The last financial year in key feature releases
At Tanda, we move fast to solve the world’s greatest workforce challenges. We released over 200 features last year. Here are the major ones.
The last 12 months have seen Tanda rise above the capabilities of traditional workforce software. Our product team has focused on releasing features that help management to plan and execute the perfect shifts — all while constantly strengthening our core offering.
Building the world’s #1 workforce platform requires going above the administrative efficiencies traditionally gained with workforce software. We’re talking about features that empower businesses to enhance the way they employ and manage staff. These help managers plan and execute successful shifts; help employees integrate their work and private life; and allow businesses to measure their success in the right ways.
In these last 12 months, the Tanda product team also materialised the 6 headline features announced at the 2018 Tanda conference, all of which are now live in the Tanda platform.
The year has seen the release of over 150 user interface updates, 25 key redesigns of existing features, and 10 key feature releases. They all fall into these themes:
- Helping managers to execute the best decision-making
- Helping managers integrate compliance into decision-making
- Helping employees integrate their employment and personal lives
- Allowing businesses to build their own workflows by adopting a platform approach
Features that help managers execute the best decision making
Live Insights: on-the-go decision-making
Live insights is big business technology that we’ve made available to businesses of any size.
Off the shelf, Live Insights syncs live sales from integrated cloud based point of sale systems like Kounta, Vend and Ordermate, and compares real-time with award-interpreted wage cost.
This closes the feedback loops on wage cost reporting and allows managers to execute decision-making during operations, instead of after the day is done.
Live Feed: real-time shift updates
Managers who are involved in shift handovers know how important it is to be updated on what’s happened during the previous shift. Live Feed gives a real time overview of the state of the shift, showing a full picture of who is there, who isn’t, and what the staff movements will be.
Key Alerts: Know staffing issues in real time
Great shifts can be planned ahead of time on the roster, but it’s not until the shift starts that the plan is put to the test. This is where wage costs can unexpectedly inflate. Five minutes here, five minutes there. These minor variances to the roster add up to large amounts when it happens across multiple shifts.
Key alerts helps managers stay in control by proactively notifying them of these little variances before they blow up costs.
Cognitive Demand Builder: Predict future demand, and adjust for it
Integrated point of sale data has been available as standard in Tanda for several years now. Access to data is one thing, but it’s the way we’re allowing managers to use that data which is unique to Tanda.
Tanda’s new demand builder allows managers to build a demand profile from historical sales data and modify for expected changes in demand. The feature can algorithmically select a sample group of historical sales while eliminating anomalous days automatically. It means that businesses of any size can plug in their point of sale system and have access to meaningful demand data instantly.
Best-fit shift replacements: Finding the right match
When choosing a replacement for an employee who can no longer work a shift, it’s difficult for a manager to assess every influencing factor. This can include contract hours, overtime risk, cost difference, qualifications, and safety considerations such as fatigue management.
Receiving shift replacement requests on My Tanda (L) and choosing best fit replacements on mobile (R)
When a shift replacement request comes through, the manager sees a set of best fit options. Importantly, Tanda calculates the cost difference between employees in real time, which avoids the issue of employees unexpectedly entering overtime, or more senior staff members performing junior roles.
Shift Feedback: Information is Powerful
Feedback needs to be actionable and specific to be useful to management. We trialled several methods of collecting frontline feedback with our beta group to create the first version of Tanda Shift Feedback. The feature is integrated as a prompt on the existing platform, meaning employees and management aren’t required to divert their resources to a new process, and the time investment is minimal. More about shift feedback.
A more full-featured leave
Tanda users can now open the app on their phone and instantly view their leave current leave balance, see the best times to apply for leave, and plan future holidays with leave balance projections.
We’ve also strengthened the management controls in the leave process and increased transparency with additional features:
- Custom events: a method for employees to gauge the best times to take leave by being able to see who else has applied at the same time
- Leave balance projections: ensures adequate leave balance for planned time off
- Safeguards against leave balances entering negative territory
- Backup leave types for when the primary leave type is exhausted
- The ability to accrue Time In Lieu within Tanda
- Accurate leave hours through editing breakdowns on leave requests
Features that integrate compliance into management decision-making
In Australia, maintaining compliance doesn’t just mean paying staff members correctly. There are many state and local laws that apply in respect to workplace health and safety, fatigue management, licencing & qualification requirements, and record keeping requirements.
Compliance HQ: Compliance in one place
Given the multifaceted nature of workforce compliance in Australia, we’ve made things simpler. Compliance HQ is a central dashboard for all of the tools used in the process of maintaining compliance. Every setting you need to stay compliant with all levels of government is here.
Qualification Notifications: Stay on top of expiring qualifications
Qualifications cover processes of any nature that are required to be reviewed, retrieved on demand or represent a minimum training requirement for particular activities within the business. Employees are now notified of pending qualification expiries, as is the manager, and qualification expiries are now easily reportable.
