Team Managers: Mobile App

How Managers can use the mobile app for their day-to-day

Updated over a week ago

This help guide covers:


The default page when opening the app for managers will be the 'Home' page, where you'll find an overview of the teams you manage, including:

  • Staff running late for their rostered shifts

  • Number of staff currently clocked in

  • Timesheets pending approval

  • Leave requests pending approval

  • Total hours worked by your team for the day

  • Total wage cost for your team for the day

From this page, you'll also be able to access your app profile through the image in the top right corner, and other functions through the action menu button at the bottom of the screen.

Your action menu will have additional options when compared to employees', separated into actions for yourself, or actions for your team. This is where you can:

  • See the live feed

  • View and action your team's time-off requests

  • Manage shift replacement requests

  • Clock-in and out for work

  • Pick up any vacant shifts or shifts requesting replacement

  • Apply for and view leave and unavailability requests

  • Access your profile and settings

See Your Team's Shifts

Managers can view both their roster and their team's roster through the 'Shifts' tab on the navigation bar and toggling between the 'My shifts' and 'Team roster' buttons.

Here, you will be able to filter between locations, and alternate between past and future published rosters. By default, staff shifts will be filtered by team, and sorted from earliest start time to latest.

See the draft shifts for a roster

With the Edit Rosters permission enabled for managers, you'll be able to view drafted rosters through the toggle on the Team roster tab.

The draft version includes both published and unpublished rosters, and reflects any changes that have been made to the roster since it was last published. A refresh of the page may be required to view the most recent updates.

Make Changes to a Published Roster

Depending on your organisation's settings, managers can create a new shift, edit an existing one, delete one from the roster, or make changes to breaks through the Tanda app. Any changes will automatically be published to the roster and affected staff will be alerted via push notification.

Create Shifts

To create a shift, navigate to your team's roster through the Shifts option on the navigation bar.

Once here, select the green '+ Shift' button in the top right corner. You'll be prompted

to enter the following details:

  • The date of the new shift

  • Shift start and finish times

  • The team the employee will work in

  • The employee you are creating the shift for

A preview of the shift card will populate as these details are added, and once all fields are entered, select the Create Shift button.

Edit Shifts

To edit an employee’s shift on a published roster, navigate to the Team Roster page, then the Draft Rosters tab and select the shift being changed. After selecting the shift, click the Edit button.

Here, you’ll be able to change details like:

  • The date of the shift

  • The shift times

  • The team the employee will work in

  • The employee working the shift

Once the changes have been made, select the Publish Updates button to re-publish the roster.

Delete Shifts

To delete a rostered shift, select the relevant one through the Team Roster page, then selecting the Draft Rosters tab. A red Delete button will appear, and selecting this will remove the employee’s shift from the roster.

Update Shift Breaks

Breaks can be added to a shift by selecting the relevant shift on the Team Roster > Draft Rosters page and then selecting the green + symbol.

You'll need to enter a start time, finish time, and determine whether the break is paid or not by ticking the checkbox.

Breaks can also be removed from this page through the red X next to a break.

Approving Timesheets

Managers can approve timesheets for staff in the teams they manage through the app.

From the Home screen, select the Action menu > Approve timesheets. On this page, you'll find:

  • Period date range

  • How many shifts require approval

  • Total worked hours (and comparison to rostered hours)

  • Total wage costs (and comparison to rostered costs)

  • Percentage of timesheets that have been approved for the period

Use the < and > symbols in the top right corner to switch between past, current, and future timesheet periods.

The timesheet cards in this page are comprised of the below fields:

  • Shift date

  • Team and location

  • Employee name, clocked photo, shift date and worked times

  • Total hours worked

  • The option to edit the timesheet (if this permission is enabled by your organisation)

  • Cost variance between rostered shift and worked shift

  • Breakdown of rostered shift (including start and finish times, break length, and wage cost)

  • Breakdown of actual worked hours (including start and finish times, break length, and wage cost)

Managers can skip or approve timesheets through either the buttons underneath the card, or by swiping right to approve or left to skip.

Shift Replacements

Make adjustments on the go with Shifts Replacements. Replacement for a shift can be requested by an employee or initiated by a manager. Learn more in the full help guide for Managing Shift Replacements.

Request a Replacement for an Employee

A manager can initiate a shift replacement on behalf of employees by selecting the relevant shift on the 'Team Roster' page and clicking on the ‘Request a replacement’ button at the bottom of the screen.

Actioning a Shift Replacement

When an employee requests a replacement, managers of their team are notified via push notification and requests can be actioned through the 'Manage Shift Replacements' option in the action menu. The requirement for manager approval of shift replacements can be toggled by an admin in the organisation Settings.

Whether the replacement request was made by the employee or on their behalf, you'll have three options when actioning it:

  • Offer to all eligible staff

  • Offer to certain staff

  • Decline request

By default, the replacement request will automatically be sent to all eligible employees if the request is made within 3 days of the rostered start time. However, the request can still be declined by a manager through 'Manage Shift Replacements'.

Offer to all eligible staff

Selecting the option to 'Offer to all eligible staff' will offer the shift to all who can work in that team, excluding staff on leave and staff with an existing shift at the same time. Managers can see the progress of a replacement request through the 'Manage Shift Replacements' and remind staff of the pending offer.

If a shift is offered to all eligible staff, managers are still required to approve any offers to cover. Offers are split into Good Fits and Other Applicants based on the wage variance between the original employee working and the applicants.

Offer to certain staff

When a shift replacement request is made, managers can also offer the shift to certain staff. Doing so will present Good Fits and Other Applicants that follow the same criteria as approving offers to cover.

Once the specific staff have been selected, a cover request will be sent to them and they'll be alerted via push notification. Shift claiming operates on a first come first serve basis, whereby the first of the offered employees to claim the shift will have it automatically added to the roster, regardless of if they are the best fit.

Approving Leave and Unavailability

Approve or reject leave and unavailability requests made by staff you manage through the app.

Requests can be accessed through either the widget on the Home screen, or through the Time Off and Availability tab in the action menu.

Staff requests will appear under the 'Team Time Off' or 'Team Unavailability' headings. By default, pending requests will appear at the top of the page, upcoming approved or rejected requests will be expanded under the 'Upcoming' heading, and past requests will be collapsed under the 'Past' heading.

Each request card will show:

  • Employee name

  • Requested date and times off

  • Reason (if provided)

  • Frequency (for unavailability requests)

  • Leave type (for leave requests)

Once approved or rejected, the card will move to either the Upcoming or Past list, depending on the applicable dates, and the status of the request will appear in the top corner of the card.

Contact Team Members and Viewing Staff Profiles

Managers can view staff details or contact team members via phone call or SMS through the mobile app. These pages can be accessed either through the live feed or on an employees' rostered shift.

From the action menu, select the ‘See the live feed’ option. Once in the live feed, click on an employee's name or profile picture to access their profile.

Alternatively, find the relevant staff member on your Team roster, then select their shift and click on their name below the shift.

Use the buttons at the top of staff profiles to call or SMS your team. You'll be navigated out of the Tanda app to your devices' default messaging or phone app to do so. If staff do not have these buttons on the page, this means they don't have a phone number attached to their profile.

Staff profiles also include:

  • The days the employee is rostered to work for the current period

  • The total hours they've been rostered for the current period

  • Their attendance score over the last 30 days

  • When their employment began

  • Their email address

  • Their phone number

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