Qualifications help ensure you have rostered the right person for the job. This guide will detail the various benefits, and capabilities of qualifications in Tanda.

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Setting Up Qualifications:

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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.

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

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 assign 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.

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Automatically assign staff to teams:

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If a specific qualification is required to work in a team, you can set it up such that employee's with that qualification will be automatically assigned to that team. Click here for details instructions on creating qualifications.

  1. Create a qualification, and select Automatically Add Users To Teams:

2. Create or edit a team, and set the qualification above as a Required Qualification under the Qualifications heading:


3. Head to Workforce > Staff and under the Qualifications heading, click on the applicable qualification:

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

The employee will now be assigned to team which required the qualification. You can refer to this article for more information on Qualifications.

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Qualification Notifications:

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There are two ways to be notified about your employees' qualifications: Via email for changes to qualifications (expiry or updates) and mobile push notifications for risk of overtime.

Get notified when a qualification expires or is updated

First, you have to choose who should be notified. By default this will be set to Team Managers. Go to Settings > Permissions tab > Manager Permissions > Receive qualification updates > choose the receiver > Update Settings:

How this feature works:

  • Managers will now receive an email for each employee whose qualifications will expire in exactly one month.
  • Managers will now receive an email when an employee’s qualification(s) have expired.
  • If you've allowed employees to update their own qualifications, managers will receive an email when an employee submits an update.

Admins and Managers can also see this by checking their task list that can be found in the dashboard:

Click the task and you'll see a list of staff whose qualifications have already expired:

Open the profile so you can see which qualification have expired and from there, you can update it.

Staff View

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

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

Get notified if your staff is on overtime risk

If there's a set maximum hours per week for the qualification, this feature is helpful in ensuring that staff won't exceed those hours configured in the qualification. You can enable the alerts through the account's setting by going 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.

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Self-managed Student Visas

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This will be helpful for any business that employs student workers to ensure compliance with strict conditions. Student visa workers can work up to 40 hours in a fortnight. Most companies simplify this to 20 hours per week.

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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