Deputy training hub

Get up to speed on all things Deputy, master new features, and learn the latest hacks to simplify your work.

Your first 5 minutes in Deputy

A swift run-through of how to personalise Deputy to suit your business.

Account setup training

Tips and tricks to set up your Deputy account — includes Q&A with our expert.

iPad Kiosk setup

How to install and use the Deputy Kiosk app for iPad — a simple way to track time and more.

Leave management 101

How to easily manage your team’s leave, from setting up entitlements to managing requests and tracking balances.

Scheduling fundamentals

We cover all the scheduling basics, time-saving tips, and features.

The complete scheduling tour

Everything you need to create and manage schedules, from the basics to advanced features.

Scheduling shortcuts

How to create schedules faster with templates, shortcuts, and other smart tools.

Open shifts with approval

How to offer an open shift to your team and approve the most suitable person for the job.

Time and attendance — a quick guide

A rundown of how to clock in and out, approve and export timesheets, and more.

Timesheet fundamentals

A walkthrough of all the basics you’ll need to manage timesheets in Deputy.

Touchless clock-In

How to set up the hygienic, touchless clock-in feature on iPad.

Ask questions at clock in/clock out

How to create and configure pre and post-shift questions for your team.

Shift swapping

How employees can swap shifts in the Deputy app, and how managers can approve them.

Find replacements

When staff are absent, use this feature to find a cover quickly and easily.

Why employees love Deputy

A variety of employees give their feedback on using Deputy apps in their workplaces.

Deputy and Xero Integration (AU)

How to set up and manage the Deputy and Xero Payroll Australia integration.

Deputy and Xero Integration (UK)

How to set up and manage the Deputy and Xero Payroll UK integration.

Deputy reporting 101

A rundown of the different reports you can generate in Deputy.

Leave Management Webinar - March 2021

We’ll cover everything you need to manage leave in Deputy, including the different leave types, syncing and tracking leave balances and general time-saving tips. This training session is suited to managers who are new to Deputy and experienced users looking to optimise their leave management in Deputy. 

Deputy Brand Refresh Webinar - February 2021

A look into the background, design and in-app enhancements of the 2021 Deputy brand refresh. Q&A also included throughout.

Access Levels & Permissions - December 2020

Join us for an in-depth session into the Access Levels within Deputy. We'll explore the different access levels, the permission structure & custom access levels and general time-saving tips & tricks. This training session is best suited for managers new to Deputy and/or experienced users looking to learn more about the access levels in Deputy or individual permissions.

Webinar Q&A

Access Levels - Employees

Are employees able to see approved leave on the schedule for other staff as well as themselves?

On an Employee access level, you can only see your own leave and timesheets, no one else’s.

Can I disable leaves? I don't want employees to submit leaves in Deputy.

Yes, you can make them not visible for employees by going into the “Business Settings” under your name on the top right side. For more info about this have a look at our Leave training session: https://help.deputy.com/en/articles/4468400-leave-management-training

How to disable employee editing their clock-ins?

You can do this in the "Timesheets" tab in the location settings. Just turn off the setting "Allow Employees to Modify Timesheets".


Access Levels - Supervisors

Can a supervisor add a new staff member? Also, does the Supervisor level see individual staffs salaries and personal details?

A Supervisor can’t add new staff members because they don’t have access to the staff details like pay rates. For more information have a look at this article: https://help.deputy.com/en/articles/1941256-access-levels

Can a supervisor in the same area approve another supervisor in the same areas (works at) timesheet?

Supervisors can only approve timesheets for staff on the "Employee" access level. This means they can't approve other Supervisors or themselves.


Is there a way of allowing Supervisor/Managers to only add shifts to the roster but not being able to publish these shifts?

No, this is not possible. If you give Supervisors/Managers the permission to create shifts in the roster it includes the ability to publish those shifts

Could you give supervisors the ability to export timesheets without seeing pay rates?

No, in order to to be able to export timesheet, you need to be able to see & approve the pay component of the timesheets which means they can see the pay rates.


Access Levels - Location Managers

Is it possible to have an access level where management staff members (like Duty Supervisors & above) can approve timesheets and see total wage costs but without being able to see individual salaries?

