Enabling the Qualifications Feature
This feature will allow you to ensure your workforce is compliant with industry regulations and certifications. Tanda will help in ensuring that these are in effect and up to date for work in any Team that requires a certification. Additionally, it allows you to make sure staff are not being scheduled over their regulatory requirements based on Visas or certifications.
If your business employs student workers, qualifications can help you employ students up to the maximum 20 hours without going over. You can check out our article on how to configure Student Visas.
To enable Qualifications in Tanda, go to Settings > Feature Management > look for Qualifications > enable the feature:
Once updated, click the blue Create and Manage Qualifications button to add your first qualification. You can also go to Workforce > Qualifications.
Click the green + New Qualification button to add your first Qualification.
Give it a name and enter a figure for maximum hours per week (if necessary). Ticking the 'Prohibit roster publishing' will be useful for monitoring if someone is being rostered for more than their maximum hours.
When you've finished click Create at the bottom to save:
After you created the qualification, you can now apply it to your staff or to teams
Assigning Qualifications to Staff
If you have staff in the system that currently hold a qualification that you have created in Tanda, you can add this to their profile under Workforce > Staff > Staff Member’s Name and the Qualifications tab.
Select the relevant Qualification to add this to the employee and upload any relevant documentation.
You can set the effective dates if the restriction only applies during certain times. This is helpful for preventing your roster from publishing if it's above their expected maximum hours.
If you want to apply the qualification for a specific team, read on this article to learn more. You can also automatically the staff with that qualification to teams that require it e.g. RSA qualification to Bar team.
Setting up overtime risk alerts
An alert will be sent through your mobile app if staff are at risk of exceeded the maximum hours work. This will happen on each staff clock out, if their past clocked hours plus their future rostered hours are more than the maximum hours you will receive an alert.
To enable this, go to Settings > Notifications and tasks > Key Alerts > Qualification maximum hours risk > choose who should be notified:
Setting up expiry warning or update notifications
You can set up notifications for qualifications expiry soon (1 month before expiry), qualifications that have expired (on the day the expire) and any time an employee updates their own qualification (if you have enabled this in settings).
You can choose which permission level should be notified. Go to Settings > Permissions tab > Manager Permissions > Receive qualification expiry and update alerts:
Allow staff to update their own qualifications
You can allow staff to update their own qualifications. This is helpful for upload new expiry dates, uploading new copies of qualifications, or for managing student visas.
This will be approved by their manager once they’ve made some changes. Go to Settings > Permissions tab > Employee Permissions > Allow Staff to update qualifications:
Staff will need access to the desktop app my.tanda, which you can give them on their profile under Staff Profile > Permissions > Enable Tanda desktop login.
Reporting on qualifications
To download a report of employee's current qualifications, head to Workforce > Staff > Tools > Export > Employee data (CSV)
The file will contain a list of all qualifications that are 'Current', along with their expiry dates and future Effective Dates. To make it easier to read, you can use Excel's 'Text to columns' functionality to split the data up. Select a comma as the first delimiter and semi-colon as the second delimiter. Search 'How to split text to columns in Excel' to find a tutorial.