The new, more powerful Time Clock
Redesigned the time clock from the ground up, the new Time Clock features a more intuitive UI, including break buttons, team swapping, and smart shift status. Inside, it retains powerful photo verification, passcode protection, and automatic timesheet creation features from the previous version. It’s the easiest, most powerful attendance recording tool we’ve made.
Roster validations: limit inefficient rosters
Roster validations are customisable limits that will flag managers when it’s reached. They can be used operationally to control overtime for example, and used in the same way for fatigue management or other forms of compliance such as minimum and maximum shift lengths. Read more about roster validation.
Automated higher duties: approve timesheets quicker
Automated higher duties allows different pay rates to be associated to teams and activities where an employee may be paid more than one level. This ensures that roster costs consider changes in level based on activity, and that higher duties are automatically tagged on timesheets for export to payroll.
Use cases include staff members in food service industries who work in both a supervisor and non-supervisory capacity, and industries such as transport that pay different rates depending on the type of equipment operated.
The Tanda Training centre cuts down the resources required for businesses to train new management in using the Tanda platform. The Training Centre includes the option for businesses to upload their own resources customised to their unique workflows to ensure a bespoke experience based on their internal procedures.
GPS Clock-ins: Clock in anywhere in the world
Tanda supports your mobile workforce. So we built GPS tagged clock-ins on the Tanda mobile app. Wherever they are, and wherever you are, Tanda’s time and attendance features works anywhere in the world.
Features that help employees to integrate their work and personal lives
Employees have non-negotiable events pop up in their personal lives that will require time off. For example, a mandatory examination, or births and deaths in the family. Business also have a non-negotiable requirement to open the doors and trade to survive, so when the two of these non-negotiable requirements clash it results in a lose-lose scenario.
Shift swapping is about affording the flexibility to turn lose-lose scenarios into win-win, with the dual benefit of being able to instantly canvas the whole workforce for shift replacements. Appropriate management controls ensure accountability in the selection of replacement staff.
Custom events: highlight busy periods ahead of time
Indicate busy times of year for your staff
Custom events allows staff members to best plan their time off. Informing them of peak times of year gives staff more certainty of the best periods to request for leave. And combined with the leave calendar and leave projections, this allows them to plan future time off effectively.
Features that allow businesses to build their own workflows by adopting a platform approach
The difference between being an off-the-shelf solution and a comprehensive workforce platform comes down to the ability to customise workflows. Build Tanda to fit the business, not change the business to fit Tanda.
You know your business best. So we’ve invested in powerful customisation tools that allow unique use cases, and gives businesses the tools they need to turn Tanda into a solution for their unique problems.
Custom permission levels: have more control on who’s in control
A greater degree of flexibility in roles, especially surrounding who can view costs and provide approvals allows Tanda to fit existing internal controls.
Custom Fields: a new, powerful communication tool
Custom Fields allows users to gather or communicate any information staff need to be successful in their job. This is done by creating text fields and apply them to shifts and employee profiles.
Create fields to gather or communicate information
Common use cases for the employee profile include:
- Details required by HR on the employee profile, e.g. date of last review
- Allergy information
On the roster, fields could be put for specific tasks and assets such as:
- A specific truck that will be driven by a transport worker.
- Addresses of clients assigned to disability support workers
- A list of tasks for a cleaner
There is no limit to the potential uses cases.
Roster patterns (beta)
Many awards, agreements and industry regulations stipulate arrangements for roster patterns. This is particularly prevalent in shift worker industries that have fatigue management considerations, such as firefighters and emergency workers. Our roster patterns beta builds on our existing work to make Tanda the most comprehensive workforce platform for shift worker industries like healthcare, mining, manufacturing and essential services.
This is in its final stages of development and will be released very soon.
If you made it to the end, well done!
Takes a ton of commitment to read through a year’s worth of updates. And that’s only the major ones; our product team is always improving Tanda.
If you’re not a current Tanda user and would like to learn more, head www.tanda.co to book in time with our team to chat.
Product Updates |
Managing leave requests without tedious manual entry.
