Using this guide:
The guide demonstrates how Tanda assists to meet the requirements of the Award.
Highlighted Textbeginning with the "📜'' icon shows the relevant clause in the Award.This guide details the most common sections of the Award. To view the full sections of the Award, refer to the Hair and Beauty Award on the Fair Work Ombudsman website.
This guide was last reviewed on 25 November 2024.
This guide will cover the following aspects of the Hair and Beauty Industry Award Manage Template:
Key information on the Award Managed Template Update:
Configuring the Managed Award Template
This section of the guide will take you through the options available for configuring employees under the RIA Managed Template.
Enabling the Award Template
Enabling the Award Template
To utilise the Hair and Beauty Award Managed Template in your account you will first need to enable the Managed Template in your account. To do this navigate to Time & Attendance > Compliance > Award Template > Apply Template:
Select the relevant payroll system if you have not already enabled a integration:
Scroll down the page to Apply an Award > click Enable next to the Award Template you would like to apply to your account:
Once the Award Template has been enabled you have the option add staff to the award via the + Add Staff to Award button or via the steps outlined below:
For further information on how to configure the settings in your account including automatic breaks and public holidays please see the article Configuring Settings.
Classification of staff
Classification of staff
To pay an employee under a Managed Template you will need to configure their employee profile with both an Employment Type and a Classification/ Level.
An Employment Type is a tag which all the pay conditions (award rules) are associated to for an employee including penalties and overtime. An example of this kind of tag is 'Full Time'.
A Classification/ Level is the tag that will pay the employee their base rate which all penalties and overtime is calculated off. An example of this kind of tag is 'Level 1'.
To add an employee’s Employment Type and Classification/ Level, go to Time & Attendance > Staff > (Employee Name) > Pay Conditions > Under Industry Award select the Award applicable to the employee, as below:
The Employment Types and Classification/ Levels under the selected Managed Template will then populate via the drop downs for selection:
The Available Employment Tags:
Full Time
Part Time
Casual
Apprentice
Salaried
If you use autopay for your salaried employees please see the Salaried Staff guide on how to best configure this in Tanda.
The Available Classifications/ Levels:
Adults and juniors:
Level 1
Level 2
Level 3
Level 4
Level 5
Level 6
Apprentices:
For a consolidated list of available pay grade classifications in Tanda for apprentices under the Hair and Beauty Award please see the article MA000005: Hair and Beauty Industry Award 2020 - List of Apprentice Tags.
📝 Important to note: Each time an apprentice progresses into the next stage of their career you will need to update their employment tag within their profile in Tanda. This is because Tanda does not automatically increase wages based on time periods.
For example, an apprentice that started on the 'Adult Beauty Therapy Apprentice 1st Year (Before 1 Jan 14)' pay classification in their first year of work will need to be changed to the 'Adult Beauty Therapy Apprentice 2nd Year (Before 1 Jan 14)' pay classification when they commence the second year of their apprenticeship.
Part Time employee set up
Part Time employee set up
The Hair and Beauty Award outlines that a Part Time employee is to have an agreed regular pattern of work at the time of engagement. Please see the below details on how to manage these conditions.
Setting up agreed regular hours of work
Setting up agreed regular hours of work
Under the Hair and Beauty Industry Award, part time employees are to have an agreed regular pattern of work in place upon engagement per clause 10.3:
📜 10.3 At the time of engaging a part-time employee, the employer and the employee must agree in writing on a regular pattern of work. That agreement must include at least all of the following:
(a) the number of ordinary hours to be worked each day; and
(b) the days of the week on which the employee will work; and
(c) the times at which the employee will start and finish work each day; and
(d) when meal breaks may be taken and their duration;
(e) that the daily engagement is a minimum of 3 consecutive hours; and
(f) that any variation will be in writing, including by any electronic means of communication.
Clause 10.3 can be managed via the Regular Hours of Work field in the employee profile.
To record a Part Time employee's regular pattern of work navigate to Workforce > Staff > (Employee Name) > Pay Conditions > Edit current pay conditions > select when this change will be effective from > click the + WEEK to set the hours:
Start times, finish times and teams:
Meal breaks and rest breaks:
For more information on setting up regular hours of work for Part Time employees please see Configure employee contract hours (regular hours of work).
