This help guide covers the Employee Self-Service (ESS) feature, including:
Enabling Employee Self-Service
Before you can use the Employee Self-Service feature, an account admin must enable it. To do this, navigate to Settings > Feature Management and toggle the setting on. This will allow employees to make changes to their profiles on the Tanda Mobile app.
Employees who use the self-service feature cannot then be onboarded via Tanda. When information is added or updated through Employee Self-Service via the Tanda Mobile app, the changes will automatically update on their desktop profile.
Employees can add or edit the following fields 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
Important: Currently, details that employees add or update via Employee Self-Service must be manually updated in your external payroll software. When an employee updates their details, Admins and Payroll Officers will receive an email notification prompting them to make these changes.
Managing Email Update Notifications
By default, Admins, Payroll Officers, and Employees will receive an email notification when an employee updates their profile.
These email notifications will prompt Admins and Payroll Officers to make any relevant manual updates to staff profiles in their payroll software.
Admins and Payroll Officers can manage these email notifications by navigating to their Profile and selecting 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 Tanda Payroll customers, as there is no need to manually transfer this information to an external system.
You can use the Self-Service Dashboard to track any changes your staff make and communicate any details that need to be updated in your payroll software, the tax office, or superannuation funds.
You can access the Employee Self-Service dashboard through the Workforce tab in your account. This dashboard will be automatically available once you enable Employee Self-Service.
When an employee changes their details, they appear in the 'To be actioned' section of the Employee Self-Service Dashboard. We also provide a 'change checklist' to ensure you remember to update any details. Tick the checkboxes as you update the employee's details in your payroll system, with the tax office, or their 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
Staff who already have their contact and bank details stored in Tanda through onboarding or Employee Self-Service can easily edit and update these details whenever necessary.
When staff update their information via the Tanda Mobile app, their desktop profile will automatically update to reflect the new information.
As mentioned, Admins and Payroll officers must still manually change these details in your external payroll software.
Contact Number
Contact Number
Staff can update their phone number under the Basics section of the Personal Details page. This information will automatically update on their desktop profile.
Address
Address
Staff can update their address under the Personal Details page on their app profile. Under the Home Address section, select the pencil icon to edit:
Street address
City
State
Postcode
Select the green Update button to save these changes.
Emergency Contact
Emergency Contact
To update emergency contacts, staff can navigate to the Personal details page of their app profile. Selecting the pencil icon in the Emergency contacts section to update:
Contact name
Contact number
Relationship with the emergency contact (child, spouse, etc.)
Select the green Update button to save the updates.
Bank Details
Bank Details
Staff can update their bank account details under the Bank Acct. & Payroll tab on their profile page. Existing values on this page are censored by default to keep staff accounts secure.
When making changes, staff can edit:
The account name
The account number
Their BSB
Tax Declaration
Tax Declaration
Employees who need to amend their existing tax declaration can do so under the Tax Declaration tab of the mobile app.
On this page, staff 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
Select the green Update button to save these changes.
Any updates made to tax details will send a confirmation email to Admins, Payroll Officers, and the relevant employee.
For customers who don't use Tanda Payroll, updates to an employee's tax declaration will not automatically be lodged with the ATO and must be actioned via your payroll system.
Qualifications
Qualifications
If the additional setting to 'Allow staff to update qualifications' has been enabled (Settings > All Settings > Permissions), staff can also update their qualifications under the Qualifications tab on their Tanda Mobile app profile page.
Here, they can update:
The license number
Expiry dates
Attachments
Updated qualifications require manager approval before being active in staff profiles. Until then, the status of the qualification will appear as Approval pending.
You can further customise this access by navigating to Settings > Permissions > Show Advanced Settings > Customise Access & Roles Here. The relevant settings are under Workforce > Qualifications.
Super Fund Membership
Super Fund Membership
Employees who need to amend their existing super fund membership details can do so via the Super Fund Membership tab of the Tanda Mobile app.
On this page, they can update their product choice and membership details.
Click Submit to update these details.
Adding Details
As well as updating their existing details, staff can also add new details from scratch using Employee Self-Service. Any information that staff update via the Tanda mobile app will also be updated on their desktop profile.
Any new information must be manually added to your external payroll software.
Contact Number
Contact Number
Staff can add their contact number under the Personal Details tab in their profile. Once they have entered a contact number, managers can contact staff from the app.
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
Address
Employees can add an address to their 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
Once you have entered the relevant details, select the green Update button to save your changes.
Emergency Contact
Emergency Contact
To add an emergency contact, staff can navigate to the Personal Details tab of their mobile app profile page.
Next, select the option to Add your emergency contact. Enter the following details into this field:
The full name of the emergency contact
Their contact number
Relationship with the emergency contact (parent, spouse, etc.)
Once you have entered the relevant details, select the green Update button to add a contact.
Bank Details
Bank Details
Employees can add their bank details via the Bank Acct. & Payroll tab of their profile page on the Tanda Mobile app.
Selecting the + Add button in the top right corner of the page will prompt you to enter the following details.
Account name
Account number
BSB number
Once you have entered the relevant details, select the green Update button to save your changes.
Tax Declaration
Tax Declaration
Employees can fill out a tax declaration 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 using the green Submit button. If the TFN Lodgement feature is enabled in Feature Management, details will be automatically submitted to the ATO.
Any changes to tax details will prompt a confirmation email to Admins, Payroll Officers, and the relevant employee.
Qualifications
Qualifications
Staff can add a qualification 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 require manager approval before they are active in staff profiles. Until then, the qualification status will be Approval pending.
