This help guide will detail how to create and add locations, teams, and team groups in Tanda, along with common FAQs and troubleshooting advice.
What Does This Help Guide Cover?
Defining Key Terms
Locations and teams make it easy to group staff, helping you visualise and filter your employees in Tanda.
Locations contain information about physical locations, such as addresses and business hours.
Teams identify the different groups of employees within a location. A location typically has several distinct teams, such as 'Bar', 'Kitchen', 'FOH', and 'Dishwashers.' You can also use teams to represent roles or activities.
Teams Groups allow teams to be grouped together within a location. Team groups can be especially valuable for rostering and reporting purposes.
How to Create a Location
To create a location, navigate to Workforce > Teams > +Add > Location.
Then, you will be prompted to complete the following fields:
Name is simply the name of your location.
Short code is a short version or abbreviation of your location name. For example, you might use 'SYD' as short code for 'Sydney' or 'MEL' as short code for 'Melbourne'. This short code makes your location easy to identify on rosters and timesheets.
Address is the address of your location. If you enable remote clock-ins, you can compare the employee's location when they clocked in with your address. If your specific location address isn't relevant, you can enter a region or city instead.
Advanced Settings
If you click 'Show advanced options...', you can configure several other optional fields, which we will explain below.
Public Holiday Setup: Nominate the public holiday region for this location.
Mobile Clock-In Settings: Nominate the acceptable mobile clock-in radius for employees. Once they are within this radius, they can clock in via the mobile app (if you have enabled remote clock-ins in your settings via Settings > Timesheets > Remote Clock-ins).
Time Settings: Nominate your timezone and business hours.
IMPORTANT: Please note that you should only fill in these advanced settings if your locations vary in these details, like if you have stores in multiple states with different time zones and public holidays. If you leave these fields blank, your default organisational settings will apply. Details entered into Location settings will override your default Organisation settings.
How to Create a Team
A 'Team' falls under a Location and reflects the different areas an employee can work in. Typically, they reflect different cost centres for the business. For example, if my Location is a restaurant, my teams might be Bar, Reception, Service, and Kitchen.
To create a Team, navigate Workforce > Teams > +Add > Team. From there, you will be prompted to fill in the following fields:
Location: Select which location this team falls under.
Team Name: Name your team (e.g. Bar, Kitchen, FOH etc).
Colour: Select a colour to help quickly identify your team in reports, rosters, and more.
Staff: Add staff to your team.
Managers: Add managers to your team.
You can easily keep track of which staff and managers are assigned to a team by navigating to the main Locations & Teams page and hovering over the number in the Staff/Managers column. For example:
You can also easily see which teams a staff member is assigned to via the main staff list. For example:
Advanced Settings
If you click 'Show advanced options...', you can configure several other optional fields for teams, which we will explain below.
Tanda Payroll Journal Accounts: Tanda Payroll customers can use this field to nominate the Journal Accounts to which expenses will be allocated for this team's shifts.
Payroll cost tracking code: Use this field to associate wages with different areas of the business when data is submitted to payroll. The same code can be used for multiple teams. Note that this field is ignored when using Tanda Payroll; you should select a Journal Account or use Tracking Categories instead.
Required Qualifications: Use this field to specify any mandatory qualifications for working in this team. For example, you may need an RSA to work in the Bar team or a current license to be a Bus Driver. Any members of this team without the required qualifications will be blocked from being rostered.
Shift details: Use this field to communicate extra information about a shift, such as the staff member's role on that day. Using our restaurant example again, shift details for the Bar Team might be 'Bartender' and 'Glassy'. As shift details are associated with teams, they should reflect information relevant to all staff in that team. Shift details only appear on rosters/schedules, whereas Locations and Teams also appear on timesheets and reporting.
Associated Tags: Use this field to automatically associate tags with anyone rostered to work in this team. If a shift is worked in this team, tags entered here will automatically apply to that shift. Associated Tags can be beneficial for filtering reports and for rostering purposes.
How to Create Team Groups
A "Team Group" is an optional attribute that can be assigned to two or more teams to link them in rostering and reporting.
Team Groups are disabled by default. To enable team groups, navigate to Settings > Feature Management.
Then, scroll down until you see the 'Team Groups' option, and toggle this feature on.
Next, select Workforce > Teams and click the pen icon to edit a team. Scroll down to the Team Groups heading, enter your desired Team Group name in the 'New Team Group' field, and click 'Update Team Details.'
To add other teams to your Team Group, edit the required team from the Locations & Teams page, select the relevant team group from the dropdown option, and save the team. Now, these teams are linked in a Team Group.
To check if your teams have been successfully grouped, navigate to Workforce > Staff and check the 'Team Group' column.
FAQs
I want to remove teams from a location. Will this affect anything with payroll or timesheets?
I want to remove teams from a location. Will this affect anything with payroll or timesheets?
Yes, deleting teams will cause the rosters that are associated with those teams to drop to the no-team area, and any unlocked timesheets associated with this will also be disassociated.
Instead, we would recommend removing all employees and managers from the team and reassigning them.
How do I remove staff/managers from a team?
How do I remove staff/managers from a team?
To remove staff from a team, navigate to their staff profile, then select Profile > Teams.
Then, select the 'add a team' dropdown, and unselect the team you want to remove from the list. Ensure you click 'Update Teams' at the bottom of the page to save your changes.
To remove a manager from a team, follow the same process but expand the 'Manager of' menu rather than the 'Add a team' menu.
How do I set/update an employee's default team?
How do I set/update an employee's default team?
To set an employee's default team, navigate to their staff profile, then select Personal > Teams.
Scroll down to 'Default Payroll Team' and search for a team or location. You can update this at any time. Ensure you click 'Update Teams' to save your changes.
Can I use a hex code to select colours for my teams?
Can I use a hex code to select colours for my teams?
No. Unfortunately, we no longer support this functionality.
How do I delete a team?
How do I delete a team?
To delete a team, navigate to Locations & Teams and click the pencil icon to edit a team. If you scroll to the very bottom of the page, you will see the 'Delete Team' option in the bottom right-hand corner.
Please be aware that deleting a team is permanent and cannot be undone. If a team still has active employees and managers, deleting it can also impact rostering, reporting, and potentially payroll. You should ensure you have removed and reassigned all employees from a team before deleting it.
Can I duplicate a location or team?
Can I duplicate a location or team?
Locations can be duplicated, but teams cannot. To duplicate a location, navigate to Locations & Teams and select duplicate.