If a Part Time employee works outside the agreed regular pattern of work, these additional hours are to be paid at overtime rates per clause 10.7 of the Award:
📜 10.7 All time worked in excess of the number of ordinary hours agreed under clause 10.3, or varied under clause 10.4, is overtime and must be paid at the overtime rate in accordance with clause 22—Overtime.
Any hours worked outside the regular pattern of work as set up in Tanda will automatically be paid at overtime rates.
For example, please see the below employee with a regular pattern of work totalling 25 hours and 45 minutes:
When this employee starts earlier than their agreed start time on Wednesday overtime rates apply automatically:
The employee can agree to variations to their agreed regular pattern of work and be paid at ordinary hours rates. Please see below for details on how to manage variations.
Variations to the regular hours of work
Variations to the regular hours of work
Clauses 10.4 of the Hair and Beauty Industry Award allows for a Part Time employee to agree to a variation to their agreed regular pattern of work:
📜 10.4 The employer and the employee may vary an agreement made under clause 10.3. Any variation must be recorded in writing before the variation occurs.
Scheduled variations
Scheduled variations
Scheduled variations to a Part Time employee's regular pattern will be flagged in the roster:
When View is selected managers will be able to see what the agreed regular hours are.
The shift can be changed to match the regular hours or if an intended variation the manager can publish the variation to then seek acceptance to the variation:
In order for the employee to accept the variation to the regular pattern of work via their Tanda app, the Shift Acknowledgement feature needs to be turned on.
To do this navigate to Settings cog in the top right hand corner > All Settings > Rosters > Shift Acknowledgement > click the box > then click Update Settings at the bottom of the page:
Then navigate to Time & Attendance > Compliance > click Manage next to the Hair and Beauty Industry Award Template > click Edit in the Configure PPT Settings field:
Toggle on Shift Acceptance and select the relevant employment type tags via the Applies to drop down:
With these settings configured, Part Time employees will now be able to accept variations to their agreed regular hours via their Tanda app. When accepted, the varied hours will be paid at ordinary hours rates.
Please see the below section on Unscheduled Variations for information on how to manage variations that occur after the roster has been published.
Unscheduled variations
Unscheduled variations
If an employee does not accept a variation via the Shift Acceptance feature, agreed variations can also be captured using the shift tag Accepted Shift Variation.
To utilise this tag it must be saved to the employee profile. To do this navigate to Time & Attendance > Staff > (Employee Name) > Pay Conditions > Make Change > in the Allowances/ Penalties field search for Accepted Shift Variation shift tag > select the start date for this contract change > Save Contract Changes.
Now it has been saved to the profile, the shift tag can be used when the employee accepts a variation to their regular hours of work.
One way to use this tag is to apply the tag via the Select Tag dropdown in the timesheet to shifts that have an agreed variation:
Before the application of the shift tag:
After the application of the shift tag:
📝 Important to note: The application of the shift tag in this manner will not capture the Part Time employee's express agreement to the variation.
To capture the agreement by the employee, the Accepted Shift Variation shift tag can be added to a Shift Question.
If a Part Time employee clocks in earlier than scheduled or for an unscheduled shift, Shift Questions can be used to manage these unscheduled hours if they are a variation to the agreed regular hours of work.
To configure a Shift Question navigate to Settings cog in the top right hand corner > All Settings > Shift Questions > Set up shift questions > + New Question > the below page will then display:
For information of the different shift question fields please see the article Have employees mutually agree to variations to their regular hours of work.
The configuration and wording of the shift question will be based on your business requirements.
An example of a shift question configured to capture agreement to variations to the agreed regular hours of work can be seen below:
📝 Important to note: For shift questions that are configured with multiple answers, each answer will require a corresponding Shift Tag.
The Hair and Beauty Industry Award Managed Template has been configured with the Accepted Shift Variation and Declined Shift Variation shift tags. These tags are available in your account to use for shift questions.
Record keeping
Record keeping
The Hair and Beauty Industry Award requires that any variation to a Part Time employee's agreed regular hours of work are to be record.
📜 10.5 The employer must keep a copy of any agreement under clause 10.3, and any variation under clause 10.4, and give a copy to the employee.
A record of the agreement, including the time it was agreed to, can be captured in either of the below ways:
On the Tanda mobile app if the variation is known prior to the shift commencing (Shift Acceptance); OR
On the Tanda time clock app (Shift Questions).
