Are your staff qualified to work?

Monic Del Rosario

17 October 2016    |   

Knowing when staff are working is one thing, but knowing that staff are qualified and competent can add a huge reassurance for employers. Industries such as hospitality, childcare and medical services are required to track staff qualifications to meet legal compliance regulations. In addition to recording staff qualifications, childcare centres are required to display staff qualifications on the roster. Why it’s important to keep a record of staff qualifications Qualification compliance arises as an issue for businesses, as some jobs legally require the specific qualification and knowledge to perform a certain task or responsibility. For example: Bartenders must obtain a Responsible Service of Alcohol certification (RSA) before being able to legally work behind a bar and serve alcohol to patrons. If they also work in food production, then they may be required to hold a food safety certification as well as First Aid/ CPR certificate. A childcare worker must hold a valid Working With Children certification to be able to work in an environment where children are present. In addition to this, they may be required to hold a certificate in education, as well as various health safety certifications such as First Aid/ CPR, Anaphylaxis and Asthma certificates. Tracking and implementing qualification compliance measures can present numerous problems for businesses who may not have the resources, time or technical capability to keep track of all staff qualifications, including when the qualifications expire. Tanda simplifies qualification compliance Tanda’s qualification feature assists employers to effectively record, track and roster their staff while meeting their qualification compliance requirements. Qualification documentation can be uploaded to individual employee profiles to indicate the competency of the individual. Teams within Tanda can then also be restricted based on employee qualification type, ensuring that every individual working within the specific team is adequately qualified for the job. For example, an RSA could be the prerequisite qualification for the Bar team, meaning that anyone working within the Bar, from bartenders to glassys, would need to be fully qualified with an RSA. Employers can use the qualification feature to enhance rostering for smarter and more compliant workforce management. Staff are able to easily and quickly view qualifications on the roster, in addition to details such as team and location. Managers will also be alerted to expiring qualifications on the roster; receiving alerts before the qualification expires, and subsequently once it has. Tanda makes it easy for Employers to keep track of staff qualifications, as it’s all stored electronically in one secure location in Tanda. By displaying staff qualifications on the roster, alerting managers to encroaching expiry dates and enabling qualification specific teams Tanda makes it easy for employers to be compliant. Visit the Tanda Help Site for more information on setting up employee qualifications in Tanda.

Knowing when staff are working is one thing, but knowing that staff are qualified and competent can add a huge reassurance for employers.

Industries such as hospitality, childcare and medical services are required to track staff qualifications to meet legal compliance regulations. In addition to recording staff qualifications, childcare centres are required to display staff qualifications on the roster.

Why it’s important to keep a record of staff qualifications

Qualification compliance arises as an issue for businesses, as some jobs legally require the specific qualification and knowledge to perform a certain task or responsibility.

For example: Bartenders must obtain a Responsible Service of Alcohol certification (RSA) before being able to legally work behind a bar and serve alcohol to patrons. If they also work in food production, then they may be required to hold a food safety certification as well as First Aid/ CPR certificate.

A childcare worker must hold a valid Working With Children certification to be able to work in an environment where children are present. In addition to this, they may be required to hold a certificate in education, as well as various health safety certifications such as First Aid/ CPR, Anaphylaxis and Asthma certificates.

Tracking and implementing qualification compliance measures can present numerous problems for businesses who may not have the resources, time or technical capability to keep track of all staff qualifications, including when the qualifications expire.

Tanda simplifies qualification compliance

Tanda’s qualification feature assists employers to effectively record, track and roster their staff while meeting their qualification compliance requirements.

Qualification documentation can be uploaded to individual employee profiles to indicate the competency of the individual. Teams within Tanda can then also be restricted based on employee qualification type, ensuring that every individual working within the specific team is adequately qualified for the job. For example, an RSA could be the prerequisite qualification for the Bar team, meaning that anyone working within the Bar, from bartenders to glassys, would need to be fully qualified with an RSA.

