Positions are configurable employee templates that can be used to quickly onboard and change the “Pay conditions” of staff. Common employee setups can be created as positions and assigned to employees, ensuring that each employee under a common position will have the same setup.
In this guide:
Position Template Vs Positions Title
A Position Template holds the set of preconfigured items including required qualifications, documents, contracts and the templated pay configuration. It is the position template that is assigned to the end user.
A Position Title is a field that allows variations of the same position to be commonly referred to. For example: Bartender - Part Time and Bartender - Casual are both a variation of a Bartender Position. The differences between the two relate to how the employee is engaged and not the type of work they will be doing.
Get Started Quickly with Positions Library
Positions Library allows you to quickly select position templates pre-configured by Tanda to set up your Position Templates for your business more quickly.
Currently, Positions Templates found in the Positions Library are limited to the Hospitality Industry award and the Restaurant Industry award
To find the positions library navigate to Workforce > Positions > Positions Library
You will only see positions related to the templates that you have enabled. To enable a position scroll through the list in the library and select “view” on any relevant Positions.
This will give you a list of Duties and exclusions, these are activities that the staff in the certain job role will perform as part of their employment - ensure that the staff that you employ matches these before selecting enable.
Enabling a Position Template from the library will require you to select the relevant employment types for this position.
For example: if you only employ casual bartenders you will not need to select any other options than casual. Currently Positions library created Position Templates only select the Award, employment type and classification level to assign your business’s own qualifications, documents and contracts and the position once you have added it.
Creating a Position Template
📝 Positions are only accessible by users with the Admin Role assigned.
Navigate to my.tanda.co/positions. This page will help you keep track of and manage your positions. When you have multiple positions you can search them via the search bar and see basic summary information in the table.
To create a new position, just select + New.
Set the name, this will need to be unique within the account. From here select which fields you wish to add to the positions then populate the fields as the position requires.
Click Save - your new position will appear in the list and is ready to be assigned to staff.
Scoping a Position to Teams:
You can now restrict which positions can apply to staff based on the team they're in. This helps ensure the correct positions are being assigned to the correct employees.
When one or more teams are applied to a position:
A manager applying the Position to an employee must manage one of the teams assigned to the position.
The employee must work in at least one of the teams assigned to the position.
If a position is not scoped to the team it can be applied to any employee.
How do position fields apply?
When you set a position field that value will be enforced for all users under that position.
Pay conditions:
For example, if you assign the HIGA award, Casual & Level 2 Tags to a position called Bartender then all staff under that position will have the pay conditions set to HIGA, Casual & Level 2. These fields cannot be changed on a per-employee basis.
If a field is not set then changes can be made. In the example above no rate is specified, while this would use the award rate for all staff (like the rest of Tanda) you could manually change the rate on a per-employee basis.
Contracts:
Contract Templates can be assigned to the position. This will scope the list of contracts available in onboarding to only those attached to the position. If the position does not have a contract assigned then all contracts will remain available.
Documents:
Documents and Document bundles can be added to positions. These will automatically be selected to be sent to staff when a position is selected during onboarding.
Qualifications:
Qualifications assigned to a position will show to the employee via their mobile app as required. This will include:
A notice on the home page of their mobile app
A notice on the qualifications tab in Employee Self-Service
Placeholders and callouts on the qualifications page with a prompt to upload/update their position-required qualifications.
In addition to the callouts to the employee managers will be able to see missing position-required qualifications on the staff list and the employee qualifications tab on their profile.
Note: There are no new validations for missing Position Qualifications and will follow the validation logic outlined in: https://help.tanda.co/en/articles/4239765-upload-qualifications-licences-and-certifications
Assigning Positions
Once Positions are created they are ready to be assigned to staff.
Positions can be assigned to an employee via the "Pay conditions" tab on their profile, this will preselect the fields assigned in the position.
For new employees, the position can be selected when sending the new hire the onboarding form.
When a position fills any field that value cannot be changed while that position is assigned.
NOTE: There are currently no Bulk methods of assigning positions to staff.
Managing Positions
Any number of Positions can be created to meet your business's needs, if you create a position that you do not need it can be Deleted or Archived.
Deleting is possible where the position has not been assigned to a user
Archiving is possible for positions that have already been used and will prevent them from being assigned in future.
Using Positions will Block changes to users' (who have positions assigned) pay fields via the API to prevent invalid changes from being made.
Consider this before first using the feature.
Editing a Position
Updating a position will apply the changes to any staff who have the position assigned in their "Pay Conditions".
When updating a position you will be presented the number of users who will have their user fields updated. The update will happen in the background, you will receive a notice when this is complete.
Note: New contracts will not be issued / Current contracts will not be updated when users' pay conditions are updated
To update user contracts you can follow the link you will receive when the update is complete or otherwise filter the Staff list by the edited position.
For each user requiring a new contract you will need to:
Open the employee's profile
Navigate to the "Pay Conditions & Regular Hours of Work" Tab
Select "Make a change"
Select "Yes I want to Notify"
Select relevant Contracts and/or Documents
Review contracts
Save Contract Changes