For further information on these features please see the article Have employees mutually agree to variations from their contract hours.
Once the Shift Acceptance Feature has been enabled, when an employee agrees to or declines a variation to their regular hours of work, a record of this agreement will be recorded in the Rosters section on the employee profile:
Agreement to the variation via Shift Acceptance will also be indicated on the timesheet with a green tick:
For Shift Questions, the response will be recorded in the employee timesheet:
When clicking in the message icon, the question and response will display:
Casual employee set up
Casual employee set up
Please see the below information on managing casual employees in Tanda.
Casual loading
Casual loading
📜 11.2 An employer must pay a casual employee for each ordinary hour worked between 7.00 am and 9.00 pm Monday to Friday:
(a) the minimum hourly rate in clause 17—Minimum rates or clause 18— Apprentice, trainee and graduate rates, as applicable, for the classification in which they are employed; plus
(b) a loading of 25% of the minimum hourly rate.
Under the Hair and Beauty Industry Award, Casuals are entitled to a loaded rate at the multiplier of 1.25x between 7.00 am and 9.00 pm, Monday to Friday.
Casual loading in Tanda is applied using the multiplier method.
In the Employee Profile in Tanda the casual rate is expressed in the Monday to Friday pay rate with the base hourly rate showing the rate without the loading added. This is demonstrated in the below image:
The base hourly rate is always expressed as 1.25x on the timesheet and where applicable, penalty rates are expressed with the additional casual loading amount.
Managing junior employees
Managing junior employees
📜 17.2 Junior rates
An employer must pay a junior employee, as defined in clause 2—Definitions, at least the minimum percentage of the adult rate applicable to the employee’s classification in clause 17.1 for ordinary hours of work as follows:
📜 Table 5—Junior rates
When setting up the employee’s profile please ensure their date of birth has correctly been entered. Tanda will automatically use this age and apply the correct rate.
For example, if an employee is 16 years of age Tanda will automatically apply the correct rate for the classification. Please see the below:
Date of birth:
Award classification rate:
When a junior employee has a birthday resulting in a change to their hourly rate, the rate in Tanda will automatically update on their birthday.
Paying above award rates
Paying above award rates
If employees are paid a base rate higher than the Award rate, enter the higher rate in the highlighted field below. This will override the rate in the system, and penalty rates and overtime will be calculated from this new rate:
For further information please see the Pay Above Template article.
For further information on setting up your employees in Tanda please see the article Assign Payroll Classifications to Staff.
Managing Breaks
Under the Hair and Beauty Industry Award, an employee is entitled to unpaid meal breaks and paid rest breaks per clause 16:
📜 16. Breaks
16.1 Employees are entitled to meal and rest breaks in the following circumstances:
Table 3—Entitlements to meal and rest breaks
Full Time Employees
Hours worked per shift | Rest breaks | Meal breaks |
After 5 hours of work | 2 x 10 minute paid rest breaks* | 1 x unpaid meal break of between 45 and 60 minutes |
Part Time
Hours worked per shift | Rest breaks | Meal breaks |
Less than 4 hours | No rest break | No meal break |
4 or more hours but less than 7 hours | 1 x 10 minute paid rest breaks | 1 x unpaid meal break of between 45 and 60 minutes |
7 or more hours | 2 x 10 minute paid rest* breaks | 1 x unpaid meal break of between 45 and 60 minutes |
Casual Employees
Hours worked per shift | Rest breaks | Meal breaks |
After 5 hours of work | No rest breaks | 1 x unpaid meal break of between 45 and 60 minutes |
7 or more hours | 2 x 10 minute paid rest* breaks | 1 x unpaid meal break of between 45 and 60 minutes |
*One taken in the first half of the work hours and the second taken in the second half of the work hours.
Break Template
Break Template
When you enable the Hair and Beauty Industry Award Managed Template you will also enable the Hair and Beauty Industry Award Break Template.
The break template will assist with the rostering of breaks for any staff under this Managed Template.
To view the break template navigate to Time & Attendance > Compliance > click Manage against the Hair and Beauty Industry Award Template > view the breaks under Breaks for Hair and Beauty Industry (MA000005):
To edit the break template click Edit in the Breaks for Hair and Beauty Industry (MA000005) box and you will be taken to the break settings.