Currently, individual salaries and pay rates can be seen in the timesheet approval process, the "Timesheet vs Schedule vs Sales" report, the Schedule and in the People section.

The permission to see employee cost is tied to a lot of other permissions in the permission structure, like seeing (and editing) reports and being able to prove pay conditions in the timesheet section. It can’t be one without the other. Depending on the context and your individual account there could be multiple workarounds: Set up a different location for staff members on salaries or change those managers access levels to “Supervisors” etc. For help with your specific account please reach out to our 24/7 support chat.

We have 6 managers at each venue that need to access reports (must be location managers to access reports), but they shouldn't be able to see each other’s salary. Is this possible?

This can only be achieved if you attach those location managers to only their particular location/s, meaning each location would only have one location manager. In this case, they wouldn't be able to see each other’s rates. For help with your specific account please reach out to our 24/7 support chat.

I have managers that I would like to be able to see reporting and employee costs and I need them to be able to see multiple branches but I don't want them to be able to see each other’s cost, i.e. one manager seeing another managers salary (as they do differ). However, they need to be able to report for their own store on the store costs so they need their salary loaded. Is there a way to make managers pay rate private somehow while the other staff are all public to all managers and set a default or main store to each manager where they can see their own salary but other managers can't?

This can only be achieved if you attach those location managers to only their particular location/s, meaning each location would only have one location manager. In this case, they wouldn't be able to see each other’s rates. For help with your specific account please reach out to our 24/7 support chat.

Can a location manager approve his own timesheets or leave?

Yes, a location manager can approve his own timesheets & leave.


People

How can you delete archived employees?

You can filter your employees by “archived” and there you find all the archived ones and you can then delete them individually. We wouldn’t recommend this because you will lose all the historical data as well and you don’t get charged for archived employees.

If an employee is showing "Invited" in red under their name - what does this mean? And can this be removed?

That means that this employee was invited via email to join your Deputy account but they haven't created a password for their account yet and therefore are not using their deputy profile yet. This can't be removed.


Pay Rates

How can you only give access to System Administrators only seeing wages?

The only way to do this is to have no one in your account set up as a location manager. Supervisors & Employees can't see pay rates in general.

If a pay rate is changed, will it apply to all hours or only forward going hours?

If you change a pay rate it will only apply to unapproved timesheets (mostly in the future). If you need to apply it backwards just unapprove and re-approve (can be done in bulk) the timesheets for the timeframe you that needs the new rate and then it works. For more information on that have a look at our training session about timesheets: https://help.deputy.com/en/articles/4106799-timesheet-basics-training


Scheduling

Can you change start & finish times once the shift has been locked?

Once a shift is locked, you can't change the start & end times in the schedule (and you shouldn't) but you can still change it in the timesheets. Just unapprove the timesheet, change the time/s and re-approve it. The schedule should always represent what's in the future and the timesheets represent the current or the past.

When creating a draft roster for the week following a published week - can shifts be hidden from supervisors and employees until they are published?

The shifts are hidden to employees until they're actually published. For Supervisors, you would either take away the access to the Schedule in general or they will have access to the draft roster.


Other

How are access levels linked to notifications? The responses to our screening questions seem to go to different people and the reasons for why certain people receive the notifications over others seems unclear. Could you clarify this?

Behind the notifications (and how they're distributed) is a complicated algorithm. You can change who gets the shifts notifications in the location settings in the "Schedule" tab under "Shift Notifications". If you want to change (or turn off) a specific notification please refer to the "Notifications & Integrations" tab in the location settings. For assistance on your specific account please reach out to our 24/7 support chat.

Can you export to Reckon?

Yes you can export to Reckon. Here is the help article about this: https://help.deputy.com/en/articles/1953679-exporting-to-reckon-accounts-hosted

Suggestion for a workaround - you could create another report section with basic high-level reports available to supervisors, without the pay rates and staff costs. Then it is another tickbox, separate to the existing report section.

Thanks for your workaround idea. You can submit this feedback through our feedback form. Just click on this link: https://deputy.typeform.com/to/zojGma?userid=c269b5a2-0e80-45b4-afa3-378d8731390b&installid=4abd2ac8-2151-426d-9997-0dac3d9bb6bc&installname=Tonys+Flowers&source=inproduct

Is there any cost associated to customise the permission level of an existing access level or having a custom access level created?