In a first for workforce software, leave management now has intelligent automation. We believe that intelligent automation will transform the way you run your business. Automation is already everywhere in Tanda. From simple functions like sending bulk rosters to all staff, to more complex operations, such as our Cognitive Rostering. Only Tanda automates the filling of leave hours. It does the job faster whilst still leaving you in control. Set-up your Autofill workflow in Settings > Time Off Autofill builds on leave management’s powerful integrations to Tanda’s award interpreter, rosters, mobile app, and more. It moves leave calculation beyond one-size-fits-all numbers to ease the labour of manual entry. When your employee puts in their leave request, Autofill does so much more than automatically put 7.6 hours per day. Autofill automatically populates leave requests with days and times from regular hours of work or rosters. Your payroll officer gets an immediate calculation of leave hours based on these items. Tanda is already an industry leader for workforce management software and with Autofill, our product is even more powerful. Autofill for Leave moves leave calculation beyond one-size-fits-all numbers. Businesses want to eliminate hours of repetitive work without being robbed of control. Autofill automates the same steps every manager goes through to set exact leave hours, before handing back to them for final approval. Instead of doing it all manually, they just need to check and approve. Depending on how you process leave, choose to fill first from either Regular Hours of Work (RHW) or Rosters — with the other being a fall back if there is no data in the first step. As we build out RHW to work to fit more use cases, we recommend setting RHW as #1. Additional use cases can include: Full-Time staff working an average of 38 hours per week Fortnightly regular hours Minimum guaranteed hours If the employee doesn’t have RHW entered in Tanda, we still recommend filling from RHW first. If Tanda does not detect RHW, the leave hours will still be filled from their roster. Important: If you’re filling from the roster you must check that the leave request only includes ordinary hours (e.g. does not include hours the employee would not have worked or that would have been overtime). Try Autofill now. At Tanda, we always wonder what it would take to reduce our customers’ workload. As compliance requirements continue to move into the digital space, Autofill will help you keep track of accurate leave hours without spending hours behind a screen. Try it on Tanda now.
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.
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.
Industry Insights |
Giving Employee Feedback: 7 Ways to Constructively Deliver Bad News
Wouldn’t management be so much easier if everyone just did their job? You might feel sometimes like your job description would better match that of a babysitter than a business manager. But the sad fact is, unless you provide your staff with proper leadership; productivity, efficiency, morale, and overall quality of work will suffer. Part of effective management is providing your personnel with feedback when they’ve done something incorrectly, or perhaps just less correctly than you would prefer. Ideally, you want to train your workforce to act as you would in a given situation. This takes time, patience, and consistent positive reinforcement. So how can you communicate to your beautiful and unique snowflakes that they’re not meeting your standards without alienating, offending, or irritating them? Here is a list of best practices that can help you deliver a difficult message in ways that will improve employee attitude, engagement, and performance. 1. Focus on Positives Even if you’ve been stuck with the worst employee in the world, even if they come into work smelling like a Cypress Hill concert in un-ironed slacks made of organic hemp, you’ve got to find a silver lining. To be clear, this doesn’t mean sugar-coating the negatives. It just means balancing criticism with praise. Build employee confidence first, then present avenues for improvement. The thing to remember about creating a harmonious work environment is it begins and ends with being nice. The simplest gestures can prevent resentment, discontentment, and hurt feelings. Keep your employees happy, and you’ll be a much happier manager. 2. Objectivity This can be tough. It’s important not to let your emotions get in the way of effective management. Subjectivity can get you into all sorts of trouble: favouritism, nepotism, and a plethora of other –isms worth avoiding. A cool head is needed for command decisions, plus your employees will reflect the attitudes you present to them. Come to work angry, and you’re likely to look out and see an office rife with cantankerousness. 3. Always Deliver Negative Feedback in Person It’s a busy day, you hear a bad report, and you want to get it handled quickly. So you just shoot of an email with a textual reprimand. A very tempting scenario, but not the best idea. People can read into messages more or less than you intend. If there’s a problem with an employee important enough for you to respond personally, then it’s important enough to respond to it in person. 4. Time your Feedback Correctly Timing is everything. You have to take the opportune moment. For minor infractions, or something of a sensitive nature (a conflict between employees for example), allow a bit of time to pass so that tempers might cool before addressing the situation. Similarly, don’t call an employee out in front of their peers. Wait for the right moment, when they’re not under scrutiny, to approach. You don’t want to embarrass an employee, and you never know what can get the blood running to someone’s cheeks. 5. Location, Location, Location Along the same lines as timing, the location of a performance review can have a great impact on how receptive an employee might be to your suggestions. Go to an empty conference room, any neutral ground will do. 6. Pay Attention to How You’re Being Perceived This means watching your phrasing and body language. Present problems in a sympathetic light, and avoid negative syntax: “I don’t think… You shouldn’t… This isn’t…” Maintain eye contact, without being creepy. Keep gesticulations, mannerisms, and movements calm and casual. Aggression is an animal instinct, don’t release the beast during a performance review. 7. Be Clear With Your Criticisms, Leave No Room for Interpretation Convey your meaning quickly, clearly, and without ambiguity. Be direct with your employees, let them know exactly what you disapprove of, how they can improve, and if there’s a need for it: a warning as to what continued instances of the undesired behavior will result in. Alternatively, reinforce desired actions. If they’ve done anything right at all, mention it, and offer praise. Building an effective team is a complicated process, but armed with common sense and a healthy dose of positivity, you can put together an office environment that runs like a well-oiled machine.