There are three break rule sets for the Hair and Beauty Industry Award Template - one for Full Time, one for Part Time and one for Casuals:
This break template can then be used for automatically rostering and applying breaks in timesheets. For more information on automatic breaks see the Setting up and managing automatic breaks guide.
Proactive alerts can also be set up to be sent to managers during the shift regarding the taking of breaks. These alerts are known as 'Key Alerts'. To see more about configuring key alerts, see Receive alerts for variances and compliance breaches.
Timesheets
Once an employee has clocked time in Tanda this clocked time will convert to a timesheet. The time clocked will be interpreted by Tanda based on the employee Employment Type and Classification/ Level.
This section of the guide will provide an overview of the pay outcomes for employees in Tanda.
General Information
An example of interpreted worked time in a timesheet can be seen below.
The employee has been configured as a Full Time paid at a Level 4 adult rate. The employee has only worked ordinary hours during the period:
In the above image you can see that the hours have been classified as ordinary in the Timesheet Export Summary section.
The Timesheet Export Summary section will also indicate when time worked is overtime and what multipliers are associated with the Managed Template rules that are applying in the timesheet.
Automated penalty periods
Automated penalty periods
The penalties automated in Tanda are outlined below.
Full Time and Part Time
Full Time and Part Time
📜 Table 14—Penalty rates—full-time and part-time employees
Tanda will automatically apply the above penalties to the timesheet when they are applicable.
For further information on setting up a rostered day off in Tanda please see below.
Working on a rostered day off
Working on a rostered day off
📜 23.3 Rostered day off
(a) Clause 23.3 applies if, by agreement in writing between the employer and employee, the employee works on a day that is their rostered day off.
(b) The employer must pay the employee in accordance with clauses 22.5 and 23.1 for all hours worked on their rostered day off.
(c) The employer must pay the employee for a minimum of 4 hours’ work even if the employee is only required to work for a shorter time.
The penalties for working on a rostered day off are as follows and are only applicable to Full Time and Part Time employees:
In order to use the automatic worked on RDO functionality, you must first categorise a shift as a 'Rostered Day Off'. To do this go to 'Rosters' in Tanda and view the roster via the 'Staff View' drop down on the roster viewing menu:
Select the day that is the RDO and click the 'Roster Day Off' button:
The day will now be marked as a rostered day off in the roster:
If the employee then subsequently works on this day the 'Working on RDO' overtime rules will automatically apply to the time worked:
If the time worked on the RDO is less than 4 hours as required under Clause 23.3(c) then a minimum engagement will also automatically apply in the timesheet if required:
Casual
Casual
📜 23.2 Casual employees
An employer must pay penalty rates to a casual employee who works ordinary hours as follows:
Table 15—Penalty rates—casual employees
Tanda will automatically apply the above penalties to the timesheet when they are applicable.
For example, please see the below timesheet where the weekday ordinary hours penalty of 1.50x is applying when a casual employee works after 9.00pm:
📝 Important to note: *This penalty had several gradual increases between November 2021 and December 2023.
For further details on the above set increases to the Casual penalties please see the Recent Changes to the Hair and Beauty Award section of this article.
Automated overtime conditions
Automated overtime conditions
The overtime rates under the Hair and Beauty Industry Award is outlined under clause 22.5:
📜 22.5 Overtime rates
An employer must pay an employee for overtime worked as set out in clauses 22.2, 22.3 and 22.4 at the following rates:
Table 13—Overtime rates
The above overtime rates will automatically apply in Tanda when applicable.
For the overtime conditions applicable to each employment type please see below.
Full Time
Full Time
📜 22.2 Payment of overtime for full-time employees An employer must pay a full-time employee at the overtime rate in clause 22.5 for any hours worked at the direction of the employer as follows:
(a) in excess of an average of 38 ordinary hours per week;
(b) outside the span of ordinary hours specified in clause 14.4; or
(c) in excess of the maximum daily ordinary hours specified in clauses 14.7 and 14.8.
The below overtime conditions have an automatic application in Tanda for Full Time employees:
Beyond fixed hours for the period (i.e. 38+ hours in a week);
Outside the span of ordinary hours (per clause 14.4);
9+ hours in a shift; and
10.5+ hours in a shift (once per week).