No, to set up a custom access level (or modify an existing one) is something that we do in general free of charge but there are some exceptions if the desired permission set up is so complicated that it would involve coding etc.

How can I get a recording of this training session and access to past training sessions?

Yes, you can find all the recordings and Q&As from this and past training sessions in our learning centre: https://deputy.com/training

Pay Rates & Awards - November 2020

We’ll take you through our tools and Award library for streamlining pay calculations. You’ll learn how to set up the right pay rates — from basic hourly pay to advanced Award interpretation — and do some basic timesheet troubleshooting. This session is best suited to managers new to Deputy or experienced system admins looking to learn more about how pay rates interact with the schedule and timesheets.

Due to the number of questions and demand, we created this Help guide containing the training recording and the live questions and answers.

Stress Profiles

What can you do if you want your hourly base rate until 38 hrs/week is reached and then overtime kicks in?

This is something you do through setting up a stress profile of 38 hrs for an employee. For more info look at this help article: https://help.deputy.com/en/articles/1945481-stress-profile-and-fatigue-management

What happens if you pay on a 37.5 hour/week and then pay overtime. Can you use the 40 x1.5 rate?

This is something you may choose to do. Please keep in mind that it'll require you manually editing timesheets that are between the threshold of 37.5hrs and 40hrs as overtime will only start automatically from 40hrs.


Salary

For salaried employees - they sometimes work weekends but not always so do I tick all weekdays for salary allocation? Or just weekdays?

In that case, you can also choose a salary allocation by “scheduled days” or “scheduled hours” instead of choosing the weekdays.

Would you input a permanent part-time employee on an annual salary - the same as a full-time employee?

This is an account specific question and therefore please reach out to our 24/7 support chat for further assistance.


Area-Based Pay

For Area of work - how do we set up the rates for weekdays, weekends and public holidays?

This is currently not possible. You can only put a base hourly rate in if you’re using Area-based pay. Our product team is working on a release currently that will change this in the near future.

I have employees who work in 2 different areas AND on penalty rates for working weekends, so their hourly rate often changes depending on the day of the week/area of work. How do I enter their wages for a situation like this?

This is currently not possible. You can only put a base hourly rate in if you’re using Area-based pay. Our product team is working on a release currently that will change this in the near future.

If an employee works in multiple areas - different base hourly rates of pay - how is this treated? E.g. F&B Grade 2 - Bar Staff & F&B Grade 4 - Supervisor - Staff A works as both from time to time.

If it's only 2 different base hourly rates you can use the "Area of Work" option under pay rates but if you need 2 different awards for 1 employee including all the multipliers and allowances etc. you need to wait until we release the "Pay by Area" update.


Schedule

For Costing purposes, can you see if there is penalty rate already (with amount) while Rostering?

No, the penalty rates are attached to the timesheets and are not shown while rostering. The amounts shown in the schedule (on the right side under the employee names) are scheduled cost for days that are in the future and timesheet cost (incl. penalty rates) for days in the past.

I know you can export timesheets etc., but can you import a CSV file template that populates the roster?

Yes, see here for the importer wizard - https://help.deputy.com/en/articles/1953621-importer-wizard

Is the system going to be updated so that when completing schedules, it will also calculate penalties? It is imperative for us to be able to accurately project and make changes before publishing.

It sounds like you may be having a configuration issue with an award you are using. Currently, the schedule calculates the shift's cost based on an employee’s pay rates to simulate the cost in a timesheet. Please reach out to 24/7 support so the team can assist you further on this.


Notifications

Is there a notification for when the employee has a birthday and we need to increase their rate of pay?

Yes, in the “notifications & integrations” tab in the location settings you have a setting for that.

What about casual rates for different ages? Does Deputy 'read' the ages and adjust accordingly for 16 or 19-year-olds under the same general retail award?

No, you would have to set the base hourly rate manually. Deputy will then help you with multipliers & allowances etc.

When I go into Locations (and there is only 1 location), nothing is showing up under Notifications & Integrations. How can that be?

This is an account specific question and therefore please reach out to our 24/7 support chat for further assistance. You may well be using an old browser such as Internet Explorer, or have simply not connected the Deputy Extensions.


