will only be able to see costs for the staff they manage.

If you want to only allow certain managers to see staff costs, you can. To do so, leave this setting turned off. Instead, navigate directly to each manager's staff profile and check or uncheck 'can see staff costs' as appropriate.

Protect manager data (salaries, hourly rates & performance reviews): When enabled, this setting hides managers' wages from other managers even if they can view them on the roster. Managers can still view employee wages, and general managers can still see team managers' wages.

Keep manager costs visible in total roster costs: If ticked, team manager wages are included in total roster costs. Please be aware that managers may be able to determine other managers' wages by adding and removing shifts to a roster and watching the total costs change.

Allow team managers to edit/approve their own timesheets: When this setting is unticked, Managers can still view their Timesheets but cannot edit any times or approve their own timesheets. If enabled, managers can edit and approve their own timesheets.

Receive qualification update alerts: Use this setting to determine which permission levels receive an alert if a qualification is due to expire. Team Managers and General Managers will only receive alerts for teams they manage, while Admins and Payroll officers will receive alerts for all expiring qualifications.

Allow staff to add times to their own time sheets: When ticked, this setting allows employees to log into Tanda and fill in empty timesheet entries. Employees won't be able to edit existing times, only fill in blank ones. As such, this setting can be used for employees to enter times if they forget to clock in/out.

Allow staff to make changes to all timesheet fields: This setting lets employees add allowances and edit award tags on their timesheets. Any changes made must still be approved by a manager. This is useful if you require further information from employees, such as if you want employees to enter their own travel allowance so they can enter their kilometres travelled.

Allow staff to view their Timesheet Export Summary: This setting allows staff to see their Timesheet Export Summary. The summary shows a visual breakdown of how their gross pay was calculated for a timesheet. The main benefit of displaying the summary is that employees can see when certain pay rates were applied and why.

Allow staff to clock breaks: When ticked, this setting enables a break button on the time clock or mobile app, allowing employees to record break times during their shifts.

Allow staff to see their own estimated wages: When this is ticked, staff will see estimated gross wages for their rostered shifts in their app. These wages are clearly marked as estimated based on the roster to ensure staff understand these might not accurately reflect what they will earn, especially if they work different hours to what they were originally rostered.

Allow staff to view the full roster: This setting allows staff to view the full roster. That way, they know who is working each day and who their manager is for that day. You can select if you would like staff to see the full roster for only the teams they work in or the entire location they work in.

Allow staff to enter leave requests: When ticked, this allows employees to enter their own Leave requests via the mobile app or web browser. When it's unticked, staff won't see the Leave option and will need a manager to manually create a leave request on their behalf. To learn more about submitting leave requests, see our help guide.

Allow staff to view the full leave calendar: If enabled, this setting allows staff to view the full leave calendar for either the teams they work in or the entire location they work in. That way, they can see who else is taking leave and plan accordingly.

Employees can enter unavailability: This setting allows employees to enter their own unavailability requests. To learn more about unavailability, see our help guide.

Allow staff to update qualifications: If enabled, employees can update expiry dates, effective dates, and documents for any qualifications that apply to them. Submissions require manager approval.

Use this setting to define the default passcode length used when clocking in via a time clock. This is useful for large organisations that will quickly exhaust all possible 4-digit combinations, or if your organisation already has a numerical code of a different length that employees need to remember.

Use this setting to customise access and roles. On this page, you can edit the access and permission settings in granular detail for each default role type: Manager, Employee, General Manager, and Payroll Officer. Or, you can create and configure a new role type.

If you're ever unable to access something in Tanda and you're unsure why (or you want to restrict someone else's access), your first source of troubleshooting should be to navigate to this page (Settings > Permissions > Show Advanced Settings > Customise Access & Roles Here) and cross-reference the permission settings with the action you were trying to perform.

When ticked, this setting allows you to configure break rules to help with scheduling and compliance.

Specifically, you can require staff to nominate which break they're taking, enforce minimum break durations, and stipulate whether paid meal breaks count as time worked.

Additionally, you can configure specific break rules, nominating the shift duration, break length, whether it is a paid break, and whether a clock in is required.

For more details on configuring this setting, see our dedicated help guide.

Use Case 1: Clock Lunch Break & Show Unpaid Breaks

Many customers want their employees to clock their lunch break but would prefer to simply show records on the timesheet for shorter paid rest breaks.

In this example, the system is set up for one unclocked paid break after 4 hours, a clocked unpaid break after 5 hours, and second unclocked paid break after 7 hours.

Employees can still clock in and out of the paid break if they want to. The system will match the rule if they do.

