The Qualifications feature is useful for any of the following:

  • Uploading copies of licences, certificates or any other type of document

  • Tracking expiry dates and receiving reminders

  • Setting maximum working hours, for example student visa maximum working hours

  • Preventing employees from been rostered to activities they are not qualified to work

Setting up qualifications

Take the Tour

In less than two minutes, we'll take you through how to create and assign a qualification on Tanda.

How to create qualifications

  1. Navigate to Workforce > Qualifications

  2. Click + New Qualification

  3. Enter a name and any of the below fields if relevant:

    1. Maximum hours per week is used to warn managers on the roster and during shift. This is used mostly to monitor maximum visa working hours

    2. Prohibit roster publishing will not allow a shift to be published if an employee does not hold the relevant qualification

    3. Automatically add staff with this qualifications to teams that require it makes an employee holding this qualification a member of any team that has this qualification as required

  4. Click Create new qualification

Assigning Qualifications to Staff

Qualifications are assigned to employees on the qualifications tab of the employee profile. To assign a qualification to an employee, the minimum detail required is to set the qualification status to current - all other fields only need to be completed if they are relevant.

How to track expired qualifications

Notifications by email are triggered by the below events:

  • 1 month prior to a qualification expiring, a warning is sent, letting you know of the upcoming expiry

  • On the expiry date itself

  • Whenever an employee updates their own qualification details

Employee are always notified of impending and expired qualifications, but you can select which roles you wish to be notified. To customise manager notifications, navigate to Settings > Permissions > Manager Permissions > Receive qualification expiry and update alerts

Expired qualifications will always flag on the dashboard and on the staff list.

Dashboard:

Staff list:

Setting up maximum working hours 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

How this feature works

When an employee clocks out Tanda takes all timesheet hours in the past, then adds them to all rostered hours in the future. If this adds up to more than the maximum hours for that qualification, the manager will receive a push notification.

You can also customise the receiver of the alerts. Receiving this notification will be through the mobile app so make sure you have our Tanda Mobile app installed.

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.co, which you can give them on their profile under Staff Profile > Permissions > Enable Tanda desktop login.

And finally you'll also need to make sure the custom permissions for employee to view and edit employees (in this case this only applies to themselves) as well as user qualifications is correctly configured.

Head to Settings > Permissions > Show advanced settings > Customise access & roles here

Select 'Employee' on the left and ensure the view and edit access is given under Workforce > Employee and User Qualification


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.

4. Enter the details, and click Update Employee Details to save your changes:

Staff notifications

Employees will now receive an email containing all qualifications that are expiring in exactly one month for them. These emails are sent out at 8 am according to the organisation’s Timezone:

So if the qualification expires today, the staff will be notified the next day at 8am via email.

Self-managed Student Visas

The combination of features and alerts work together to ensure that during term time visa worker hours get close to 20 hours per week, but not over:

  1. Managers alerted if employee at risk of exceeding their maximum hours

  2. Prevent roster publishing if above maximum hours or visa expired

  3. Set restrictions to apply only during term times

  4. Allow employees to update their qualifications, with manager approval and audit trail

  5. Set which permission levels receives notifications for qualification updates and upcoming expiry dates

  6. Set which permission levels can edit and approve all qualifications

  7. Report on student visas

Set up student visa Qualification

You can seamlessly manage student visas in Tanda through Qualifications. Setting this up is just the same as how you configure qualifications.

Use the above qualification guide to enable the qualifications feature. Then, create a new qualification called 'Student Visa' and set the maximum hours to 20. Tick 'Prohibit roster publishing' (optional). Lastly, apply the qualification to your student visa employees on their profiles by ticking 'Current'.

1. Key Alert for maximum hours

If you want to be notified if your staff is at overtime risk, you can enable the Key Alerts through your settings. Click the cog wheel icon at the top right corner > Notifications and tasks > Qualification maximum hours risk > select the people who should receive the alerts:

Make sure you have downloaded our mobile app so you will receive the alerts.

2. Prevent publishing roster if hours exceeded

To do this, go to Workforce > Qualifications > click the ‘pencil icon’ to edit the qualification > tick the box that says ‘Prohibit roster publishing’:

You will always see a roster warning if you’ve rostered them for more than 20 hours or if the qualification is expired, but enabling this options means you won't be able to publish the roster if this warning is showing:

If you are using Employee Self Service, unapproved changes to the qualification will also prohibit roster publishing.

3. Set Term Dates

The maximum 20 hours per week rule only applies to student visa workers during term time. Use 'Effective Dates' on the employee's profile to restrict:

  • Maximum hours roster validation

  • Maximum hours key alert

  • Maximum hours prohibiting roster publishing

Outside of these effective dates, employees can work their additional hours without warnings or restrictions from Tanda.

Tanda will automatically apply the rules for the full week of term. For example, if the term starts on a Tuesday the rules will begin applying on the Monday.

4. Employee self-service

Easily manage visa expiry and term dates by allowing staff to update their own qualifications. All updates require manager approval.
To turn this on, click the cog wheel icon at the top right corner > Settings > Permissions > Employee Permissions > enable ‘Employees can update qualifications’ > Update settings:

Employees will need access to our desktop platform (my.tanda), which you can give them on their staff profile by going to Employee's profile > Personal tab > permission levels > and ticking 'Enable Tanda desktop login'.

5. Set who gets qualification notifications

By default, Team Managers will be notified of all qualification expiries and employee updates. You can choose who should receive the alerts. Go to Settings > Permissions > Receive qualification expiry dates and alert > choose the permission level > Update Settings:

This will also send notifications through email if the qualification of the staff is about to expire in a month. Read this article to know more.


6. Set which permission level can edit and approve qualifications

Soon you will be able to change your own permission levels for qualifications. For example you can allow Team Managers to view qualifications, but General Managers to edit and approve changes.
In the mean time, please contact us through the blue chat bubble or through support@tanda.co and we can do this for you.

7. Report 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.

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