This guide will detail how you can configure various account settings, and control various components of your Tanda account. Select an option from the list below for a quick guide explaining the use case of each settings:

  1. General Settings
    1.1 Public Holidays & Shift Feedback
    1.2 Salaried Staff
    1.3 Advanced
  2. Permissions
    2.1 Manager Permissions
    2.2 Employee Permissions
    2.3 Advanced
  3. Rosters
    3.1 Shift Replacements
    3.2 Validations
    3.3 Advanced
  4. Breaks
    4.1 Automatic Breaks
  5. Timesheets
    5.1 Remote Clock-ins
    5.2 Clock-in & Clock-out Times
  6. Time Off
    6.1 Unavailability
    6.2 Leave
  7. Reports
    7.1 Clock-in Punctuality
  8. Shift Questions
  9. On-Cost Config

All of these settings can be found by hovering your initials in the top righthand corner of the screen and clicking > settings.

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1. General Settings:

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To access General Settings:
Settings > General Settings > General

1.1 Public Holidays & Shift Feedback

Tell Tanda where your business is based to automatically pay public holiday rates on the correct dates. Then add the dates of regional holidays, show days, and any other dates paid at Public Holiday rates.

Public Holiday Region
This will apply Public Holiday rates on all days listed on the pre-built template for that region. You can click on the template headers below to see a list of Public Holidays included on this temple.

Public Holiday Dates
If you can’t see a specific date on the template that you will need to add to your account, you can do this by entering the date into the Public Holiday Dates field. Here you can also specify if the holiday is all day or a specific time. Once you’re happy with the date and time entered, simply click the + icon.

Note for multi locations

For accounts with multiple locations that will require different Public Holidays Regions, this can be set up for each location under Workforce > Teams > Edit Location > Show advanced options.

1.2 Salaried Staff

Salaried staff can split their cost using one of two methods. These options are to split costs using an hourly rate, or split costs based on the rostered days of the employee. After selecting an option, ensure that you update the settings.

1.3 Advanced

Expected hours in pay period

This feature is used for the costing of salaried staff on timesheets and reports. It is only compatible when splitting a staffs salary using an hourly rate. Simply enter the hours an employee is contracted to work in a pay period and update the settings.

Show weekends on timesheets and rosters
If enabled, weekends will be shown on timesheets and rosters.
If disabled, Saturdays and Sundays will not show up when viewing a rosters or timesheets unless someone has clocked in on that day.


Don't forget to click Update Settings after making any changes

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2. Permissions:

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Here you can control all permissions in Tanda. Permissions are grouped by manager and employee settings.

2.1 Manager Permissions

Add or remove employees specify which permission level can add or remove employees.

Add time clocks specify which permission level can add new time clocks. New time clocks can be added from the time clock setup page available from the settings dropdown.

Approve leave requests specify which permission level can approve leave requests. This only applies to leave not unavailability. Unavailability can be approved by team managers.

Allow team managers to see costs this setting controls whether team managers can see staff costs on rosters, staff profiles and timesheets. They will only be able to see costs for staff they manage. If you want to only allow certain managers to see staff costs make sure this setting is unticked, then you can navigate to staff profiles and check 'can see staff costs' on each individual.

How to give only some managers the ability to see staff costs

Allow team managers to edit/approve their own timesheets When this is unticked, Managers can still see a copy of their Timesheet, but the fields are greyed out meaning they can’t edit any times.

2.2 Employee Permissions

Employees can add times to their own Timesheets When this is ticked, staff can access the Employee Portal as well as logging in to My Tanda to fill in their times. This is useful for missed clock-ins as well as staff that work remotely. If it is unticked, the Portal will be disabled.

Employees can make changes to all timesheet fields When this is ticked, staff who have been invited to My Tanda can add allowances to their timesheet as well as add/change the award tags on the timesheet. These will still need to be approved by their Manager, Payroll Officer, or Admin before export.

Employees can use Timesheet Exports Summary When this is ticked, staff will be able to see the Timesheet Export Summary on their timesheets. This is a useful when you want staff to be able to see how they are being paid

Allow employees to clock breaks When this is ticked, staff will see a break button on the time clock or mobile app. This allows them to record their breaks during shifts.

Allow employees to view their estimated wages when this is ticked, staff will view estimated wages for rostered shifts in their app. These wages are clearly marked as estimated based off the roster to ensure staff understand these might not accurately reflect what they will earn, especially if they work different hours to what they were originally rostered..

Allow employees to view the full roster this allows staff to view the full roster for either the teams they work in or the entire location they work at. Switch this on and staff will see the full roster in their mobile app.

