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Adding Locations and Teams

Setup Locations and Teams in your business for Rostering and Reporting

Updated over 2 months ago

This help guide will detail how to create and add locations, teams, and team groups in Tanda. Locations and teams make it easy to group staff, helping you visualise and filter your employees.

Locations contain information about physical locations, such as addresses.

Teams identify the different groups of employees within a location. You can also use teams to represent roles or activities.

Teams Groups allow teams to be grouped within a location. These groups can be used during rostering and reporting.

Create a location

To create a location, navigate to Workforce -> Teams -> Add -> Add Location.

Then, you will be prompted to complete the following fields:

  • Name is simply the name of your location.

  • Short code is a short version or abbreviation of your location name. For example, you might use 'SYD' as short code for 'Sydney'. This makes your location easy to identify on rosters and timesheets.

  • Address shows your location on a map. If you enable remote clock-ins, you can compare the location of the employee at the time they clocked in. If the address isn't relevant, you can enter a region or city.

If you click on 'show advanced options', locations also have optional fields like Public holiday setup, mobile clock-in settings, and timezone. Please fill these in if your locations vary in these details, for instance, if you have stores in multiple states with different time zones and public holidays. If you leave these fields blank, your default organisational settings will apply. Details entered into Location settings will override Organisation settings.

Create a team

A 'Team' falls underneath a Location and is used to reflect the different areas an employee can work in. Typically, they reflect different cost centres for the business. For example, if my Location is a restaurant, my teams may be Bar, Reception, and Kitchen.

To create a Team, head to Workforce > Teams > Add > Team. Specify the team name, colour, Staff (who can work in the team), and Managers.

Teams also have optional fields, including:

  • Payroll cost tracking code: Use this field if you need to associate wages with different areas of the business when data is sent through to payroll. The same code can be used on multiple teams. 

  • Required Qualifications: Use this field to specify any mandatory qualifications required to work in this team. For example, you may require an RSA to work in the Bar team. If a qualification is linked to a team and the staff member is not confirmed to have this qualification, they will not be able to be rostered into this team.

  • Shift details: This field can be used to communicate extra details about the shift, such as the role the staff member will perform on that day. Using our restaurant example again, shift details for the Bar Team might be 'Bartender' and 'Glassy'. As shift details are associated with teams, they should reflect information relevant to all staff in that team. Shift details only appear on rosters/schedules, whereas Locations and Teams also appear on timesheets and reporting. 

  • Associated Tags: Use this field to automatically associate tags with anyone rostered to work in this team. If a shift is worked in this team, tags entered here will automatically apply to that shift.

Create team groups

A "Team Group" is an optional attribute that can be assigned to 2 or more teams to link them in rostering and reporting.

Team Groups are disabled by default. To enable team groups, hover over Settings, then select Feature Management. Scroll down until you see the 'Team Groups' option, and toggle this feature on.

Next, select Workforce > Teams and click on a team. You can then scroll down to the Team Groups heading, enter the desired Team Group name, and click 'Update Team Details.'

 

To add the Team Group to other teams, simply select the required team from the Locations & Teams page, select the relevant team group from the dropdown option, and save the team. Now, these teams are linked in a Team Group.

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