Use Case 2: Clock all breaks paid and unpaid

Compliance-focused customers sometimes prefer to have employees clock all paid and unpaid breaks. This provides strong evidence that the break was taken if there is ever a dispute.

To set this up, simply select the 'clock in required' on each break rule. This will prevent the break from appearing on the timesheet unless it's physically clocked.

Use Case 3: Employee's don't clock any breaks

Finally, some organisations don't require their employees to clock in or out for any break. In this case, they can simply ensure they have not selected the 'clock in required' box and Tanda will automatically apply the break rule to the timesheet.

If everyone at your company follows the same break rules, you can simply adjust the default break rules to suit your requirements.

Award rules and regulations will typically define how long an employee can work before they're entitled to a break. You can add each break that your employees are entitled to by creating or editing a break rule.

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As well as default rules, you can click + New to add a custom rule set. This can be used for staff who follow particular break rules that are different to the default. To do so, simply select who the rule applies to (based on award templates or staff tags), then enter the shift duration and break length, and specify whether it is a paid break or a clock-in is required.

You can also create multiple rules within a single rule set when different break lengths apply to different shift lengths. Please note that only one unpaid break will apply, but all relevant paid breaks will apply.

See the below example, where the break lengths increase as the shift length increases. For an 8-hour shift, the employee will receive one unpaid 30-minute break and two paid 10-minute breaks:

These settings control the following features:

To learn more about shift replacements, see our help guide.

When ticked, the Enable Shift Acknowledgement feature helps better manage staff attendance by asking employees to acknowledge their shifts once a roster is published.

To learn more, see our help guide.

These settings control the following features:

To learn more about the vacant shift claiming feature, see our help guide.

When enabled, the 'automatically build optimal rosters based on your staffing requirements' feature is enabled, and users can automatically build and fill rosters with the "Build Empty Schedule" and "Assign Staff to Shifts" buttons.

To learn more, see our help guide.

When ticked, the Enable Labour Budgets feature allows you to see budgets for your labour costs by team or location.

To learn more, see our help guide.

Roster validations are coloured warnings that appear on rostered shifts to alert managers that a roster rule or limit has been broken. For example:

You can create roster validation rules that apply to all staff or create a custom rule for specific employees or groups of staff (filtered by tags, locations, ages, etc).

You can set each roster validation to be either enabled or blocking. If enabled is ticked, you will receive a warning that you are violating that roster validation rule. If blocking is ticked, you will receive a warning and be blocked from publishing that roster until the error is resolved.

To learn more, see our help guide.

Rosters start on changes the start day of your roster. Note that this change will take some time to process, so we recommend making the change at the end of your day.

Similarly, Use a consistent roster cycle start date for all users means that all users in your organisation will have the same roster cycle start day. This will affect the order in which regular hours of work are displayed on the employee profile but will not change existing regular hours of work patterns.

When enabled, this setting means that shifts will be automatically approved when they meet certain criteria. Managers will not have to approve these shifts. You can specify the following auto-approval criteria:

You can select more than one of these criteria for auto-approval.

Below this, you can also enable Shift Variance Approval. When selected, this setting will require employees to leave a comment if there is a variance between their shift time and their scheduled shift.

This setting determines whether staff can clock-in remotely via the mobile app. You can enable this for all teams, or select only specific teams who can clock in remotely.

To learn more, see our help guide.

Time Clock rounding is used to automatically round times recorded on the Time Clock or Mobile App.

You can use this setting to specify the rounding time for clock-ins/clock-outs. For example, if you set this to 5 minutes, a clock-in time of 8:57 am will round up to 9:00 am. Similarly, a clock-out time of 5:02 pm will be rounded down to 5:00 pm.

You can also specify whether you want clock-in and clock-out times to use smart rounding. Smart rounding sets the direction of rounding to be one-way, rounding the clock-in/clock-out time towards the shift. For example, let's say an employee is rostered to start at 9 am. If they clock in at 8:56 am, their time will be rounded up to 9:00 am. However, if they clock in at 9:02, this will not round back to 9:00 am—unless you have ticked 'round clock-ins to rostered times'. If so, clock-ins/outs will round back to the rostered time in both directions as long as it is within your specified margin.

Timesheet rounding is optional. To apply no rounding to timesheets, simply leave these fields blank.

In this section, you can also configure clock-out rounding for any automatic breaks you have configured that specify "clock-in required."

Click 'Show Advanced Settings' to configure the following settings:

An email is received daily at 8am with any new or updated unavailability entries.
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You can also specify the minimum number of days notice required for unavailability. This means that staff will not be able to enter availability within x days of the current date. By default this is set to 4 but can be changed by entering a new number in the field and clicking Update Settings
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When an employee applies for leave the request will be sent to the manager, from there they will be able to either accept or decline the request. This will then notify the employee and action the request in Tanda (both App and my.tanda.co)

By default, Tanda assumes that staff generally only take leave on weekdays. If your business runs 7 days a week, you’ll need to enable this option so the leave is calculated and exported if it's on a weekend.

