Announcing our plans for Tanda time Off

Renée Mellish

17 April 2018    |   

Announcing our plans for Tanda Time Off We are combining the best bits of our existing unavailability + leave features to bring you the new and improved Tanda Time Off. This post lists the features we have planned to improve how you manage staff time off.  — One of the most important factors in running a successful business is having staff who are happy, productive and love where they work. One way to foster this type of culture is by allowing staff to have the time off that they need. But how can a business do this while still making sure they have enough staff to put on their roster? Introducing Tanda Time Off We believe that the best way to manage the needs of your staff combined with the needs of the business is to simply be transparent with staff and tell them when the “good” or “bad” times to take time off actually are. We are taking the guesswork out of this process for staff so that they know when they should or shouldn’t take time off and why: i.e. 4 people already have friday off or saturday is our busiest day. The benefits of this are that managers don’t have to decline leave and leave staff disappointed, because the staff are discouraged to apply for unrealistic time off in the first place. We want to help you foster a happy, productive and successful workforce and we think our new time off feature will do a much better job of achieving this. How it works The current functionality of leave and unavailability is going to be combined to one feature, called Time Off. Meaning all staff regardless of their employment type will enter time off and managers will see it all in one place. Think of the approval process of leave, combined with the times / ability to create recurring events of unavailability. Approval process Right now all leave requires manager approval and all unavailability does not. We realise that this one size fits all approach doesn’t work for a lot of businesses. Which is why manager approval will now be based on the type of time off that has been entered. Tanda will automatically generate a bunch of time off types for each employment type, each with a default setting of ‘requires approval’ or ‘does not require approval’. Types like social time off, sick time off or family time off will require approval, but for types such as school time off and university time off, approval won’t be required, as these are times when staff don’t really have a choice. You can also create custom time off types or adjust the approval setting to suit your business need. Note: the ability to set leave types as auto-approved is live in Tanda now, find out more here. Encouraging time off in non-busy times (green-out periods) We plan on adding green-out periods for your business, this will give you the ability to let your staff know the days, weeks or even months when they are encouraged to take time off. For example, if you know that February is a really quiet month for your business, you can highlight it as a ‘green’ time so that staff know their leave is very likely to get approved. This gives staff more confidence and a better understanding of how their time off dates affect your business. Show staff the team’s existing time off when they are applying for their own As staff go to apply for time off they will see the existing time off that other employees have already entered, just like the shared diary or shared book that businesses would have prior to using Tanda. This allows staff to figure out what dates are the best to take off. I.e. if 3 staff in my team already have saturday off, I am less likely to apply for Saturday off. In addition to these key new features, we also plan to display a staff member’s time off more clearly on rosters and on employee profiles. We also plan to show the type of time off, so that if something happens and managers do need to get someone to work desperately, they can start with staff who have time off for things like social or family rather than those who have university or school.   How time off will work Time Off Types (how it works in my.tanda.co)   How this would work for employees For full-timers / part-timers For full-time and part-time staff they would be able to choose from any time off type that applies to them. All of which require manager approval so these changes won’t impact them much at all. For casuals Instead of entering unavailability, casuals will put all the times they can’t work in as time off requests. When they do so they will be able to choose from a series of options which map back to either unpaid leave – with approval or unpaid leave – without approval as above. Example time off options: School, University, Tafe etc. These options would be set on the leave types themselves. Basically as preset reasons that determine if approval is required or not. Why? The reason for this is because by law casuals are entitled to take time off when they need without manager approval and often this will be for legitimate things outside of their control like going to school, university time table etc. We also don’t think it’s fair to require approval for these types of things that really are simply just unavailable work times that often won’t change very frequently. The things that we do believe they should have approval for are for once off social events or other things that are within the employees control. So for things like ‘social, family, medical’ etc. these would all require approval.     How does this sound to you? We would love to know any feedback or questions you have regarding Tanda Time Off. Simply email renee@tanda.co

Announcing our plans for Tanda Time Off

We are combining the best bits of our existing unavailability + leave features to bring you the new and improved Tanda Time Off. This post lists the features we have planned to improve how you manage staff time off. 

