A quick guide on managing requests and leave balances.

Staff apply for leave through the Tanda Mobile App or online at my.tanda.co. Managers can also submit leave requests on behalf of employees.


Managing Requests

Leave requests explained:

  1. Leave Type: the types available are dependent on your leave settings

  2. Team (optional): this allocates the timesheet cost to a team

  3. All-day: determines if the leave application is for full or part days

  4. Date range: the total leave period

  5. Breakdown: the amount and dates leave will be applied on timesheets. This is determined based on your leave auto-fill settings. It can also be manually edited.

  6. Total hours: the sum of the leave breakdown

  7. Reason (optional): for employees to provide more detail

  8. Attachment (optional): useful for attaching documents like medical certificates


Approving Leave Requests


Submitted requests become a ‘pending’ leave request. Leave is approved online at my.tanda.co under the 'Time Off' tab.

When a manager receives a leave request, they have the options of:

  1. Approve: approved leave requests are added to timesheets

  2. Decline: managers are prompted to give a reason for decining

  3. Delete: deleted leave requests are also moved to the declined tab to record an audit trail, however no notifications are sent

The hours and the days leave applies on an application is determined by your leave auto-fill rules. If no leave auto-fill rules are configured, the default leave length will apply.

To override the leave breakdown on a request click 'Edit breakdown':

Declining Leave Requests

When declining a request, managers will be prompted to enter a reason:

To decline an already Approved Leave, see 'Tools' in the top right of the approved leave request:

Editing exported (locked) leave requests

Once a timesheet containing leave has been exported, the leave request can only be modified if the timesheet is unlocked. When the timesheet has been exported, the leave request will display a lock symbol:

Viewing a history of all leave changes

An audit trail of all leave changes can be found under tools for each leave request:

Leave Tools

In the main Leave screen, you can click on Tools in the top right corner for some further functionality:

  • Subscribe to Leave Calendar: generates a URL link to copy and paste in your email calendar system

  • Export Leave to .CSV: exports what is currently on screen, so if you're in the Approved tab and have Leave from the past year and click Export, this information will export into CSV where you can open in Excel

  • View Leave types: this is a shortcut to Compliance > Leave Types

  • Leave Balances: download or import leave balances via CSV file

Notifications

Email

Once a day Tanda sends a time off digest email. This email will detail any new or updated leave requests or unavailability entries.

You can choose who should receive these email notifications in your settings. Settings > General Settings > Time Off tab > Notifications

Troubleshooting

If you can't select an employee name's or type of Leave for an employee, check the following:

  • Check in Compliance > Leave Types > for the Applies to for the Leave types you have setup:

Under Applies to, check which classification of staff are eligible for the Leave. To edit, click the name of the Leave type. Under 'Applies to', select the missing classification, i.e Full Time, Part Time, Salaried.


Leave Balances:

back to top⬆

Tanda can hold a leave balance for each employee by leave type. Displaying the balance to employees is optional, and can be configured for each leave type.

Employees and managers will see the employee balance against the respective leave type when applying for leave:

Live Payroll Systems

If you're using a Live payroll system such as Xero or MYOB (Australia Only), Tanda will automatically import the balances held in these systems into your account. If you're using a Desktop based payroll system, or leave balances cannot currently be imported from your Live payroll system, read on to see how Tanda can manage these balances in your account instead.

Setting up Your Opening Balances

If you do not currently have leave balances for staff in your account, you will want to import opening balances (in hours). You can do this via CSV upload or by opening balances in an individual employee's profile.

To import opening balances for your staff in bulk, navigate to Time Off > Leave. Under the tools section, select Leave Balances.

Download the CSV template and fill out the opening balances for each of your staff.

For any leave types which you don't hold balances for, leave these blank.

If you have kept track of your staff's leave balances up until a certain date, you can also enter the date, at which point Tanda will then do the rest of the math (adding accrued hours from worked times/deducting taken holidays). If you've kept updated balances to current day, simply leave the date selector blank:

Upload the template into your account, and Tanda will assign these balances to your staff. From here, Tanda will begin to track your leave balances as requests are approved or amended.

Adjusting Balances

If at any time you need to adjust the balance held for your staff in Tanda, you can do this in their profile by selecting Leave from the Profile drop-down menu under Workforce > Staff:

Under the Leave Balances header, click on the leave balance you wish to change, and amend the number of hours held in the system for them:

Recalculating Balances through the Employee Profile

If you are required to recalculate a balance for an individual employee, you can do so via their staff profile > 'Leave Requests':

By selecting the 'Recalculate Leave' button, the following form will open:

The form requires the following information:

Leave Type: The 'Leave Type' to recalculate balances for

Incoming Balance: The Starting Balance or (total) entitlement

Correct at Date: The date in which the Starting balance is/was correct at

When pressing the 'Recalculate Leave' button, the recalculation will:

  • Recalculate Leave for the selected 'Leave Type'

  • Use the 'Correct at Date' as the balance starting date and deduct any approved leave from this date

  • Use the 'Correct at Date' as the balance starting date add any accrued leave from approved shifts from this date

  • Observe adjustments made to the leave type (e.g accrual rate) and include these in the recalculation from the 'Correct at' date

  • Replace the users existing balance with the recalculated amount

Please note:

  • An employee must hold a balance of the Leave Type to be able to initiate a recalculation.

  • Recalculations made through the employee profile cannot be undone. However, the recalculation will be recorded on the Leave Balance Audit Trail as a Modification made by the user who initiated the recalculation.

This tool is used as an alternative to recalculating balances by uploading the Leave Balance CSV (as mentioned above).

How Are Balances Tracked?

Tanda will deduct the number of hours from a leave request once it is approved by a manager. Approved leave requests that are amended, or rejected are also taken in to account when calculating the amount of leave remaining in the system.

You can also make sure that the leave balances don't go below 0. Click here to read our article about it.

Did this answer your question?