Time Off from Timesheets: How BIG4 Caloundra Holiday Park Simplified Timesheets and Payroll

Jana Dee Reserva

13 December 2019    |   

From top-notch accommodations, proximity to different attractions, and commitment to providing the best holiday, BIG4 Caloundra Holiday Park is a recommended destination in the Sunshine Coast. They have just been voted as the Big4’s People’s Choice Park.  What has made them  successful? CEO Angus Booker shared three essential things that helped them thrive.  Discipline – “We run a very tight consistent set of operating procedures,” Angus shared. They’re committed to doing the fundamentals right, from employee onboarding, payroll, to managing customer payments. Since a lot of the business administration side is mostly operational tasks in nature, Angus and his team ensure that these steps are consistently done well. Data-driven business decisions – The team looks at data as an indicator of what their next move should be. “We’re absolutely obsessed by data. We analyse and plan everything. We don’t start a financial year without understanding exactly how we’re going to execute it,” Angus shared.  Focus on the customer – For Angus and his entire team, it’s all about the customer experience. In everything that they do, they all have the customer in mind and are working to provide the best holiday for them. “In our business, it doesn’t matter where you sit. So whether you’re in housekeeping, operations, the laundry, front desk,  management, or marketing, we’re all focused on creating great customer experiences,” Angus added. More time for customer experience, less time on admin tasks It’s easy to say that a business is customer-centric. It’s another story when it comes to putting it to practice. BIG4 Caloundra knows this very well. They understand that customer experience is made up of different touchpoints that can make (or break) guests’ stay, and that working on these things require time.  “We try to keep the admin that may distract the staff from doing [that]. Systems like Tanda are an important part of getting the admin away from the staff, and letting them focus on creating great customer experiences.”  BIG4 Caloundra wanted to improve how they manage timesheets. Before Tanda, it was a very time-consuming ordeal, especially since they have a distributed workforce. It used to involve collecting timesheets, scanning them, sending them via email, forwarding it to the financial controller to run payroll, who then had to re-enter all the information into their payroll system.  “For us, Tanda is really the opportunity to create controls around timesheet collection and on the back of that is really the rostering,” Angus shared. For them, what worked is having all of this information in one platform. Since using Tanda, the team has more time for marketing, better data analysis, and improving customer service.  Easier workforce management, better employee experience If you want better customer service, you need to empower the people who will help carry that out for you. For BIG4 Caloundra, using Tanda is not just efficient; it can also be fun for their employees.  What staff loved most about using Tanda is the platform’s simplicity, particularly that of the time clock app, which is very crucial in generating timesheets. It also helped address the challenges of having a workforce in different locations. Also, it provided a fun way to engage their employees. “I think the staff really enjoyed it. We sort of have a little competition early on to see who could do the best selfies,” Angus shared. Creating more memorable holidays BIG4 Caloundra is currently making upgrades and building new facilities to  enrich the holidays of their customers further. “We’re just undertaking a massive expansion of one of our businesses to create entirely new customer experiences for our guests,” Angus shared. Ready to deploy time clock app and streamline timesheets and rostering? Try Tanda for 14 days for free, no credit card required.

From top-notch accommodations, proximity to different attractions, and commitment to providing the best holiday, BIG4 Caloundra Holiday Park is a recommended destination in the Sunshine Coast. They have just been voted as the Big4’s People’s Choice Park. 

What has made them  successful? CEO Angus Booker shared three essential things that helped them thrive. 

  • Discipline – “We run a very tight consistent set of operating procedures,” Angus shared. They’re committed to doing the fundamentals right, from employee onboarding, payroll, to managing customer payments. Since a lot of the business administration side is mostly operational tasks in nature, Angus and his team ensure that these steps are consistently done well.
  • Data-driven business decisions – The team looks at data as an indicator of what their next move should be. “We’re absolutely obsessed by data. We analyse and plan everything. We don’t start a financial year without understanding exactly how we’re going to execute it,” Angus shared. 
  • Focus on the customer – For Angus and his entire team, it’s all about the customer experience. In everything that they do, they all have the customer in mind and are working to provide the best holiday for them.

“In our business, it doesn’t matter where you sit. So whether you’re in housekeeping, operations, the laundry, front desk,  management, or marketing, we’re all focused on creating great customer experiences,” Angus added.

More time for customer experience, less time on admin tasks

It’s easy to say that a business is customer-centric. It’s another story when it comes to putting it to practice. BIG4 Caloundra knows this very well. They understand that customer experience is made up of different touchpoints that can make (or break) guests’ stay, and that working on these things require time. 

“We try to keep the admin that may distract the staff from doing [that]. Systems like Tanda are an important part of getting the admin away from the staff, and letting them focus on creating great customer experiences.” 

