This help guide will explain how to configure, assign, and manage Positions in Tanda, including details on Position Titles vs Templates and scoping Positions to Teams.

Positions are configurable employee templates that you can use to quickly onboard staff and update their pay conditions. You can create common role setups as Position Templates and assign them to employees, ensuring that each employee working in a common Position will have the same basic setup.

Put simply, Position Templates are assigned to employees, whereas a Position Title must first be assigned to a Position Template.

A Position Template contains a set of preconfigured items (including the Position Title) for a specific role. Depending on the configuration, Position Templates can include various details, such as any qualifications required to work in that position (e.g., a Bus Driver requires the correct license), associated documents and contract templates for the Position, mandatory training, associated tags and classifications, and the templated pay configuration. Please see the screenshot below for the full list of Employment Conditions you can configure and manage within a Position Template.

A Position Title is simply the name of your position. Position Titles allow for variations of the same position to be created. For example, Bartender—Part-Time and Bartender—Casual are both variations of an overarching Bartender Position. The differences between the two titles relate to how the employee is engaged, not the type of work they will be doing. When creating a Position Title, you can also select which other Position Title it reports to for the purposes of building your Organisation Chart. Position Titles are not directly assigned to an end user; rather, they are assigned to a Position Template, which is then assigned to the end user.

Using our Position Library is an excellent quick-start option. The Position Library allows you to easily select Positions with details that have been pre-configured by Tanda. To access it, navigate to Workforce > Positions > Position Library.

Please note that, currently, the Position Library only contains Positions related to the Hospitality Industry Award, Fast Food Industry Award, and Restaurant Industry Award.

To enable a Position, scroll through the list in the Library and select View for the relevant position.

You will then see a list of details about that Position, including Duties, Exclusions, and Qualifications associated with the Position. Put simply, these are the activities that staff in that role will perform as part of their employment. Ensure that these Duties and Exclusions align with your roles and the actions your staff perform. Once you are satisfied, click Enable This Position.

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You will then be prompted to select the relevant employment types (e.g., casual, salaried) and create a Position Template associated with that Position.

For example, if you only employ casual bartenders, you will not need to select any other options than Casual.

Note that Templates created via the Position Library only include the Award, Employment Type, and Classification Level. If desired, you will need to edit the Template after creation to assign any Qualifications, Documents, and Contracts to the Position.

To create a new Position Title from scratch, please follow the below process.

3. Fill out the required fields as prompted. You will need to name your Position Title, select which other Position Title it reports to (this pertains to your Organisation Chart settings), select whether that reporting line is team-specific or business-wide, and select a Position Template to add your Position Title to.

4. Click Save. Your new Position Title will appear in the list of Position Titles.

5. Repeat this process as needed to create all the necessary Position Titles for your organisation.

Now, you are ready to create Position Templates for your Position Titles.

To create a new Position Template from scratch, please follow the below process.

When creating a Position Template, you can restrict which Positions can apply to staff based on their Team. To do so, simply use the 'Select which teams can use this Position Template' field when creating a Position Template.

This helps ensure the correct Positions are assigned to the correct employees and the correct Teams.

When one or more teams are applied to a Position:

If a position is not scoped to a specific Team, it can be assigned to any employee.

Once you have created all the necessary Position Titles and Templates for your organisation, they are ready to be assigned to staff.

To do so, navigate to an employee's Staff Profile (via Workforce > Staff) and select the Pay Conditions tab. Next, click 'Edit Current Pay Conditions' and select the date from which you would like your changes to take effect.

Then, select your desired position from the dropdown menu. Selecting a Position will automatically update the other fields (e.g., Industry Award) based on the associated Position Template.

​Alternatively, for new employees, you can select their position during onboarding.

You can create as many Positions as required to meet your business needs. If you create a Position Title that you do not need anymore, it can be Deleted or Edited.

Please note that deleting a Position is only possible if it has not yet been assigned to a user. If it has been assigned to a user, they will need to be reassigned a different position first before you are able to delete the Position Title.

You can also Duplicate or Archive a Position Template if desired, as well as deleting it.

From this view, you can also easily see how many employees have been assigned to a template, using the 'Employees Assigned' column.

Updating a position will apply the change(s) to any staff who have the position assigned in their Pay Conditions.

When updating a Position Template, you will be alerted about how many users will be impacted. The update will then happen in the background, and you will receive a notice when it is complete.

Please note that new contracts will not be sent when performing these updates. To update user contracts, you will need to:

When you configure specific Employment Conditions to a Position Template, they will apply as follows:

For example, if you assign the HIGA award, Casual & Level 2 Tags to a position called Bartender, then all staff under that position will have their pay conditions set to HIGA, Casual & Level 2. These fields cannot be changed on a per-employee basis.
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If a field is not set, then changes can be made. In the example above, no rate is specified. While this would use the award rate for all staff (like the rest of Tanda) you could manually change the rate on a per-employee basis.

Contract Templates can be assigned to a Position Template. This will scope the list of contracts available in onboarding to only those attached to the position. If the position does not have a contract assigned, then all contracts will remain available.

Documents and Document bundles can be added to a Position Template. These will automatically be selected to be sent to staff when a position is selected during onboarding.

Qualifications assigned to a position will be displayed to an employee via their Mobile App as required. This will include:

In addition to the callouts to the employee, managers will be able to see missing position-required qualifications on the staff list and the employee qualifications tab on their profile.
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