Allow employees to view the full time off calendar this allows staff to view the full time off calendar for either the teams they work in or the entire location they work at. This only works with My Tanda and won't show staff the full calendar in their mobile app, they must have Tanda desktop login access enabled and they must access the calendar via the desktop site.

Employees can enter unavailability When enabled, this allows employees to enter their own unavailability on the Employee App and My Tanda. When it's unticked, they won't see the unavaliability option on either of these modes.

Allow Employees to enter leave requests When enabled, this allows employees to enter their own Leave requests on the Employee App and My Tanda. When it's unticked, they won't see the Leave option on either of these modes. Click here for more information on employee unavailability and leave.

2.3 Advanced

You can set the default passcode length that is used when clocking in via a time clock here.

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3. Rosters:

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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.

3.1 Shift Replacements

To learn more about the Tanda Shift Swapping feature click here.

  • Enable Shift Swapping
    You are able to decide if you would like Shift Swapping to be enabled or disabled for you staff be either having the check box ticked or not.
  • Shift Swaps Requires Manager Approval
    If you would like your managers to approve all shift swaps between employees ensure the box is checked. By un-ticking the box your employees would be able to swap shifts among themselves without a managers approval.

3.2 Validations

Enabling this feature will help you roster staff based on their Age and Award tags.
Go to Settings > General Settings > Rosters:

There are two ways in creating a validation. You can have one rule that will apply to all your employees or create a custom rule for specific staff.

To know more about it, check out this article.

3.3 Advanced

Under the advanced heading, you're given the option to change the start day of your roster. Please be aware of the warning message, as repetitively altering the start day prior to the completion of the process will cause this change to restart.

As with all the Settings, if you make any changes, don't forget to click Update Settings at the bottom to save.

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4. Breaks:

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Tanda can be configured to automate and apply smart settings to how you handle staff breaks.

4.1 Automatic Breaks

Staff can clock breaks using Time Clock

By default, this is turned on to your timeclock even if you have set automatic breaks enabled in the account.

Automatic Breaks

Automatic breaks are enabled by default in your account, to turn it off just click the tick:

Automatic Breaks work by applying a paid or unpaid break after a particular time period worked by staff. Only one unpaid break will ever apply. All applicable paid breaks will apply.

Default rule

The Default rule set will apply to all staff, unless another rule set applies. This is set to deduct 30 minutes from staff as an unpaid break for shifts 5.5 hours or longer. To edit how this applies, click in the relevant field and update.

Note: If you have automatic breaks turned on and the employee clocks a break, any unpaid automatic breaks will no longer apply to the timesheet. Paid automatic breaks will always apply, even if the employee has clocked a break.

Custom rule

Below Default, you can click on + New to add a custom rule set. This can be used for staff who have particular breaks apply that are different to the default:

1 - Apply to staff:

Click to select who you want to apply the automatic break to. This could be a particular age, or using any tag such as Casuals, Full Time or Level 2 staff. This can either relate to the Award in your account or you can create Tags to group these staff together. For these staff, the default rule set will no longer apply.

Create the tag here in your account in Tanda and then apply to staff by checking out the Bulk Categorise Staff article.

2 - Enter Settings:

Enter the time, break length, and whether the break is paid, then click Create

Multiple rules

You can also create multiple rules under the one rule set, when different break lengths apply to different shift lengths. It's important to remember that only one unpaid break will apply, but that all relevant paid breaks will apply.

See below the example, where the break lengths increase as the shift length increases. In this example, for an 8 hour shift the employee will receive one unpaid 30 minute break and two 10 minute paid breaks (for a total of 20 minutes paid breaks):

You can check that you have set the Automatic Breaks correctly by checking Rosters (unpaid breaks only) and Timesheets for relevant staff to see this reflected:

Roster

Timesheet

Note

  • When two or more custom rule sets all apply to a given employee, you will see a notice similar to the one below. All of the rules under each rule set will apply. If the rule sets have any conflicting rules for a given shift length, the longest break length will be applied.
  • A custom rule will override the default rule for the employees it applies to.
    e.g. If the default rule set specifies a break after 5.5 hours, and a Custom Rule specifies Full Time workers will get a break after 7 hours, full timer workers will not receive an automatic break until they have worked for 7 hours. In other words, if one or more custom rules set apply to a given employee, the default rule set is ignored. You can use this to effectively disable automatic breaks for certain employees.
    e.g. You could create an empty rule set for chefs such that all employees would receive automatic breaks as per the default rule set, except chefs, would not receive one at all.

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5. Timesheets:

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5.1 Remote Clock-ins

This setting determines whether or not staff can clock-in via the mobile app. As per the options below, there are 3 configuration settings to choose from. If enabled for specific teams, a dropdown will appear which allows you to specify the desired teams. Once complete, be sure to update.