BIG4 Caloundra wanted to improve how they manage timesheets. Before Tanda, it was a very time-consuming ordeal, especially since they have a distributed workforce. It used to involve collecting timesheets, scanning them, sending them via email, forwarding it to the financial controller to run payroll, who then had to re-enter all the information into their payroll system. 

“For us, Tanda is really the opportunity to create controls around timesheet collection and on the back of that is really the rostering,” Angus shared. For them, what worked is having all of this information in one platform. Since using Tanda, the team has more time for marketing, better data analysis, and improving customer service. 

Easier workforce management, better employee experience

If you want better customer service, you need to empower the people who will help carry that out for you. For BIG4 Caloundra, using Tanda is not just efficient; it can also be fun for their employees. 

What staff loved most about using Tanda is the platform’s simplicity, particularly that of the time clock app, which is very crucial in generating timesheets. It also helped address the challenges of having a workforce in different locations. Also, it provided a fun way to engage their employees. “I think the staff really enjoyed it. We sort of have a little competition early on to see who could do the best selfies,” Angus shared.

Creating more memorable holidays

BIG4 Caloundra is currently making upgrades and building new facilities to  enrich the holidays of their customers further. “We’re just undertaking a massive expansion of one of our businesses to create entirely new customer experiences for our guests,” Angus shared.

Ready to deploy time clock app and streamline timesheets and rostering? Try Tanda for 14 days for free, no credit card required.

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Awards & Rostering    |   

How much do full-time staff really cost?

Being in the business of managing staff costs, we often hear people say that casual staff just cost so much more than their full time equivalents. I mean, that extra 25% is a killer, right? Especially for staff who work a fairly consistent schedule each week, it’s almost like free money. For a while there I went along with that, not really giving it much thought. But today the thought struck me – casuals miss out on plenty of benefits afforded to full and part timers, so are they really better off? I decided to investigate further. What follows may surprise you. First – how many days in a year does a full time employee work? Weeks in a Year: 52 Working Days in a Year: 260 So far so good. We’re going to ignore the 1 or 2 days that we’re off by, for the sake of a nice round number. Next, let’s look at this full time employee’s entitlements, in days. Annual Leave: 20 (4 weeks) Personal Leave: 10 (2 weeks) Public Holidays: 10 We’ll assume a 7.6 hour work day and 17.5% leave loading. So how many hours of leave are we paying? Annual Leave – Base: 152 Annual Leave – Loading: 26.6 Personal Leave: 76 Public Holidays: 76 Total Hours of Leave Paid: 330.6 Earlier we calculated how many days of work one can work in a year, now let’s subtract leave taken to get a more accurate figure. Days of Leave Taken: 40 Actual Days Worked in a Year: 220 Actual Hours Worked in a Year: 1672 Divide 330.6 (hours of leave paid) by 1672 (hours worked) and we get 19.77%. Remember, we are comparing this to the 25% loading paid for casual staff. So from this perspective, yes, your full time and part time staff are still cheaper – but only by 5.23%. And even that number is probably on the low side. We ignored long service leave and maternity leave because they are a bit more unreliable. Both they are also costs (or accruals) that can definitely add up! When you take into account the fact that you only have to pay casuals when you need them, it’s easy to see why more and more Australian employers are turning to casual staff. According to the ABS, this has been growing steadily since the 90’s, and today over 1 in 5 jobs in Australia are casual.

Industry Insights    |   

Why Brisbane is Australia’s Best City for Startups

Since we’ve started flogging time and attendance software at Tanda, our team has bought over 40 airline tickets across Australia. We’ve been to every capital city and done business at hundreds of locations all around Australia. One thing really hit home: Brisbane is the best place to be a startup. Here are five reasons why: 1. Cost of living This is by far the biggest benefit of being in Brisbane; housing and office space are so much more within the price range of a business that’s just starting. This has allowed us to bootstrap to a considerable size without using external funding. 2. Transport This may sound like a small thing. The best advice we got when we were starting our business was “it takes a lot of shoe leather”, meaning we’d spend a lot of time on our feet talking to anyone who’ll meet with us. Driving around Brisbane is so much better than other capital cities. It’s affordable enough, and nothing is too far away. Despite what philosopher Alain de Botton might say about the Riverside Expressway, it’s one of my favourite features of the city. Because Brisbane’s not that big, we can justify having an office outside of the inner city where rent is a bit cheaper, without feeling like we are out of the loop. 3. BCC Brisbane City Council is making a very concerted effort for the future of the city to be digital. I was lucky enough to receive the Lord Mayor’s budding entrepreneur grant and have heard Cr Quirk talk about the city’s plan for the future and I’m excited about growing a business here. 4. Business community There are a number of great communities around start-ups really getting some traction in Brisbane such as River City Labs and iLab. But the other great thing about the city is how many innovative business people are willing to talk to you and lend a hand – which is particularly good for a B2B business! 5. Talent Brisbane has two great technology courses at QUT and UQ, which makes it much easier to attract and retain young talent to help build and grow our business. It’s a much tougher market for employers in other capital cities, especially those with only one technology-focused university. I’d recommend Brisbane as a great place to start a business for anyone considering starting out. The team at Brisbane Marketing & Digital Brisbane have a lot of support available to you on top of the many other benefits.

