Staff rostering can sometimes be a complex task or business owners. From ensuring you have staff on the floor for the business to operate, to ensuring they’re paid properly and according to law, the concerns can mount before you know it.

We’ve reviewed two apps which sync into Xero, which might just make your life easier!


Deputy:   Deputy is a great app which allows you to create schedules, easy for staff to clock on and off, and manage your pays – here’s a rundown on the benefits:

Time tracking

Deputy has the ability to keep track of when and where your team starts and ends their shifts using Deputy’s mobile apps or kiosk. Each employee has their own PIN number, and they log in when they start work or return from a break – the app even takes their picture and their ISP address so you’ll know where they logged in and have proof it wasn’t a work colleague signing them back in because they’re running late, or they tried to clock in from home!


Timesheets are created automatically from when employees start and end their shifts, and all you need to do is “approve” the timesheets for them to be loaded to payroll. Employees can clock in and out using the desktop, tablet, phone or smart watch app, so there’s no excuse not to engage with the app.


Payroll is easy using Deputy, as the app automatically calculates overtime, penalty rates and allowances and once the pay run is approved, syncs to Xero to complete the pays.  You do need to ensure you have the correct award rates in your system however, Deputy doesn’t automatically update this for you.

Setting up newly hired employees is easy. Once entered into Deputy, it will sync across to Xero. Likewise a Xero leave request syncs straight into Deputy’s scheduling so you’ll only roster on available staff. You can track sick leave, annual leave and unpaid leave all from your dashboard.

Communicating with your team is easy as well with fast and easy announcements. You can share messages with specific people or across your whole business. Anyone can make announcements, which is a great way to keep your team engaged.

If changing shifts and rostering is the biggest headache in your business, then Deputy could be your answer.


Tanda:  Tander provides pretty much all of what Deputy can however it also automatically updates the award rates, so not only annual updates, but if a staff member increases in age and a higher hourly rate now applies, Tanda will update this automatically for you.  Interpreting Awards can be a highly complex issue and it’s easy to get it wrong.  If your business has multiple awards and a high number of staff, this could be a more important feature for you.  Read more about this here.

Tanda also splits the ordinary hours and non ordinary hours in your payroll, so you’re assured of only paying Super on the ordinary hours worked.

Unlike Deputy which uses an app for clocking on and off, Tanda provides its clients with a time clock device, which can be mounted on the wall to enable all staff to log on and off on site – no excuses!  So you don’t have to buy a device for this purpose it comes as part of the package.

Some benefits of Tanda:

  • Know the exact award rate cost of the roster as you go
  • Publish rosters online and/or via SMS, email or print
  • Quickly swap people in and out of shifts
  • Roster from any location for greater flexibility
  • Roster for single departments, locations or all at once
  • Easily copy last week’s roster to future weeks
  • Work with others managers to roster in real-time
  • Filter and sort rosters into more manageable pieces
  • Receive alerts when a shift clashes with leave or unavailability
  • Receive notifications for too many shifts or long shift times
  • Use different colours to visually distinguish shifts
  • Automatically schedule breaks or manage them manually

What’s the cost?

Both apps start at $1 per employee per month.  Tanda also charges $25 per week for their timeclock.

PJT are partners with both Deputy and Tanda, and can talk you through both products. If you’d like to know more please contact us or call us on (07) 5413 9393.

Jodie Thompson

Jodie Thompson

Jodie is a qualified CPA and company director having managed her own accounting and advisory firm for over 10 years. Jodie’s experience in establishing and growing businesses is second to none and her hands on approach and technical expertise is valued by our team and our clients alike.

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