Predictive Workforce allows you to use valuable data from your business to predict how many staff you should have rostered on.
Configure your Sales Data
First, you'll need to connect your Sales & Revenue system and configure the data in Tanda. For detailed instructions on how to do this, you can follow the steps in this article: Import your Revenue Data.
There are two steps that must occur in order to turn on Predictive Workforce in your account. They are both configured in the Data Stream management page, Settings > Add-ons > Sales & Revenue > click the blue link "Data Stream":
1. Data Stream Cards linked to Teams - this is detailed in the article link above, however if you're familiar with this, you just need to ensure you have Data Stream Cards linked to your Teams that you want to roster against:
In the example above, we have Restaurant Bookings and Sales data feeding into Tanda and we have linked them with our Team: Front of House.
2. Set Rostering Ratios - this tells the rostering model how many staff you require per data source, set in 15 minute increments.
In the example below:
- For every 1 table booking in 15 minutes, we want 1 employee rostered or
- For every $500 of sales in 15 minutes, we want 1 employee rostered
You just need to have at least one Data Stream Card with a ratio set to turn on Predictive Workforce, however you can adjust the figure if it's not quite right once you're in the Roster.
Once you have configured the two steps above, go to Rosters > Current Roster:
In the sidebar, select Day view and select a day:
In the sidebar again, ensure you have ticked the Team(s) that you linked your Data Stream Cards to. In this example, we only linked data to Front of House, so we only have that Team ticked:
You should see Predictive Workforce appear in the middle of the screen:
At this point, if your Roster doesn't show like it does above, you might not have configured your Data Stream Cards correctly or set your Ratios. Revisit this article, or contact Tanda Support on the details at the bottom of this article for assistance.
Configure Roster Data
Before looking at rostering the predicted shifts, you can apply some settings to ensure the prediction best suits your business.
Manage Demand Data
To the left of the Predictive Workforce box, you have Manage Demand Data:
This allows you to set which historical time data is used to assist in forming the basis for the prediction. You can either select an Average of a particular Day and the number of weeks or a Specific Date in the past.
- If you use the Day average, below this you can then set how many weeks worth of data you want to use to make the prediction.
- If you use a Specific Date, you can use the calendar date picker. This is useful if you want to use an event where you know it was busy to model against the current roster i.e State of Origin nights, Boxing Day etc.
Move the slider across to the hours that your business is open, to only show these times in the Predictive Workforce box:
In the example above, the business is open from 11am to 11pm.
Click the icon to enable this option and you can then enter a percentage by which you think staff numbers will increase or decrease on this day. For example, if you enter 10%, your staff numbers prediction will increase by 10%. You can also enter a negative, if you think your staff numbers will be less than predicted, you would enter -10 in the field:
Interpret the Prediction
Now you have configured the data you can look at what the Predictive Workforce information means.
There are two ways to view your data, using the graph or using the table. Both display the same information, just in different ways.
At the top, you can see your Data Sources, so for this example we have Restaurant Bookings and Sales and their data split across the day:
You will also see the Ratio that you set in the Data Stream Management page reflected here. If you don't think you've set the Ratio quite right, want to change it or play around with how changes affect predicted shift numbers, just change the number and you'll notice the Staff Required number change.
The row below is based on the Team selected in the filter on the left, how many staff are required across the day.
For the example below, at 11am, the business requires 3 staff in Front of House to meet demand based on the imported data:
You'll notice when you make some changes, the shift boxes may change colour. If the box is:
- Red - you still need to roster this many staff to meet demand
- Grey - you are staffed just right
- Blue - you are over-staffed
Here you'll be able to see a visual display of your projected staff, as well as a visual comparison to your rostered staff.
Select which team you'd like to view:
Your predictive information will now appear as a graph:
Once you've set your Ratios and Manage Demand Data settings, you can build your required shifts below.
Start typing an employee's name in the Name column or click Add Vacant Shift to start adding shifts:
Add your Start and Finish times and set break times if needed.
For the table, as you build shifts you'll start to notice your Required staff at the top will change and the graph will update.
You don't need to stress about having all the boxes grey to show you're staffed just right, it's not always possible to roster perfectly, as you might need to roster staff longer than needed to meet Award minimum shift conditions.
For the graph, as you build shifts you'll notice the actual staff line will move up and down to match your rostering.
Hover over the graph to see a breakdown of predicted vs actual staff count.
Comparing the data
You can use the graph to compare your data to your rostering.
Once your current day Sales data has imported, you can see whether the prediction was accurate or whether there were events that occurred that day that need to be taken into account for the same day next week and you could alter your ratio or settings.
You can select from a variety of sources in the panel for these comparisons e.g. Team vs Actual Sales, Expected Sales vs Total Staff or Expected Sales vs Actual Sales.
After you've built one day, click on the next day in the week to start the process for the next day:
You can change your Ratios and Demand Data for each individual day, or keep them the same, depending on how your business operates.
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