Now you're up getting your Time Clock setup.
On your Dashboard, in the Setup Checklist, click Get time clock app or Settings > Our Time Clocks in the top right corner of the header:
You can use the Time Clock on an iPad or Android device, on a Desktop or a Web Browser. Tanda can also lease you one of our Android devices.
Setup Time Clock
Click on the relevant tab and follows the steps:
If you forget your setup code or need to add another Time Clock in the future, just return here by clicking on Settings > Our Time Clocks.
Send out Passcodes
Next, you'll need to let staff know their Passcodes. This is the 4 digit number they will use to clock-in and clock-out on the Time Clock.
Go to Workforce > Staff and you'll see each employee's Passcode listed next to their name:
Note: If an employee was imported into Tanda with their mobile phone number, Tanda will make their Passcode the last 4 digits of their mobile by default, to make it easy to remember!
To send out the Passcode to staff in a Welcome Message by Email or SMS, click on the Tools menu on the right side of the page and select Send passcodes to staff:
Note: If you want to include a link to the Unavailability App with the Welcome Message, you'll just need to turn this on in the Settings first. In the Time Off tab, just tick Employees can use an app to enter unavailability and click Update Settings at the bottom to save. To return back to where you were, just click Workforce > Staff > Tools > Send passcodes to staff.
If you don't want to include the link to Unavailability in the first message to staff, you can just keep it off (which is the default in new accounts), send out the first message and then turn it on to be sent out in a second message later.
- Select how you want to send the message out - Email or SMS or both by clicking on the relevant options to ensure there's a blue tick.
Employee App: a link to download the Employee App will be included in the Email.
2. Then choose which staff to notify by clicking next to each name or Select All at the top for everyone:
Staff with an exclamation mark are missing either an Email or Phone Number so won't have that option sent to them. You can click on the icon to go to their profile to fix this up thought and then return back again by going to Workforce > Staff > Tools > Send passcodes to staff.
3. You can then read the preview of what is sent to staff on the right and when you're ready, just click the green Send info to staff button.
Feel free to clock-in and clock-out a few times using your own Passcode just to see how things work. Once staff begin to clock-in you can watch the progress on the Dashboard in the Live Time Clock Feed:
Sending out the Roster
If you haven't sent out your Roster that you built in the last step, now that you have sent out the Passcodes and let Staff know about Tanda, it might be a good time to send it out. To do this, go to Rosters > Current Roster > Publish Shifts.
At this point, it may also be a good time to check the General Settings that apply to your account, if you haven't already. Of particular importance is the Timesheet settings around rounding of clock-ins.
In your account this is configured by going to Settings > General Settings > selecting from the tabs at the top:
Each setting will either have an explanation as to how it works, a tool tip, or you can also have a further read of the General Settings articles.
Once staff have clocked a full shift you can start approving their Timesheets. Tanda's Best Practice approach is to approve shifts daily, however both Daily and Weekly are located under Timesheets in the header:
Note: Weekly may read as Fortnightly, if you selected this when you opened your account.
Select Timesheets > Daily and you'll land on the current day and a list of all your staff who have been rostered or clocked-in on that day.
To approve a Shift, check you are happy with the Start, Finish and Break Times for the first employee. If you need to edit any of the times, just click in the relevant box and type the new time. If an employee forgot to clock-in or out you can enter the time yourself or we'll go through in the next Get Started how to send out reminders to staff.
- The Team selected on the Roster will display below the employee's name
- The C: below the times is from the Time Clock and the R: is the Rostered time
- The Break Total is the amount deducted from the worked time as it is an unpaid break
- Extra functionality such as adding leave or a comment is located in the icons on the far right of the shift box
When you're happy with the shift, just click Approve on the far end of the shift row.
The shift will then disappear, this is because the filter is set by default to only show Pending shifts to make your approval process easier. If you do want to bring All shifts back or view Approved shifts just click the Filter options in the top right of the page:
Continue down the list until you have approved all shifts for the day. To switch between days in Daily Timesheets, just click the relevant arrows in the date picker at the top left of the screen:
For further functionality with Timesheets, just check out the Timesheet section of the Help Centre. There may also be some additional tasks you need to complete as part of approving shifts, have a look at the next Get Started by clicking the configuring payroll link below.
If you do want to approve your Timesheets at the end of the pay period, we'll go through this in the final step, where we'll also look at configuring payroll.
If you would like further assistance please contact Tanda Support by clicking on the blue chat icon in the bottom right corner, on 1300 859 117 or email@example.com