When a leave application is being entered into Tanda, you'll notice the total hours auto-populates. This information is pulled from the setting Default leave request length (hours).

By default, this is set as 7.6 hours as this is generally what most businesses use for a standard day. To update this just enter the new number in the field. This will then update the total hours field when staff or Managers record leave.

Here you can set the setting for time off notifications. Note this also includes time off reports. You can choose between Admin, Manager of the Team and Admin and Manager to receive the notifications.

Here you're able to create autofill leave strategies in how different employee's leave cost breakdown is autofilled. Choose Who it applies to, this is via Award Tag and you can create many or just one autofill leave strategy.

Then choose how the leave requests are autofilled. Whether that be due to Regular Hours of Work, Published Rostered Shifts or Unpublished Rostered Shifts.

Use these fields to define your punctuality leeway for clock-ins and clock-outs, as well as outliers that should be excluded.

For example, if set to 5 minutes, a clock-out at 4:58 pm for a 5:00 pm finish time would be considered on time. Likewise, a 9:03 am clock-in for a 9:00 am start time would be considered on time.

You can also set punctuality outliers. For example, if an employee showed up at 10:09 am for a 9:00 am start time, their clock-in will not be counted, as they are so far outside their rostered time.

With the above rules set, you can also implement a points-based attendance system. Points-based attendance has become increasingly popular across hourly workforces, and Tanda's new points-based attendance feature makes it easy for admins/managers to track these statistics and delegate appropriate levels of discipline.

For a detailed breakdown, please see our points-based attendance help guide.

You can set up the shift questions feature to ask staff questions when certain criteria are met, such as clocking in too early. Employees will be asked these questions when clocking in or out using either the Time Clock or Mobile App.
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To configure this feature, navigate to Settings > All Settings > Shift Questions and click + New Question to configure your first question. From here, you will need to enter the following information:

​To learn more, see our shift questions help guide.

If you want to view on-costs, such as payroll tax and superannuation, in your roster cost, you can do so by configuring the setting through Settings > All Settings > On-cost Config.

Note: On-costs configured in Tanda serve as an estimate only. They are not exported or paid through Tanda.

When your account is created, three on-costs are automatically set up: Workcover, Cost of Leave Accrued, and Superannuation.

These on-costs are calculated as percentages of the wage cost independent of one another. So, these on-costs are calculated as:

Example:

An employee's wages for the week total $100, excluding on-costs.

The Workcover on-cost is set to 10%.

The Leave on-cost is set to 19%.

The Super on-cost is set to 10.5%.

Total wages including on-cost = ($100 x 0.1) + ($100 x 0.19) + ($100 x 0.105) + $100.

Therefore, the total for this employee, including on-costs, is $139.50.

You cannot directly edit pre-configured on-costs. To make any changes to these pre-set fields:

To create a new on-cost field:

Viewing On-Costs on the Roster

To view the total cost of your roster including on-costs, navigate to the Rosters page.

Then, click on the arrow as shown above to expand the view of your roster stats. From here, select 'Total Cost with On-Costs' from one of the drop down menus.

Viewing On-Costs in Cost Reports

To view on-costs as part of our Reports, navigate to Reports > Cost Reports and select the relevant report.

From here, use the toggles as shown below to include or exclude on-costs in each report.

A more specific breakdown of the on-costs can be found in the Real Wage Cost report.

You can learn more about cost reports in our help guide.

Use the notifications & tasks page to configure your organisational notification settings. On this page, you can choose who receives notifications and under which criteria. For example, you can select who receives notifications if an employee is late to work or an overtime risk. For each notification type, you can select whether the employee, manager, or account admin is notified—or all of the above.

You can also schedule tasks on this page, such as emailing an employee if their timesheet is incomplete.

This page manages your organisational notification settings. To manage your personal notification settings, navigate to your notification preferences, as shown below.

The SMS log provides a log of all SMS' sent from your account, including the recipient and delivered status. This can be useful to prove an SMS was delivered.

Use this page to configure Tanda's live chat and communication settings.

Tick the 'Enable Live Chat' box to enable this feature. When turned on, this enables direct chats between employees and group chats for teams or locations. If this setting is turned off, you'll still be able to share announcements.

You can then configure who employees and managers can start chats with. Select between:

Below this, you can also configure your push notification settings. Choose when people receive notifications if chats or announcements are posted, and whether they will receive push notifications while on leave.

To learn more, see our communications help guide.