Introducing Smart Templates

Renée Mellish

31 January 2019    |   

Creating rosters using templates is great because in one click you have an entire roster worth of shifts. But even with templates, there are still a bunch of edits that you have to make after it is applied, for example: swapping out staff who are now on leave or unavailable, assigning staff to vacant shifts, etc. Today, we are introducing Smart Templates, a way to apply a template and have the best staff assigned to vacant shifts at the same time. You can start using Smart Templates today, by clicking the Apply Smart template option in your template menu on rosters. How it works: 1. Start by creating a template that has the coverage you know you need for the week, e.g. you know you need 3 people in the bar on Saturday night and 1 person to always be on the front desk. Note: Only vacant shifts will get adjusted so if you have shifts you don’t want to be altered just make sure those have staff assigned. 2. Apply your smart template. 3. When a template is applied any vacant shifts will have staff assigned automatically using the Tanda’s Cognitive algorithm. The algorithm works like this: Look at all the vacant shifts in the template across the week Avoid adding users with clashing shifts/leave/unavailability Avoid breaking roster validation rules Assign a cost-effective team Aim for fairness by spreading out shifts Read more: What’s new in Tanda — January 2019 FAQ Does it assign staff to shifts on a day by day basis (mon-sun) or does it look across the entire week? The way the algorithm works is it looks for the best combinations across the entire week at once, rather than doing it day by day and making the choices for available staff on the last day the least favourable. If I have shifts in my template that already have staff assigned i.e. full timers, part timers but those staff are on leave when I apply the template will those shifts be swapped out? At this stage no, only shifts that are left vacant will be filled – but we plan on making this part of a future version of smart templates.

Creating rosters using templates is great because in one click you have an entire roster worth of shifts. But even with templates, there are still a bunch of edits that you have to make after it is applied, for example: swapping out staff who are now on leave or unavailable, assigning staff to vacant shifts, etc.

Today, we are introducing Smart Templates, a way to apply a template and have the best staff assigned to vacant shifts at the same time.

You can start using Smart Templates today, by clicking the Apply Smart template option in your template menu on rosters.

How it works:

1. Start by creating a template that has the coverage you know you need for the week, e.g. you know you need 3 people in the bar on Saturday night and 1 person to always be on the front desk.

Note: Only vacant shifts will get adjusted so if you have shifts you don’t want to be altered just make sure those have staff assigned.

Tanda-Smart-Roster-Template-1

2. Apply your smart template.

Tanda-Smart-Roster-Template-2

3. When a template is applied any vacant shifts will have staff assigned automatically using the Tanda’s Cognitive algorithm.

The algorithm works like this:

  • Look at all the vacant shifts in the template across the week
  • Avoid adding users with clashing shifts/leave/unavailability
  • Avoid breaking roster validation rules
  • Assign a cost-effective team
  • Aim for fairness by spreading out shifts

Read more: What’s new in Tanda — January 2019

FAQ

Does it assign staff to shifts on a day by day basis (mon-sun) or does it look across the entire week?

The way the algorithm works is it looks for the best combinations across the entire week at once, rather than doing it day by day and making the choices for available staff on the last day the least favourable.

If I have shifts in my template that already have staff assigned i.e. full timers, part timers but those staff are on leave when I apply the template will those shifts be swapped out?

At this stage no, only shifts that are left vacant will be filled – but we plan on making this part of a future version of smart templates.

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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.

Product Updates    |   

Text Me Maybe: Share Your Rosters by SMS!

Tanda’s (PayAus) roster management tools just got even more powerful, with the ability to send your staff their rosters by SMS, instantly. No more printing rosters out and making sure they don’t get lost, or trampled on, or wet. No more casuals calling up during the busiest time of the day to ask when their next shift is. And no more typing text messages up yourself – Tanda can do it all for you. Once you’ve designed a roster in Tanda, just follow the prompts to SMS it to your staff. You’ll be able to select which staff members get their rosters delivered, and even see a preview of the message they’ll get. Rosters by SMS cost 25 cents per message, but as a gift to Tanda customers, we’re making the first month absolutely free. Have fun! P.S. rosters are sent to the phone number you’ve provided for your staff, so you’ll need to make sure that’s correct. If you are having issues entering phone numbers, or need help importing a lot of phone numbers, please contact us!

Clients & Partners AU    |   

Tanda Unveils Easy-to-Use Wage Easy Integration

We are pleased to announced that Tanda (PayAus) has full Wage Easy integration, a leading payroll and HR software system. Full integration allows you to use Tanda to track your staff’s attendance and manage their timesheets, and then export the data directly into Wage Easy, and your subsequent HR processes. How does it work? Well, they don’t call it Wage Easy for nothing! New organisations can import their staff from Wage Easy using our super simple staff importer, and a Wage Easy employee report. Check out our user guide for a complete walkthrough. Once your staff are in Tanda, use the system as usual – create rosters, track attendance, manage timesheets, and enjoy real time reporting. At the end of your pay period, you can export your timesheet data into a Wage Easy file, which you can import straight into Wage Easy – never fill out a timesheet manually again. Again, our user guide has all the details. Wage Easy joins MYOB as fully integrated Tanda systems, allowing us to better service even more small and medium businesses in Australia. Are you using Tanda to make your business run smoothly yet? If not, try a free demo today and experience the difference – it’s easy.

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About the author

Renée Mellish

Development: Renee is part of the software development team working as a UI/UX designer. She is responsible for designing Tanda in a way that provides the best possible experience for our users.

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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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Tanda Unveils Easy-to-Use Wage Easy Integration

We are pleased to announced that Tanda (PayAus) has full Wage Easy integration, a leading payroll and HR software system. Full integration allows you to use Tanda to track your staff’s attendance and manage their timesheets, and then export the data directly into Wage Easy, and your subsequent HR processes. How does it work? Well, they don’t call […]

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