Overtime

Can you put in overtime rates on daily hours rather than weekly?

Yes, you can unapprove the pay for a single timesheet and then change the Ordinary hours (or parts of it) to Overtime manually.

Can you change the standard hours for ordinary pay i.e. 8 hrs instead of 7.5 hrs before OT applies?

Yes, you can change this in the location settings. By default, it is set to 8 hrs with a 30 min unpaid break (7.5 hrs). You can change it to 8.5 or take the break out and it will be 8 hrs for ordinary hours.


Public Holidays

What is the best way to record hours on Public holidays when full-time and part-time workers are not working on PH, but need to get paid for the hours?

The best way is to create a location (or an area) and call it "Public Holiday not worked" and then reach out to our 24/7 support chat to have this location/area taken off the public holidays. We can do this through the backend of your account.

Regarding Public Holidays in multiple locations - If you tick within this named location it applies to all locations in the system. When will this get fixed?

Yes, our product team has this problem on the agenda but it hasn't been resolved yet. Until then you can reach out to our 24/7 support chat and ask them to take certain location/s off a public holiday. We can do this on our end in the backend of your account.

How will Deputy set up the public holiday hourly rate after 6pm on 24th December?

At this stage, this is something that will require manual intervention by editing timesheets to apply a PH rate from 6pm. We are looking to automate this in the future. For more help on how to do this please read this help doc: https://help.deputy.com/en/articles/3575551-amending-rates-for-partial-day-public-holiday

RDO

How does Deputy know the RDO date of an employee OR does Deputy use the RDO calendar, say for Victoria?

Deputy doesn't know the RDO of an employee and we don't use an RDO calendar. That has to be put in manually by the scheduling manager.

Is there a way to bulk approve or unapprove timesheets? For instance, if there is an RDO scheduled on a Monday and everyone gets paid exactly the same amount of hours?

You can bulk approve timesheets per employee, not per timeframe, meaning you can bulk approve 360 timesheets for 1 employee in one go but not all the timesheets for say a single day for all employees at once.

How do you add the RDO or TIL deduction to a location?

There is a location setting under "notifications & integrations" called "Approved timesheets/leave -> accrue & deduct leave balance". You can turn this on and set it up to your liking for that particular location


Awards

Can you enter penalty rates such as afternoon rates and night rates for shift workers?

The penalty rates are calculated automatically if you use our awards library. If you use hourly pay rates you need to add penalty rates manually in your payroll software.

Has the Legal Services Award been added yet?

Please check out this article from our help page for the awards that are currently in our library: https://help.deputy.com/en/articles/1953603-custom-awards-library

So you can't use Deputy if you use non-award penalties without significant time-altering details in the payroll software. Is that correct?

You can use Deputy but it depends on your payroll software if significant time is needed to alter the details for non-award penalties.

So you choose the year for the rate rather than the year that they started for the GRIA award. Is that correct?

Yes, that is correct.

Can we choose to NOT see awards we don't ever use?

That’s good feedback. Currently, you can’t but you can submit that through our feedback form when you click on “Help” in the top right corner within your Deputy account.

Has the Parents and Citizens Qld state award been added yet?

Please check out this article from our help page for the awards that are currently in our library: https://help.deputy.com/en/articles/1953603-custom-awards-library

Deputy doesn’t seem to have the award we are using which is the "Textile, Clothing, Footwear and Associated Industries Award" -

I’ve searched the Deputy help portal but couldn't find anything. Do you guys plan on adding this one?

Please check out this article from our help page for the awards that are currently in our library: https://help.deputy.com/en/articles/1953603-custom-awards-library

What happens in a case where the award rate has not changed but the multiplier has changed (e.g. GRIA changed its multiplier on 1 October but did not change the rate)? It does not push through the multiplier when I export to Xero (and I have to do that manually) - Is that correct?

You would need to change the award to the current version (1st October 2020 version) and keep the base rate the same.

Why does the award have 'TP' at the beginning when you select it?

The "TP" at the beginning of the award stands for "Template".

Children's Services Award has hourly rates based on classification levels. Is there a plan on integrating these into Deputy (i.e. you would select the classification, such as level 3.1, as well as the employment basis, such as full-time, part-time, casual, for the staff member and then Deputy pulls the award rate across)?