The below overtime condition has a manual application for Full Time employees in Tanda:
Working a second 10.5 hour day be agreement (clause 14.9)
For further details on how to apply the above overtime condition please the Award Template Tags section of this article.
Part Time
Part Time
📜 22.3 Payment of overtime for part-time employees An employer must pay a part-time employee at the overtime rate in clause 22.5 for any hours worked at the direction of the employer as follows:
(a) in excess of the number of ordinary hours agreed under clause 10.3 or as varied under clause 10.4;
(b) outside the span of ordinary hours specified in clause 14.4; or
(c) in excess of the maximum daily ordinary hours specified in clauses 14.7 and 14.8.
The below overtime conditions have an automatic application in Tanda for Part Time employees:
In excess of the agreed regular hours of work;
Outside the span of ordinary hours (per clause 14.4);
9+ hours in a shift; and
10.5+ hours in a shift (once per week).
The below overtime condition has a manual application for Part Time employees in Tanda:
Working a second 10.5 hour day be agreement (clause 14.9)
For further details on how to apply the above overtime condition please the Award Template Tags section of this article.
Casual
Casual
📜 22.4 Payment of overtime for casual employees An employer must pay a casual employee at the overtime rate in clause 22.5 for any hours worked at the direction of the employer:
(a) in excess of 38 ordinary hours per week or, if the casual employee works in accordance with a roster, in excess of 38 ordinary hours per week averaged over the course of the roster cycle; or
(b) in excess of 10.5 ordinary hours per day.
The below overtime conditions have an automatic application in Tanda for Casual employees:
Beyond fixed hours for the period (i.e. 38+ hours in a week); and
10.5+ hours in a day.
The below overtime condition has a manual application for Casual employees in Tanda:
Working a second 10.5 hour day be agreement (clause 14.9)
For further details on how to apply the above overtime condition please the Award Template Tags section of this article.
Minimum Engagements
Minimum Engagements
Under the Hair and Beauty Industry Award, Part Time and Casual employees must be engaged for a minimum of 3 consecutive hours for any shift.
📜 10.2 The minimum daily engagement for a part-time employee is 3 consecutive hours.
📜 11.5 The minimum daily engagement for a casual employee is 3 consecutive hours.
The required minimum engagements will automatically buffer on the timesheet if a shorter period is worked. Please see the below example of a Part Time employee working on a Saturday:
Award Template Tags
In Tanda, award tags are usually applied to a timesheet in order to apply a manual overtime rule or override an automatic overtime rule.
List of Award Tags
Under the FFIA Managed Template, the available shift tags are:
Second 10.5 Hour Shift (By Agreement)
Travel Time
Second 10.5 Hour Shift (By Agreement)
Second 10.5 Hour Shift (By Agreement)
The Hair and Beauty Industry Award allows for a second 10.5 hour ordinary hour day to be worked in a week by agreement:
📜 14.9 An employer and employee may agree in writing that the employer may roster the employee to work 10.5 ordinary hours on a second day during that week.
To facilitate this agreement for a Full Time or Part Time employee under the Hair and Beauty Industry Managed Template, the shift tag 'Second 10.5 Hour Shift (By Agreement)' can be used.
To utilise this shift tag it will need to be saved to the employee profile.
To do this navigate to Workforce > Staff > (Employee Name) > Pay Conditions > Edit current pay conditions > select when this change will be effective from > under Allowances search for the Second 10.5 Hour Shift (By Agreement) shift tag > Confirm changes:
Now, in instances where the employee agrees to a second 10.5 ordinary hour shift in a week, this shift tag can be applied.
Please see the below example of the application of the Second 10.5 Hour Shift (By Agreement).
Before the application of the shift tag:
After the application of the shift tag:
Travel Time
Travel Time
📜 20.9(c) The employer must pay the employee for the travelling time calculated under clause 20.9(b):
(i) on Monday to Saturday, at their minimum hourly rate; or
(ii) on Sunday or a public holiday, at 150% of their minimum hourly rate of pay.
This shift tag relates to the travelling time reimbursement under the Award and is applicable when an employee is to be paid for their travelling time when they are required to work from their usual place of work.
