To access your staff information in Tanda, go to Workforce > Staff:

Click on the relevant employee's name:

Personal Tab

Employee Information

Name: this should be identical to the employee’s name in your payroll system

Passcode: this is the 4 digit passcode Tanda automatically creates for your staff member which they will use to clock in and out on the timeclock. If you wish to update this, it may take a few minutes for it to update.

Phone Number: this should be identical to their phone number in your payroll system, this number will be used when sending out rosters or any other notifications from Tanda

Photo: You can add a photo for the employee's profile, otherwise their first clock-in becomes their profile photo

Email: this will be the address used when you send notifications from Tanda, i.e rosters. Please note, you can't have duplicate email addresses in Tanda, this is because each profile can only be linked to one email, so the system knows which roster to send. 

Tanda Access: if you would like to send a manager or staff member access to log into My Tanda, you can click the Invite to Tanda button and they will receive an introductory email. After this has initially been sent, it will be replaced with Send Password Reset button, which you may use if a staff member ever forgets their password.

Set Password Manually: If you ever need to set a password for someone or yourself, you can do it here, ensure that you click Update Employee Details when you are done.

Teams & Permissions

Member of Teams: Teams that the employee can be rostered in. To add a team, click in the field and select. To delete just click the x next to the relevant team. 

Default Team: The default team is used on timesheets and reports in situations where a team was not specified on the roster. Click the drop down to select another team that employee is in.

Permissions: Set the permission level of the staff member. For a full overview of what each permission level means please visit Staff permission levels

Payroll Tab

Employee Payroll Information

Employee ID: this is used to identify a staff member when you are working with certain accounting packages, such as MYOB desktop. This is how the staff member is linked between the two systems.

Date of Birth: Enter your staff members date of birth so that Tanda can interpret their base rate on the award and we'll remind you of their birthday.

Employment Start Date: this is used under some awards and can also be used so Tanda can remind you of when their anniversary is.

Base Hourly Rate: this should be 0 if you are on Tanda Managed Award Template and want to pay the employee according to the award level selected. If you pay higher than the Award or have Custom Rules built into Tanda, set the employee's base rate in the field and it will block Tanda from sending any rate information to your payroll. 

Annual Salary: for salaried staff members, this will be used for calculations such as the cost of the staff members shifts on their timesheets and reporting.

Award information: if you are on a Tanda Managed Award Template, you will select and configure this information to the right of the profile (including Base Rate Addons and Allowances/Penalties). Once you update the employee's details, the Pay Rates will display, where you can view rates that apply on different days:

Public Holidays: confirms the Public Holiday settings applied to the employee. This is configured in the General Settings or the Team setup

Custom Award: if you have custom rules built into Tanda, the employee's profile might look like this. Select Custom Payroll Setup, the classifications and a Base Rate:

Advanced Payroll Fields

There are a number of fields that are hidden by default on the employee profile page relating to payroll. You can enable these by enabling the Advanced Payroll Power-up.

Paid at Adult Rates: Tick this if you would like Tanda to disregard the age of the staff member and pay them adult rates

Part Time Fixed Hours: if your staff member is part time, this is where you enter what their contracted hours are, either weekly or fortnightly. That way, the system knows when to calculate overtime.

Expected hours in a week:  enter expected hours for salaried staff, to cost their hours on timesheets and reports. This can also be configured in Salary Settings

Overtime averaging period: if you are setup as fortnightly pay (for example), but you have a staff member whose overtime is calculated weekly, you can set this in their profile and then build award rules specific to them. Please contact, if you would like to do this.

Period start date: this is important for overtime averaging. Set the start date from when you would like overtime to be created. If you’re employees are paid weekly, however their overtime needs to be averaged over 4-weekly blocks, you can use this field to set the start date of these 4-weekly blocks.


If you have enabled and setup qualifications under Power-ups,  this is where you can enable it on the employee's profile. 

Update and Delete

On all tabs you’ll notice two buttons at the bottom:

Always click Update Employee Details when you have made a change to a staff member’s profile, this is your save button!

If your staff member leaves, once you have exported their final timesheet, click Deactivate in their profile to remove them from your Active Staff.

You’ll still be able to see that staff member on previous rosters, timesheets and in reports as they just sit as inactive in Tanda under Workforce > Staff > Tools > Former Staff:

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