This isn't something we currently offer at Deputy and not on our current roadmap. We are still finalising our roadmap for next year and we may choose to add additional classification. We are currently beta testing agreed hours which allows you to select if an employee is part-time, full time or casual. Please have a look at this help doc for more information: https://help.deputy.com/en/articles/4681954-employee-agreed-working-hours

Wouldn’t selecting the award give the current ordinary rate automatically?

No, this has to be put in manually. You would only have to choose the right award version and put the ordinary rate in.

What happens in a situation where the wage to be paid is not on the SCHADS award?

This is an account specific question and therefore please reach out to our 24/7 support chat for further assistance.

If we have employees that are being paid above the award for their base rate, how do we set up Deputy so their overtime is calculated on the award rate rather than their base rate?

This is not possible. Depending on what payroll software you're using we would suggest choosing the right award and then either put the higher ordinary rate in or choose the actual award rate and then you would have to manually change the rate/s in your payroll software.

When an award changes, does the base pay rate get updated automatically? We are early in the setup and it seems like I have to only select the award and put in the base rate.


No, this has to be changed manually. We do release a new version of the award if multipliers/allowances change and will inform you about that update.

What is the process for getting your company's unique award loaded into Deputy?

You can use the following form to suggest the addition of your particular award: https://deputy.typeform.com/to/EJoAnt

Do we need to notify Deputy whenever an award changes or are these picked up by Deputy automatically?

If the base hourly rate changes you'd have to do this in the employee's profiles and if a multiplier or allowance etc. changes we'll release an update and will inform you beforehand via email to change the award version.

If there are changes in awards, rates or penalty - How can we know that Deputy already updated it?

Is there a website we need to go or will you be sending an email to your customers?

We will send an email about two weeks prior to the update out to the customers that use the particular award, that gets updated. Please be aware that we only update awards if they have changes in the multipliers or allowances etc. If the ordinary rate increases, we don't need to update the award version and therefore don't send out an update email.

Can Deputy delete the old awards to reduce confusion?

This is not possible because we have clients that use the multipliers from old award versions and pay above the award and therefore need the old versions.

Can we update the award for all employees at once or do we have to do them individually? Do we then have to update the ordinary rate individually or can we update all employees at once?

You can bulk update pay rates in general but you can only do that per pay rate, meaning if 20 of your employees have the same pay rate (award or otherwise) you can do that in bulk.

I have an apprentice under the HIGA award, but the HIGA rates don't include anything separate for apprentices. I want the apprentice pays to be obvious as they are not subject to payroll tax. Can I set up his pay so the penalty rates for overtime etc. are automated as per the award but the pay rate name has the word "Apprentice" in it?

This is not possible in our premium product but you can reach out to our 24/7 support chat and they can investigate if we can build this into your account through paid custom.


Allowances

Can you automate allowances so that it can allocate one laundry allowance per shift?

Allowances like the laundry allowance in Deputy are not automated and have to be manually attached to a timesheet.

The laundry allowance in my award is weekly - does Deputy do it automatically as weekly? Or do I have to manually check and apply it once per week?

The laundry allowance is not automated in Deputy. You'd have to check and manually apply them.

How can I add an allowance which is not in the drop-down menu please?

When adding an allowance you can just click on "other" at the bottom of the dropdown menu and then you can choose out of all allowances from all awards that you’re using in your account. If it's also not in that selection please reach out to our 24/7 support to give additional assistance.

Regarding the allowances, e.g. Cold work, if the shift is 7hrs and they get paid the allowance for each hour, should the unit say 7?

If the allowance gets paid as 1 unit = 1 hr you'd have to put in a 7 to represent 7 units for 7 hrs of work.


Timesheets

If we are only using Deputy for time and attendance, would you recommend that we just use "hourly" or do we still need to select an award?

This depends on what you want to do with the timesheets after your employees clocked out. Do you approve them and want to export them? What about leave? Please reach out to our 24/7 support chat for further assistance.

When you change the Export Code does that remain for future exports of the same pay rates?

Yes, it does (until you make any changes to the pay rate).

Is there a report we can run to export employees pay rates and also an approved timesheet report that shows the total of employees wages?