Awards & Rostering    |   

Easter Penalty Rates 2015 — What you need to know about paying staff

Easter is coming up soon, and that means two things! A new season of Game of Thrones to feast on, and – perhaps less excitingly – public holiday rates to pay staff. As a business owner, accountant, or bookkeeper, it’s important to be aware of how public holiday rates over Easter and ANZAC Day should be paid in your state. First, let’s see when the holidays will be in 2014. You might be surprised! If your business is open on any of these public holidays, you’ll need to pay staff the appropriate public holiday rates. You should check your award, which will tell you exactly what multiplier or penalties to apply, often under a Public Holidays section. A common multiplier is 2.5x. Some businesses pay staff salaries, or pay casually “above award”. Public holiday penalties still apply! If you have a contract, it should cover this – check with Fair Work if you are unsure. Staff who don’t work on a public holiday If you have full or part time staff who should have worked on any of the weekday public holidays – Good Friday, Easter Monday, and Easter Tuesday in specific cases – they are still entitled to pay, even if they do not work. Generally you’ll pay at base rate for the hours staff would have been entitled to. Of course, if staff do work on the day, you’ll pay at a higher rate as dictated by the award (see above). But keep in mind: this only applies if they usually work on that day. For example, a part timer in Queensland who generally works Tuesday to Thursday probably wouldn’t get paid the public holidays because there’s no public holiday on those weekdays. Check your award/agreement to be sure! If your award dictates how rostered days off work, you should check to see if staff with an RDO on a public holiday are still paid. In some states, some kinds of businesses are not permitted to open on public holidays due to trading regulations. If this applies, you will probably still be required to pay staff who would otherwise work on that weekday. Again, if you’re not sure, it’s best to ask. Staff who work on a day that isn’t a public holiday Keep in mind that the rest of the award doesn’t shut off just because it’s Easter. For example, if you are in Tasmania and pay Saturday rates, you’ll still need to pay these on Easter Saturday (which is not a public holiday for you). Did you know… If an employee takes sick leave around a public holiday (eg. Thursday April 24 to Monday April 28), they still get paid the public holiday if they were otherwise supposed to work that day (ie. full/part time) If an employee takes annual leave, public holidays during the leave period don’t count towards their annual leave balance Public holidays do not need to be paid for staff on unpaid leave Staff cannot be forced to work on a public holiday if they have reasonable grounds for doing so. Common reasons include: the amount of notice given, family responsibilities (especially over Easter), and whether one could reasonably expect the business to be open on a public holiday. Tanda’s employee time clocks automatically interpret industry awards – including public holidays – so you can be sure you paid staff right, without tedious manually data entry Add the Fair Work Infoline to your speed dial, they are always happy to help. The number to call for any payroll queries is 131 394. Note: none of the above constitutes formal payroll advice. Always check with your accountant, bookkeeper, or Fair Work.

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About the author

Jana Dee Reserva

Jana Dee is a content and digital marketing professional who's advocating for cultural breakthroughs in organisations through technology and good employee engagement practices.

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Awards & Rostering

How much do full-time staff really cost?

Being in the business of managing staff costs, we often hear people say that casual staff just cost so much more than their full time equivalents. I mean, that extra 25% is a killer, right? Especially for staff who work a fairly consistent schedule each week, it’s almost like free money. For a while there […]

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Why Brisbane is Australia’s Best City for Startups

Since we’ve started flogging time and attendance software at Tanda, our team has bought over 40 airline tickets across Australia. We’ve been to every capital city and done business at hundreds of locations all around Australia. One thing really hit home: Brisbane is the best place to be a startup. Here are five reasons why: […]

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Easter Penalty Rates 2015 — What you need to know about paying staff

Easter is coming up soon, and that means two things! A new season of Game of Thrones to feast on, and – perhaps less excitingly – public holiday rates to pay staff. As a business owner, accountant, or bookkeeper, it’s important to be aware of how public holiday rates over Easter and ANZAC Day should […]

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