5.2 Clock-in & 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.

Advanced Settings

  • 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.

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6. Time Off:

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6.1 Unavailability

An email is received daily at 8am with any new or updated unavailability entries.

You can also specify the minimum number of days notice required for unavailability. This means that staff will not be able to enter availability within x days of the current date. By default this is set to 4 but can be changed by entering a new number in the field and clicking Update Settings

6.2 Leave

When an employee applies for leave the request will be sent to the manager, from there they will be able to either accept of decline the request. This will then notify the employee and action the request in Tanda (both App and my.tanda.co)

  • Cost leave on weekends

By default, Tanda assumes that staff generally only take leave on weekdays. If your business runs 7 days a week, you’ll need to enable this option so the leave is calculated and exports if it's on a weekend.

  • Default leave length

When a leave application is being entered into Tanda, you'll notice the total hours auto-populates. This information is pulled from the setting Default leave request length (hours).

By default, this is set as 7.6 hours as this is generally what most businesses use for a standard day. To update this just enter the new number in the field. This will then update the total hours field when staff or Managers record leave.

As with all the Settings, if you make any changes, don't forget to click Update Settings at the bottom to save.

  • Autofill leave requests

Here you're able to create autofill leave strategies in how different employee's leave cost breakdown is autofilled. Choose Who it applies to, this is via Award Tag and you can create many or just one autofill leave strategy.

Then choose how the leave requests are autofilled. Whether that be due to Regular Hours of Work, Published Rostered Shifts or Unpublished Rostered Shifts.

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7. Reports

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7.1 Clock-in & Clock-out Punctuality

Each field on the reports page can be updated to dictate punctuality lenience. The figures associated with these reports can be found in multiple places. Firstly, it can be found from the employee's profile, under the Attendance heading, and also by heading to Reports > Attendance Reports.

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8. Shift Questions

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Shift questions can be asked when a certain criteria is met, for example, when clocking in earlier than 10 minutes. The question will be prompted to the employee when clocking a shift start or finish time using either the Tanda Time Clock or Mobile apps.

To start using it, go to Settings > Shift Questions and enter your first question:

  • Select which Tanda app should receive it - Time Clock or Mobile or Both
  • Configure when to be asked – Clock-out
  • Add a condition (only if)e.g. When late to clock in
  • Add a Lenience (minutes) - e.g. 10
  • Determine an action (ask a question or prevent a clock in).
  • Add the question phrase (if applicable) eg. Why have you clocked out late?
  • Add an action (then) e.g. Comment on a timesheet with answer
  • Add answer options for the staff members to select as an answer – My manager asked me to stay back.

You can also use this feature to tag a shift, calculating pay at an alternative rate, or applying an allowance. For example, a staff member clocking out can enter an amount for allowance purposes, such as kilometres travelled.

Finally, you can use shift questions to prevent early clock-ins. Simply add a question, then toggle the "prevent clock in". This will prevent the user from being able to clock in.

When adding new questions, expect you device to take 10 minutes to sync the new questions.


Frequently Asked Questions

What is the period of time before a clock-in/out is considered early/late?
10 minutes either side of when scheduled is the base set up, however you can now edit the time frame to your needs by adjusting the lenience.

Is there an option to include a free text field for the employee to type an answer?
Yes. Simply leave section 2. 'Add answer options' blank and ensure that 'Add a timesheet comment' is selected.

How can I view answers to shift questions?

Answers to shift questions are accessible on an employee's timesheet. To view all timesheet comments for a given period, you can also export the timesheet to excel, and it will contain a column featuring all timesheet comments.

In what order are shift questions asked if there is multiple?

Shift questions will be asked in alphabetical order. Therefore to change the order questions are asked, just add a number in-front of each.

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9. On-Cost Config

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If you want to view on costs such as payroll tax and superannuation in your roster cost, you can do this by configuring on costs.

Go to the drop down next to your initials in the top right hand corner, then select Settings.

Navigator to the tab titled On-cost Config.

Name the configuration. This is important if you want to set up multiple on costs for different costs, and possibly different rates for different locations such as payroll tax.

Select the staff that the on cost applies to. Some employee classifications may not apply to the on costs and this is where you can filter them out.

Select the locations that the cost applies to. This is particularly useful for payroll tax where businesses are setting different rates for operations in different states.

Enter the percentage rate that applies. If you were looking to apply 14.25%, you would enter 14.25

Viewing on the Roster

To view the total cost of your roster including on costs, navigate to Rosters across the top tool bar and select Current Roster.

Use the arrow in the stats display in the top left hand corner to select which stats you want to display

You can choose any combination of three stats to display.

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