Rotaready is a staff scheduling system that integrates with Tenzo letting customers see and analyse their planned and actual labour costs and labour hours centrally alongside sales, inventory, and other crucial business insights.
Setting up the integration
Your Tenzo Customer Success Manager (CSM) will project manage the set-up of your Rotaready data in Tenzo. To kick this off you'll be asked to email your Rotaready account manager to give your approval for Tenzo to be set-up with access to your account.
The CSM will complete a review of your data in Tenzo when this has been set-up to confirm that this flowing through correctly.
What Rotaready data can I see in Tenzo?
Within Tenzo you're able to pick a date range and look at actual and planned (scheduled) costs and labour hours broken down by:
- House Parts (known as Staff Groups in Rotaready)
- Roles (known as Positions in Rotaready)
Please note you will never be able to see employee names and their individual salary details in Tenzo.
How does the Tenzo data match what is in Rotaready?
Your actual base labour data matches the information in the Payroll Export report accessed via the Reports + Tools page. Please note that an actual shift will only appear in the Rotaready payroll export report if it has been signed off and Tenzo will also only show actual labour costs if this has happened! If shifts haven't been signed off then no actual costs will show in Tenzo.
To match the fully loaded labour costs in Tenzo with Rota Ready you should look at the Control Costs report.
Your scheduled labour data matches the timesheet report available from location pages which are accessible from the HQ Dashboard in Rotaready.
As part of your Tenzo onboarding process, your Tenzo CSM will perform a Quality Audit of your labour data in Tenzo to confirm that this matches the information from Rotaready.
How regularly does the data from Rotaready get pulled into Tenzo?
Your Tenzo account will be set-up to pull data in from Rotaready a minimum of twice per day. We recommend this happens once at the close of your business day at a time when shifts for that day should been signed off e.g. 3 or 4 am and then once late morning / early afternoon the following day to account for any late shift sign-offs.
How are labour overheads managed?
In Tenzo you can toggle on and off to see your labour costs with or without labour overheads. We receive the details on national insurance contributions, holiday accrual and other adjustments e.g. pensions with completed shift information from RotaReady.
If however, you'd like to see your planned/scheduled labour costs including your labour overheads these will need to be added in Tenzo as part of your account set-up. Please share with your CSM the percentages for each category of overhead you'd like to be included so they can set these up for you.
How are cost allocations managed for...
1) Salaried workers
Rotaready allocates salaried workers costs evenly over all days. So even on days an employee doesn't work there will still be an associated labour cost for that person. Tenzo will show salaried workers costs as they appear in Rotaready.
Overtime pay is included in calculated pay from Rotaready. Tenzo does not receive the exact clock in and clock out times so the cost for overtime is spread evenly over all hours worked by the employee that day.
Break length and whether these are paid or unpaid is included in shift data that Tenzo receives from Rotaready. Please note we do not get break times.
4) Borrowed/lent employees
Rotaready stores where the employee workes with their shift cost and attributes this cost to where the employee worked. In Tenzo we match Rotaready and each shift is stored under the location it was worked in.
What labour insights can I see in Tenzo
To find out more about the different labour insights and how best to monitor your labour costs using Tenzo check out our best practice guide.