To configure your Timesheet settings
Settings > General Settings > Timesheet
You are able to choose if you would like your Tanda account to be set to either 12 or 24 hour time. Simply click on the link and choose your preference. The time preference will be reflected on all aspects of your Tanda account.
Clock-In Times and Clock-Out Times
Whether you pay to the minute or round to the nearest 15, you can customise Tanda to suit your business.
When you first create your Tanda account, these settings are configured by default to round the times within 15 minutes of the rostered time.
Rounding of times (minutes)
This specifies the time in which you wish to round times. This can represent increments to round to, or a time frame if used in combination with one or both of the following settings. You are also able to set different clock in and clock out rounding times.
There are Four Ways to Configure Timesheet Rounding
1 Rounding to the Nearest X Minute
This automatically rounds employee start/end times to the nearest minute chosen in the step above (i.e 10 mins).e.g. Employee X clocks in at 7:49 am by using the smart clock-in rounding Tanda will round their start time up to 7:50 am. Likewise for clock outs.
Employee X then clocks out at 2:09 pm it will round the finish time to 2:10 pm.
2. Rounding + Smart Clock-in/out Rounding
When an employee clocks in/out their time will be rounded UP/DOWN X number of minutes.
e.g. Employee X clocks in at 7:52 am their time will be rounded to 8:00 am. Likewise with clock outs if Employee X clocks out at 3:07 pm their time will round down to 3:00 pm.
3. Rounding + Smart Clock-in/out Rounding + Round Clock in/out to rostered timesIf an employee is rostered, clock ins/out within 10 minutes of its start/end time will be rounded up/down to that time. All other clock ins/outs will not be rounded therefore if your employees are not rostered this setting will not effect them.
4. Rounding + Round Clock in/out to rostered timesIf an employee is not rostered, their clock ins/outs will be rounded to the nearest 10 minutes. If an employee is rostered, clock ins/outs within 10 minutes of the end time will be rounded up/down to the rostered time. All other clock ins/outs will be rounded to the nearest 10 minutes.
- Automatically approve timesheets created from rosters
If you're not using a Time Clock to record shifts, you may create Timesheets based on the Roster. To save you having to approve each timesheet, you can set it so Timesheets will automatically approve if they're created from the Roster. Ensure this option is ticked and once you click Create Timesheets from the Tools option in Rosters, you'll automatically be taken to the Timesheets page where all the Timesheets will be approved. If you want to double check and manually approve timesheets from the roster still, just ensure you have this unticked.
- Automatically place shifts in teams
When staff clock in or out, Tanda can record the Team an employee was working in on their Timesheet. This is used for reporting inside Tanda and your Payroll software. This will allocate based on the Team the employee was rostered to and if they weren't rostered on, it will put them in their default Team on their profile.
- Show an extra dropdown to adjust shift costs (award tag)
Tick “show an extra dropdown” if you would like an additional dropdown to show on Timesheets for award interpretation or Higher Duties. If enabled, this will show a list of award tags that the employee can work.
- Overtime averaging period
Choose over what time frame overtime is computed. You can choose weekly, bi-weekly, or 4-weekly. This can be different from your timesheet lengths.
Note: some options are not available if you are using Award Templates. You can set the overtime averaging period directly on the template instead.
For example, you could have bi-weekly timesheets (you run payroll every 2nd week) but calculate overtime on a weekly basis. In this example, if overtime applied after 40 hours each week and somebody worked 42 hours in week 1 of a timesheet and 30 hours in week 2, they would get overtime for week 1 since they exceed the 40 hours/week.
Another common example is to have weekly timesheets (you run payroll every week) but overtime calculated on a 4-weekly basis. Typically staff would then incur overtime if they worked over 152 hours over the 4 weeks. In most cases this would only show up on every 4th timesheet.
If you change this setting, you must make sure your earnings rules are set up such that the overtime field matches this. For example, if you set this to bi-weekly, the overtime field on rules should be set to 80 hours (not 40).
- Minimum duration between shifts (hours) & Maximum shift length (hours)
Allow Tanda to pick up when one shift ends and another begins by configuring the maximum shift length and minimum duration between shifts. Each Shift Lengths field relates to figuring out which shift a clock-in / clock-out should be attached to.
If two clock-ins come through that are more than Maximum Shift Length hours apart, they will be put onto different shifts.
This is useful if someone clocks in at 11am, forget to clock out, then clock in again at 6am the next day. If the setting was a large number of hours, we could consider the second clock-in to be a break on the first shift, and put them on the same shift.
The minimum duration between shifts is a subsequent check on the one above. If a clock-in comes through, and the current "open" shift we have is clocked out, we use this setting to determine if this is part of a break, or a new shift. This setting only applies to shifts that span overnight.
By default the maximum shift length is set to 14 hours while the minimum duration between shifts is 8 hours. Generally, we advise just leaving these settings as is, as they cover the majority of businesses and scenarios.
As with all the Settings, if you make any changes, don't forget to click Update Settings at the bottom to save.
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 firstname.lastname@example.org