Employers can use the qualification feature to enhance rostering for smarter and more compliant workforce management. Staff are able to easily and quickly view qualifications on the roster, in addition to details such as team and location. Managers will also be alerted to expiring qualifications on the roster; receiving alerts before the qualification expires, and subsequently once it has.

Tanda makes it easy for Employers to keep track of staff qualifications, as it’s all stored electronically in one secure location in Tanda. By displaying staff qualifications on the roster, alerting managers to encroaching expiry dates and enabling qualification specific teams Tanda makes it easy for employers to be compliant.

Visit the Tanda Help Site for more information on setting up employee qualifications in Tanda.

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Ensure Enough Coverage for Your Restaurant at Any Given Time

Traffic at a restaurant ebbs and flows with the times. One moment you’ll only have a handful of patrons, the next an avalanche of customers are queuing at the entrance, waiting to be served. From being overstaffed at a certain time period, suddenly your servers are juggling multiple tables while tickets are lining up like crazy at the kitchen. How do you effectively plan your coverage so that you get the most out of the staff that you have? Forecast Sales and Traffic First things first, of course, is that you have to effectively forecast your restaurant’s sales and traffic at any given day. It might not be an exact science, but Bplans has an in-depth article that can guide you in creating a clear sales forecast. In summary, the article advises that you calculate the number of meals your restaurant can serve based on the number of tables and seats. Multiply those meals based on the amount of service at any given time (in their example, it’s one service during lunchtime and two services for dinnertime). Then vary it based on assumptions per day or week (maybe less on Mondays and more on the weekends). And finally, line it up in a spreadsheet. Determine Your FTEs, Make Sure That You Have 2 FTEs more In Any Given Shift So, you have a good sales projection available. Now, it’s time to review your staffing and check if you have enough of everyone for any given shift. It all boils down to the FTEs. FTE stands for “full-time equivalent,” or the number of hours a full-time employee can render in a week. According to this article from TheRestaurantExpert.com, back-of-house employees have 40 hours in one FTE. Those on the front-of-house, on the other hand, have five shifts in one FTE. The same article deep dives on ensuring that your restaurant has enough people through FTEs. Long story short: they recommend to always have two FTEs more than your forecast dictates so that you have enough people covering the restaurant. With that as a rule-of-thumb, you can be creative with your staffing. Cross-train staff so that they can do more than one task. Have bartenders also learn how to cook simple dishes or have new servers also cover bussing or washing dishes. Craft Your Schedule Once everything is set, it’s time for you to make the weekly schedule. Make this task quicker for you by leveraging online scheduling software that replaces the old-school way of using whiteboards or Excel spreadsheets. Take into consideration your staff’s leave request vis-à-vis your traffic. Remember to send the weekly shift schedule to your staff at least two weeks in advance so that your team is well in the know when they have to clock in. Whether you’re a start-up restaurateur or a veteran with a dozen restaurants under your belt, ensuring coverage can make you have sleepless nights. But with a proper plan that you consistently execute and fine-tune, your customers are guaranteed enjoy great service any time of the day.

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Why Fingerprint Scanners Don’t Work for Time and Attendance