Before the application of the shift tag:
Ordinary hours are pulling through for all three shifts. All these ordinary hours will contribute to weekly overtime totals:
After the application of the shift tag:
And the below shows what the timesheet looks like once the shift tag has applied. The ordinary hours before and after the ordinary working hours are now marked as Travel Time which is considered non-ordinary hours:
Make sure the correct option is applied to the appropriate shift.
Getting Set Up to Use Shift Tags
To utilise the above shift tags you will need to set up your account to use shift tags.
Turning on the setting
Turning on the setting
To apply shift tags on the Timesheets, you must first have Award Tag feature turned on. Turning on this feature will give you the drop down box on timesheets from which shift tags can be selected.
To turn this feature on, navigate to Settings > Timesheets > Show Advanced Settings > select the box next to Show an extra dropdown to adjust shift cost (Award Tag):
Now you will see the shift tags that have been saved to an employee profile available via the drop-down in the timesheet:
Adding shift tags to the employee profile
Adding shift tags to the employee profile
To use shift tags in an employee timesheet, you will first have to add the shift tag to the employee’s profile.
To do this navigate to Workforce > Staff > (Employee Name) > Pay Conditions > Edit current pay conditions > under Allowances select the appropriate shift tag > click Save Contract Changes.
Please see the below example where the ‘Accepted Shift Variation’ tag is being added to the employee profile:
Allowances
Allowances pursuant to the Hair and Beauty Award have been built into the Tanda system. These are divided into two key types - Automatic Allowances and Manual Allowances.
Automatic Allowances
An automatic allowance will apply to the timesheet without any manual application. The automatic allowances available are:
Managers Allowance (clause 20.2)
First Aid Allowance (clause 20.3)
Broken Hill Allowance (clause 20.4)
Tool Allowance (clause 10.8)
For any of the above allowances to automatically apply to an employee’s timesheet you will need to add the applicable allowance shift tag to the employee profile.
Please see the below list of available allowance shift tags:
Once saved to the employee profile the allowance will apply in the timesheet.
For example, please see the Tool Allowance applying in the timesheet of a Full Time employee:
Manual Allowances
Some allowances will not apply unless specifically added onto the day’s timesheet.
These allowances are set up to manual as Tanda as it is not predictable when these allowances would be applicable. The manual allowances under the award are:
Motor Vehicle Allowance (clause 20.6)
Meal Allowance (clause 20.5)
How to add a manual allowance to the timesheet
How to add a manual allowance to the timesheet
To apply an allowance, go to the relevant employee’s timesheet and click on the blue ‘+ Add’ button under the start and finish times as shown below:
Then, from the dropdown, select the manual allowance you wish to apply.
Please note that any applicable automatic allowances will appear in the drop down however they cannot be edited.
Once saved, the allowance will now apply to the day’s timesheet.
Repeat this process for each day and instance that a manual allowance is needed.
Recent Changes to the Hair and Beauty Award
Casual employees under the Hair and Beauty Award will be subject to penalty rate increases on Saturday and Sunday. The penalty rates will be gradually phased in over two years between 3 November 2021 and 31 December 2023.
The gradual penalty rate increases have been incorporated into the Tanda Managed Template and will increase in line with the dates set by the Fair Work Ombudsman.
Please see the below tables outlining the upcoming increases and the applicable dates.
Saturday
Effective Date | End Date | Penalty Rate Increase |
3 November 2021 | 30 January 2022 | 133% |
31 January 2022 | 29 April 2022 | 138% |
30 April 2022 | 30 December 2022 | 143% |
31 December 2022 | 29 April 2023 | 148% |
30 April 2023 | 30 December 2023 | 153% |
From 31 December 2023 | N/A | 158% |
Sunday
Effective Date | End Date | Penalty Rate Increase |
3 November 2021 | 30 January 2022 | 200% |
31 January 2022 | 29 April 2022 | 205% |
30 April 2022 | 30 December 2022 | 210% |
31 December 2022 | 29 April 2023 | 215% |
30 April 2023 | 30 December 2023 | 220% |
From 31 December 2023 | N/A | 225% |
For more information on this please see Penalty Rate Changes for Casual Employees - Hair and Beauty Award.
Further Information
If you have any questions regarding the above including how to implement these changes, please contact our support team via live chat or email (support@tanda.co).
For further information on this Award please see the Hair and Beauty Industry Award 2020.