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Employee Self Service (ESS)
Employee Self Service (ESS)

How employees can update their profile, qualifications, and more on the Tanda mobile app.

Kate Taylor avatar
Written by Kate Taylor
Updated over a week ago

This help guide covers:

Enabling employee self-service:

The Employee Self-Service feature must be enabled by an account admin through Settings > Feature Management to allow employees to make changes to their profile on the app.

Employees who utilize the Self Service feature cannot then be onboarded via Tanda. When information is added or updated through Employee Self-Service, the changes will be reflected in the Onboarding tab of staff profiles on Tanda's desktop.

Important: Currently, fields that are added or updated via Employee Self-Service will need to be manually updated in your external payroll software. Admins and Payroll Officers will be prompted to make these updates when they're alerted to a change via email notifications.

This is the list of fields that can be added/edited using the Employee self-service feature:

  • Phone number

  • Home address

  • Emergency Contact

  • Bank details

  • Tax declaration

  • Qualifications

  • Superannuation

Note: If your staff are unable to edit their superannuation details, reach out to support@tanda.co

Managing email update notifications:

By default, all changes an employee makes to their profile will notify account Admins, Payroll Officers, and the Employee through an email notification.

In these emails, Admins and Payroll Officers will be prompted to make any relevant manual updates to staff profiles in their payroll software.

Admins and Payroll Officers can manage these email notifications through their Profile > My Notifications on Tanda desktop. Employees will always receive a confirmation email when a change is made to their profile through Employee Self-Service.

Tracking changes with the Self-Service Dashboard:

Note: Self-service tasks are automatically actioned for customers using Tanda Payroll as there is no need to transfer this information to an external system manually.

Make use of the Self Service Dashboard to track changes made by your staff, and communicate internally what details require updating or have already been updated in your payroll software, the tax office, or superannuation funds.

The dashboard can be accessed through the Workforce tab in your account, and will automatically be available if Employee Self-Service is enabled.

When an employee makes changes to their details, it'll appear in the To be actioned section. Tick the checkboxes as you update the details in your payroll system, with the tax office, or the superannuation fund, then select the Action Changes button to move the update to the Actioned screen.

From here, others with access to the dashboard will be able to see

  • What fields were updated

  • Who updated them

  • When they were updated

Updating details:

For staff that already have their contact and bank details entered into Tanda, either through onboarding or adding via Employee Self-Service, they are able to make changes when necessary.

When information is changed via the app, the Onboarding tab on their desktop profile will be automatically updated to reflect the new information. Currently, these updates will need to be manually changed in your external payroll software.

Contact number:

Staff can update their phone number under the Basics section of the Personal Details page. This information will be automatically updated on their desktop profile.

Address:

Staff can update their address under the Personal Details page on their app profile. Under the Home Address section, selecting the pencil icon will allow them to change their:

  • Street address

  • City

  • State

  • Postcode

Select the green Update button to save these changes.

Emergency contact:

To update emergency contacts, staff can navigate to the Personal details page of their app profile. After selecting the pencil icon in the Emergency contacts section, staff can update:

  • Contact name

  • Their contact number

  • Their relationship with the emergency contact (child, spouse etc.)

Select the green Update button to save the updates.

Bank details:

Staff can update their bank account details under the Bank Acct. & Payroll tab on their profile page. By default, existing values in this page will be censored to keep staff accounts secure.

When making changes, staff can edit:

  • The account name

  • The account number

  • Their BSB

Tax declaration:

If employees need to amend their existing tax declaration, they can do so under the Tax Declaration tab of the mobile app.

On this page, they can update:

  • Tax file number (or select an alternative option if they don't have a tax file number)

  • Their pay basis

  • Previous family name

  • Resident status

  • Claims for tax-free thresholds, senior/pensioners tax offsets, or other offsets

  • HELP/SSL/TSL debt

  • Financial supplement debt

Selecting the green Update button will save these changes. Any updates made will send a confirmation email to Admins, Payroll Officers, and the relevant employee to action in your payroll system.

Updates to an employee's tax declaration will not automatically be lodged with the ATO for customers that don't use Tanda Payroll - this will need to be done manually via the Onboarding tab on the employee's profile.

Qualifications:

With the additional setting of Allow staff to update qualifications enabled through Settings > All Settings > Permissions, staff can also update their qualifications under the Qualifications tab on their app profile page.

Here, they can update:

  • The license number

  • Expiry dates

  • Attachments

Updated qualifications will require manager approval before being active in staff profiles. Until then, the status of the qualification will appear as Approval pending.

There is also the capability to only allow staff to view the documentation from the in app qualifications. This can be done through custom permissions > show advanced settings > click on customize access and roles. Once here choose the role from the left side options navigate to the heading in the center of the page for Workforce > subheading Qualifications and allow only the view to be turned on.

Super Fund Membership

If employees need to amend their existing tax declaration, they can do so under the Super Fund Membership tab of the mobile app.

On this page, they can update their product choice and membership details.

Adding details:

For employees that have not been onboarded through Tanda, the same information can be collected through Employee Self-Service.

When information is added via the app, the Onboarding tab on their desktop profile will be automatically updated. Currently, new information will need to be manually added to your external payroll software.

Contact number:

Staff are able to add their contact number if one isn't already associated with their profile under the Personal Details tab in their profile. With a contact number entered, managers will be able to contact staff from the app.

Once on this page, click the pencil icon in the corner of the box, then the green Update box when you've finished entering your details.

Address:

An address can be added to an employee's profile under the Personal Details tab on their profile page.

Under the Add your address option, fill out the below fields:

  • Street line one

  • Street line two (optional)

  • City

  • State

  • Postcode

Enter the relevant address fields, then select the green Update button to save the changes.

Emergency contact:

To add an emergency contact, staff can navigate to the Personal Details tab of their profile page of the mobile app.

Next, select the option to Add your emergency contact. They'll need to enter the following details to this field:

  • The full name of the emergency contact

  • Their contact number

  • Their relationship to the emergency contact (parent, spouse etc.)

Once these fields have been entered, click the green Update button to add the contact.

Bank details:

If an employee wasn't onboarded using Tanda, have them enter their bank details using Employee Self Service under the Bank Acct. & Payroll tab of the profile page on the app.

Selecting the + Add button in the top right corner of the page will open the following bank account fields to enter:

  • Account name

  • Account number

  • BSB number

Click the green Update button once all fields have been entered to save the details.

Tax declaration:

Employees can fill out a tax declaration if not already collected through onboarding under the Tax Declaration tab of the mobile app.

On this page, staff will need to add the following information:

  • Tax file number (or select an alternative option if they don't have a tax file number)

  • Their pay basis

  • Previous family name

  • Resident status

  • Claims for tax-free thresholds, senior/pensioners tax offsets, or other offsets

  • HELP/SSL/TSL debt

  • Financial supplement debt

After entering the relevant details, save the tax declaration with the green Submit button. If the TFN Lodgement feature is enabled in Feature Management, details will be automatically submitted to the ATO.

Admins, Payroll Officers, and the employee will receive a confirmation email when the new addition is submitted to action in your payroll software.

Qualifications

Staff can add a qualification that exists in your account, but not currently active on their profile, through the Qualifications option on the mobile app profile page.

After selecting the + Add option in the top right corner, the available qualifications to add will appear in the Qualification type menu. From here, staff will need to enter:

  • The license/reference number

  • The expiry date

  • Attachments relevant to the qualification

New qualifications will require manager approval before being active in staff profiles. Until then, the status of the qualification will appear as Approval pending.

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