The ability to quickly identify and verify individuals has been a crucial skill in human society, since the start of civilisation. Where previously face-to-face recognition would have sufficed in tribes and small villages, thanks to today’s rapidly growing global population we require more tools to quickly identify who someone is. In the workplace, the need to identify individuals is particularly important, as it’s often tied to staff attendance, payroll, and workplace security. Throughout the years various solutions have been used to verify staff attendance from paper time sheets, to the Bundy Clock, to fingerprint and biometric scanners. Despite the best efforts of some die-hard fans, the fingerprint scanner has reached its limit, being surpassed by the electronic time clock. With so many other solutions available at our fingertips, why are some people so desperately clinging to their fingerprint scanner? Surely we’ve all seen enough spy movies to know fingerprint scanners aren’t foolproof, let alone feasible in today’s day and age where most of the fun comes from trying to fool the system. And yet, it’s something that we still occasionally hear, “why don’t you have fingerprint scanners?” So to put the debate to rest once and for all, here are three reasons why fingerprint scanners don’t work. And before you start saying, ‘but what about this…” here are three great reasons why the electronic time clock has surpassed the fingerprint scanner. 3 Reasons why fingerprint scanners don’t work to track staff attendance 1. They’re Expensive No matter which way you look at it, fingerprint scanners are expensive equipment. Despite the fact that the technology has been around for years, the cost of the device still remains relatively high, potentially setting you back a few thousand dollars. In addition to the device, the cost of the integration between the scanner and corresponding system can be expensive to build. The scanners are delicate and aren’t always built to handle the hundreds of fingerprints pressed onto them throughout their lifetime. Which brings me to my next point… 2. They’re Unreliable Unlike your favourite FBI crime-show encryption-grade biometric scanners, workplace fingerprint scanners are notoriously unreliable. In order to correctly identify and record an individual, fingerprint scanners require a clear image or impression of your fingerprint. Fingers that are dirty, greasy, cold or wet for example, often don’t register on the scanner, making it hard to both clock out and verify the individual. Employers who prefer to use fingerprint scanners, do so because they think it’s easier than remembering a passcode. However should the fingerprint scanner fail to register the scan, some systems will request a passcode. Not only is this an additional hassle to staff who are trying simply to clock in or out, but it also opens the window to time theft through buddy clocking. 3. Maintenance is a pain As previously mentioned, fingerprint scanners are not cheap. They’re a costly purchase and are even more expensive to repair or replace when they wear out. Repairing a broken scanner requires a specialised technician and often costly parts. On the occasion that it is easier to replace than repair, users often run into more problems as they are not readily available at your local JB Hi-Fi or electronics outlet. On top of this, users often experience issues around the device’s durability, which lead to additional maintenance costs and ultimately a new device down the track. Introducing the 21st Century solution Electronic time clocks are the most robust, user-friendly, and affordable solution to record staff attendance. According to Statista, 38.59 million British people are expected to own a tablet device this 2017.  Leveraging this statistic, a tablet-based time clock like Tanda can provide an effective and consistent solution to time theft, streamlining your entire payroll process. 3 Reasons why electronic time clocks are the market leading solution: 1. Affordability Tablets in their various forms have started to become more commonplace in businesses of all sizes. This is thanks to more core business functions such as POS, inventory, and payment processing, becoming available on tablet devices. This technology is providing business owners with greater mobility to engage with customers, as well as streamlining core business activities in one device. Time Clock tablets are easily accessible, affordable and present a number of additional benefits to a business looking to improve their customer offering. 2. Robust and reliable. Thanks to the prevalence of tablet usage, most people are familiar with how to use a tablet and how they should be treated. Tablets are touch-screen based and as such built to handle lots of little fingers pushing and tapping the screen. Tanda’s Time Clock verifies staff attendance through photos and PIN code verification. Which means that unlike a fingerprint scanner, it doesn’t matter if staff have dirty or wet fingers, they’ll still be able to clock out the first time around. The timestamp and photo verification also make it quick and easy for managers and business owners to quickly check that the right person has clocked in and out for the correct shift. 3. Cloud-based for more options Using a cloud-based Time Clock solution like Tanda provides users with more options, which enable rather than restrict the user. Software maintenance and upgrades are not required, as they’re done automatically in the system. Devices are easy to replace and interchangeable, and should the system connection be disrupted, all clock in data is stored locally and uploaded to the cloud later. In addition to this, as a backup, users can access the Time Clock app through a browser on a desktop. Using a cloud solution to track staff attendance provides unparalleled opportunities to streamline additional business administration tasks, as well as providing greater insight into labour costs, staff punctuality and staff engagement. Workplaces are busy places, and managers have much better things to spend their time on than trying to get the fingerprint scanner to work. Using electronic Time Clocks to track employee attendance allows staff to clock in quickly and efficiently, so that they can get out of the backroom and working in your business. Because at the end of the day, you need a system that is affordable, reliable, and accessible, so that you can get on with paying staff and focusing on your business.

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About the author

Monic Del Rosario

Monic is Tanda's content curator. She uses her background in Development Studies to create materials that are both business-oriented and human-centric.

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