The timesheet summary section shows both of those and you can export them to a pdf format. Just change the view to "Group by Pay Rate" and you'll even see them grouped into salaried and hourly staff.

What happens if you have to backpay someone due to an incorrect rate?

You either have to do this in your payroll software or include it in another timesheet in the next pay cycle in Deputy.


Integrations

Will Xero be able to read all the awards & changes made in Deputy?

Yes, Xero reads the award rates (and changes) made in Deputy. Just make sure you tick the box “Overwrite Xero rates with Deputy’s” when you’re exporting to Xero.

Is there any benefit to setting up pay rates in Deputy, if they are already set up in Xero Payroll?

In Deputy, you can choose an award and put in a base rate and Deputy calculates all the penalties for you. This has to be set up manually in Xero.

If I press override when we export to MYOB does it override what is in MYOB?

Yes.


Will the 31 characters limit for exports to MYOB ever be fixed?

This is a limitation from MYOB unfortunately and therefore we don’t have any impact on this.

Can you export timesheets to Sybiz Visipay yet?

We don't have a direct integration with them but we have an option called "Custom Payroll Exporter" where you can manipulate the export CSV file to your payroll software's requirements. Please reach out to our 24/7 support chat for additional help.

On the export codes when exporting to MYOB - not only does it need to be less than 31 characters, it also needs to be consistent with the MYOB description; otherwise it won't export properly, correct?

Yes, this is correct. For some more information about exporting to MYOB please have a look at this article from our help portal: https://help.deputy.com/en/articles/1953479-exporting-to-myob-accountright-live

I use Deputy and Xero with pay rates set in Xero to interpret the timesheet - what is the benefit of me using the award interpretation in Deputy?

In Xero, you'd have to create syntaxes for penalty rates etc. but in Deputy, you only have to choose the right award and put the base hourly rate in and Deputy does the rest for you (and exports this to Xero as well).

Is the leave linked to Xero when it's exported to capture the leave type?

Yes, the default leave types in Deputy are already linked to Xero. If you add any additional leave types please make sure that the leave export code in Deputy is exactly the same as the name of the leave type in Xero (character sensitive).

If we've manually set up pay rates in Xero, is there a way to differentiate between casual and part-time employees?

In Deputy, there is not but there could be a work around depending on what you want to achieve with separating the employees in Deputy without Award rates. Please reach out to our 24/7 support chat for additional help.

If we are using Xero rates (not Awards in Deputy) are we still able to put in different kinds of allowances?

Then you would have to put the allowances into Xero because we're only exporting hours if you're not using the rates in Deputy.


Other

Just to clarify - we are showing premium accounts and not enterprise in this webinar, right?


Yes this webinar is focused on the Premium account type. Enterprise is bespoke in terms of awards and payment setup per customer.

Is Pay Point progression automated on employee's one year anniversary?

We don't currently offer this, we do however support increase to pay based on an employee's birthday. For more information on how you can set this up, have a look at this help article: https://help.deputy.com/en/articles/2552739-how-to-set-up-pay-increases-for-birthdays

Does Deputy keep track of leave accruals?

You can turn on leave accrual under the location settings but we'd need more context to advise you if this would be a good idea or if you should handle the leave accrual in your payroll software. Please reach out to our 24/7 support chat for additional help.

If you change things on the timesheet submitted by an employee, where does it log that this has happened for audit purposes?

This gets logged in the "timesheet history" right next to the timesheet comment section.

Do salaried employees need to enter their hours as this is not relevant to their weekly pays? Our salaried employees don't want to log their daily hours but Deputy would be an advantage for leave.

They don't have to. You could just "import the scheduled details" for their timesheets if you want to keep track of their timesheets or you create a separate location for them and turn on the location setting "Autostart & finish timesheets according to schedule" in the "notifications & integrations" tab.

We have part-time support workers who work more than the actual days. E.g. their contract may be 3 days per week (22.5 hrs/wk). They might work ordinary hours of 38 hours/week. The contract said that they can work up to 38 hours per week due to operational needs. How do we need to pay their Super and leave accruals?

Please reach out to your accountant or bookkeeper to get an accurate answer. This can't be answered without looking into your account and getting additional context.

If we have different meal break rates for different staff, e.g. paid meal breaks for bakers and not for sales staff - would you set this up as different locations?