One of the most important factors in running a successful business is having staff who are happy, productive and love where they work. One way to foster this type of culture is by allowing staff to have the time off that they need. But how can a business do this while still making sure they have enough staff to put on their roster?

Introducing Tanda Time Off

We believe that the best way to manage the needs of your staff combined with the needs of the business is to simply be transparent with staff and tell them when the “good” or “bad” times to take time off actually are.

We are taking the guesswork out of this process for staff so that they know when they should or shouldn’t take time off and why: i.e. 4 people already have friday off or saturday is our busiest day. The benefits of this are that managers don’t have to decline leave and leave staff disappointed, because the staff are discouraged to apply for unrealistic time off in the first place.

We want to help you foster a happy, productive and successful workforce and we think our new time off feature will do a much better job of achieving this.

How it works

The current functionality of leave and unavailability is going to be combined to one feature, called Time Off. Meaning all staff regardless of their employment type will enter time off and managers will see it all in one place. Think of the approval process of leave, combined with the times / ability to create recurring events of unavailability.

Approval process

Right now all leave requires manager approval and all unavailability does not. We realise that this one size fits all approach doesn’t work for a lot of businesses. Which is why manager approval will now be based on the type of time off that has been entered.

Tanda will automatically generate a bunch of time off types for each employment type, each with a default setting of ‘requires approval’ or ‘does not require approval’. Types like social time off, sick time off or family time off will require approval, but for types such as school time off and university time off, approval won’t be required, as these are times when staff don’t really have a choice.

You can also create custom time off types or adjust the approval setting to suit your business need. Note: the ability to set leave types as auto-approved is live in Tanda now, find out more here.

Encouraging time off in non-busy times (green-out periods)

We plan on adding green-out periods for your business, this will give you the ability to let your staff know the days, weeks or even months when they are encouraged to take time off. For example, if you know that February is a really quiet month for your business, you can highlight it as a ‘green’ time so that staff know their leave is very likely to get approved. This gives staff more confidence and a better understanding of how their time off dates affect your business.

Show staff the team’s existing time off when they are applying for their own

As staff go to apply for time off they will see the existing time off that other employees have already entered, just like the shared diary or shared book that businesses would have prior to using Tanda. This allows staff to figure out what dates are the best to take off. I.e. if 3 staff in my team already have saturday off, I am less likely to apply for Saturday off.

In addition to these key new features, we also plan to display a staff member’s time off more clearly on rosters and on employee profiles. We also plan to show the type of time off, so that if something happens and managers do need to get someone to work desperately, they can start with staff who have time off for things like social or family rather than those who have university or school.

 

How time off will work

Time Off Types (how it works in my.tanda.co)

 

How this would work for employees

For full-timers / part-timers

For full-time and part-time staff they would be able to choose from any time off type that applies to them. All of which require manager approval so these changes won’t impact them much at all.

For casuals

Instead of entering unavailability, casuals will put all the times they can’t work in as time off requests. When they do so they will be able to choose from a series of options which map back to either unpaid leave – with approval or unpaid leave – without approval as above.

Example time off options:

School, University, Tafe etc. These options would be set on the leave types themselves. Basically as preset reasons that determine if approval is required or not.

Why?

The reason for this is because by law casuals are entitled to take time off when they need without manager approval and often this will be for legitimate things outside of their control like going to school, university time table etc.

We also don’t think it’s fair to require approval for these types of things that really are simply just unavailable work times that often won’t change very frequently.

The things that we do believe they should have approval for are for once off social events or other things that are within the employees control. So for things like ‘social, family, medical’ etc. these would all require approval.

 

 

How does this sound to you? We would love to know any feedback or questions you have regarding Tanda Time Off. Simply email renee@tanda.co

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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 start-ups

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 is coming! What you need to know about paying your 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). Tell me some more interesting facts about payroll around public hoildays 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 Where can I get help? 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. What’s your favourite easter treat? We’re impartial to Lindt chocolate bunnies. Yum. 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

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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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 […]

Industry Insights

Why Brisbane is Australia’s best city for start-ups

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: […]

Awards & Rostering

Easter is coming! What you need to know about paying your 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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