Planday 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 Planday data in Tenzo. To kick this off you'll be asked to email your Planday Account Manager to give your approval for Tenzo to be set-up with access to your account.
Please let your CSM know if you have set up any bespoke or unusual shift types as these will need to be configured in Tenzo also to ensure we calculate actual labour costs correctly.
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 Planday 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 Sections in Planday)
- Roles (known as Positions in Planday)
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 Planday?
Your actual labour data matches the approved shift information in the Schedule section of your Planday Portal. Please note that you'll need to approve shifts in Planday to see the actual costs in Tenzo! If shifts haven't been signed off then no actual costs will show in Tenzo. Check out this Planday article for more information
Your scheduled labour data matches the schedule for future weeks available from the Schedule section of your Planday Portal.
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 Planday.
How regularly does the data from Planday get pulled into Tenzo?
Your Tenzo account will be set-up to pull data in from Planday 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 have already 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 does Tenzo use punch clock data from Planday?
We receive the punch clock timing from Planday for every shift that an employee works and this is the time Tenzo uses to calculate the hours an employee has worked. If they don't punch in or out then we will use the original shift time. If they forget to punch out and do this late the next day we will still use this punch clock information BUT as a Manager, you can change the punch clock time via the schedule > punch clock menu to change this. It's vital that your team knows the importance of punching in and out correctly.
How are labour overheads managed?
In Tenzo you can toggle on and off to see your labour costs with or without labour overheads. We pull in the schedule cost from Planday this may include labour overheads if you have set these up as an additional payroll cost. You can set up additional payroll costs in Planday under Settings > Reports > Revenue > Additional Payroll Costs to set these up.
If you'd like to see your planned/scheduled labour costs including your labour overheads in Tenzo these can 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
Planday allows you to choose how you allocate salaried workers costs. In Tenzo we allocate salaried workers costs evenly across the year so even on days an employee doesn't work there will still be an associated labour cost for that person. Tenzo may therefore show different costs for salaried workers than Planday.
Overtime pay is included in calculated pay from Planday. 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 Planday. Please note we do not get break times.
4) Borrowed/lent employees
Planday schedules show the total number of hours an employee worked and their total labour costs but the shifts they worked in other locations will be red on the schedule. In Tenzo we allocate hours and cost to the place the shift was worked. We may, therefore, show different costs and hours for an individual on a schedule - it's always worth double-checking.
Trouble-shooting your Planday data in Tenzo
Here are our top recommendations for things to check if you notice your Planday Actual Labour Costs are different to Tenzo:
- Are you looking at like for like costs? Check whether you are looking at labour costs with or without labour overheads in both systems.
- Is a member of your team working in a different location to their primary department? If they are Tenzo will allocate the cost to where they worked the shift but in Planday you'll find their cost shown in the schedule for their primary department.
- Are you salaried staff members set up correctly? In their employee profile, their employee type should be set to Salaried.
- Have you added a new shift-type? If this isn't a standard out of the box shift-type then let the Tenzo team know as they may need to configure this for you.
- Has a member of your salaried staff left? Tenzo, unfortunately, doesn't get told about salaried staff members leaving dates so will continue to evenly distribute costs for them until the system has not received actual shift information for them for two weeks and one day. The Tenzo engine will then automatically go back and delete their associated labour hours and costs for the two weeks and a day since they last worked.
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.
If you've got any further questions please contact firstname.lastname@example.org or have a look at the Planday Help Centre.