Tanda is a workforce management, wage compliance and payroll platform.
Lookouts integration with Tanda will publish the real-time worker lifecycle of visits, shifts and breaks. Beyond the worker details and their shifts, this includes break verifications and travel allowances (for both provider and client travel!).
The integration unlocks a world of functionality for our users on Tanda's side regarding payroll and compliance.
Interested in exploring both Lookout and Tanda and how they work together? Reach out to a Lookout Growth Specialist today.
Already a Lookout customer? Set up your Tanda integration by reaching out to Jill Bailey at Tanda on [email protected] or head to tanda.co to find out more.
How it works
On checkout, Lookout can publish shifts (ie. collections of visits) to Tanda as a combined block, or it can publish individual visits. When published, Tanda and will create a new timesheet record for the worker.
Publishing options:
Publish visits combined into shifts by Lookout
Lookout will combine your visits into shifts and publish them to Tanda as a whole "shift".
If publishing shifts, each new visit checkout within a shift will update the shift in Tanda.
Once the final shift of the day has been checked out, the shift on the timesheet will be automatically approved.
If unverified breaks or visits are not checked out, the shift will be left in an “unapproved” state.
Publish individual visits
Lookout will publish individual visits to Tanda. Use this option if you wish Tanda to manage shifts entirely.
What is synced
Lookout will send the following information to Tanda, depending on the publishing setting configured with the integration.
Visits/Shifts
Publish visits combined into shifts by Lookout:
The start time of the shift
The end time of the shift
Any provider travel time and distance captured (this will be captured as an allowance)
Any client transport distance captured
Publish individual visits:
The start time of the visit
The end time of the visit
Any provider travel time and distance captured (this will be captured as an allowance)
Any client transport distance captured
Staff
Care Workers (Helpers) within Lookout will be synced across to Tanda when a visit/shift is published, and the care worker does not exist in Tanda as a staff member.
If the Care Worker (Helper) already exists in Tanda as a staff member, their Lookout UUID must be added to their Tanda Payroll ID field to create a link between their profile on Lookout & Tanda. Learn more.
Getting started
Generating a Tanda API key
To start with the Lookout and Tanda integration, you'll need to send Lookout an API key generated from Tanda.
To do so, head to https://my.tanda.co/api/oauth/access_tokens and select “new token”.
Lookout will need the following permissions:
timesheet
user
After the token is generated, copy it and send it to your Lookout representative.
Configuring travel/transport
If you wish client transport and provider travel time to appear on Tanda timesheets as allowances, will need to set up new allowances for use with Lookout.
Allowances can be found in Tanda here.
Create a custom allowance and set the relevant rates for;
Provider travel time
Provider travel distance
Client transport
After doing so, send the IDs to your Lookout representative, who will help you complete the rest of the travel integration. Use the following template to send to your Lookout representative:
Type | TANDA ID |
Client Transport |
|
Provider Travel time |
|
Provider Travel distance |
|
Tanda Team ID
When Lookout creates new Staff within Tanda, they can automatically be assigned to a Tanda team (Also known as a Location). If a Staff member is assigned a default Team in Tanda, Shifts will sync to that team automatically.
Teams can be configured in Tanda here. Leaving this value blank means no teams will be assigned to new Staff members in Tanda.
Implementation
After finishing the Tanda configuration and supplying the API Key, your Lookout representative will verify the required settings within Lookout and then enable the integration at an agreed date.
FAQs
What if I have already been using Tanda manually?
If your workers have already been set up in Tanda with profiles, you will need to add their Lookout UUID to the corresponding Tanda Payroll ID.
Lookout can help with this migration if you have any issues.
To find your worker’s UUID, head to their profile in Lookout. On the dashboard, under Helper, there will be a UUID listed. Select the UUID and copy it.
Then head to Tanda, find the corresponding profile, and click the “Payroll” tab.
At the bottom of the page is a field called “Payroll ID”. Copy the UUID from Lookout into this field and save the worker’s Tanda profile. This will ensure that the sync between the two profiles is correct.