Yes, exactly. You would have to set up separate locations for the bakers and sales staff. Then you can change the breaks in the location settings for the sales staff to "All breaks unpaid".

Is there a report that lists all employees and their base hourly pay rates?

We don't have a pre-built report for this but you can use the "Report Builder" to build yourself a custom report for this.

Why don't I have the sync leave on my location option?

This could have to do with the payroll you're using and it's an account-specific question and therefore please reach out to our 24/7 support chat for further assistance.

Is there any way of adding payslips to employee's profiles in Deputy instead of having to email employee payslips from an external payroll system?

No, this is not possible because Deputy is a workforce management tool and not payroll software.

When you add a new employee - how do you not invite them to Deputy?

This usually happens when you add employees in bulk so I suppose that what you mean. There is a small box on the bottom left side of the screen before you click the final "add employees" button. That box says "invite employees" and is ticked by default. You can just untick it and it won't happen.



























Reporting Basics - October 2020

We’ll cover reporting in Deputy, from monthly Leave summaries to Contact Tracing. We’ll show you how to use our Report Builder to get the insights you need, and there’ll be a Q&A at the end to address your questions and feedback. This training session is suitable for both managers who are new to Deputy and experienced users looking to explore meaningful data in their account.

Budgets & Business Insights - October 2020

A brand new update to Deputy brings a suite of Business Insights that help you optimise rotas and track financial performance.

You'll learn how to use sales data, wage budgets, and other metrics to accurately forecast, track and measure staffing costs and KPI's with an all-new level of precision.

If your business relies on careful wage budgets or needs more visibility over sales versus staff spend, or wants to increase the efficiency of your scheduling, this is for you!

This webinar will include a day in the life of a hospitality business, with three departments using Deputy to manage their staff and costs in slightly different ways.

Deputy features covered include:

creating and managing shift templates
entering sales forecasts
tracking labour costs against a target
setting wage budgets
smart shift allocation

Leave Management - August 2020

This training covers everything you need to manage leave in Deputy, including the different leave types, syncing and tracking leave balances, and general time-saving tips. This training session is suited to managers who are new to Deputy and experienced users looking to optimise their leave management in Deputy.

Due to the number of questions and demand, we created this Help guide containing the training recording and the live questions and answers.

Leave Types

I seem to have 3 "Annual Leave (Vacation)" leave types showing when I got to the leave request. Any ideas about how this could've happened?

This can happen if the export code from the “original” annual leave was changed in the past and then it duplicated the annual leave when exporting to the payroll software. We will go into this later on in a little more detail.

Can you change the leave default name eg. Annual Leave (Vacation) to just Annual Leave?

Yes, you can change the name. Just be aware to only change the export code of this leave type if you're NOT using Xero or MYOB as your payroll software. If you use one of these two, please don't change the export code.

Can Deputy accrue Long Service Leave?

We can accrue leave within Deputy but there are limitations and this needs to be done individually in your account. Please reach out to our 24/7 support chat for further assistance.

Leave Balances

We just noticed with a new employee, who seems to be set up like all our other employees, that they still have a zero balance for annual and sick leave, after working for nearly 2 months. Does leave only become available after a certain time rather than being able to use it as it accrues?

This is hard to troubleshoot without looking into your account. It could be that the person works in a location that doesn’t have leave sync turned on (if you use leave sync with Xero e.g.) or it could be because the location doesn’t accrue leave and others do. Please reach out to our 24/7 support chat for further assistance with this.

I have some employees who have very random totals showing as available in their leave balances. One has 76609.13 hours of sick leave. Where are these figures being pulled from?

This is hard to answer without looking into your individual account. Please reach out to our 24/7 support chat for further assistance. Thank you

Does the system reduce accrued or total leave balances once a paid leave is taken?

Yes, it does.

Requesting Leave

When we put in leave, the lunch break of 30 minutes is selected, but when the leave is exported with the timesheets into Xero it doesn't deduct the 30 minutes off the total eg. if someone works from 9 - 5 with a 30-minute break it puts their total leave for the day as 8 hours, rather than 7.5 hours. Is there something that we are not doing right?

This could have something to do with your settings in Xero. Please reach out to our 24/7 support chat for further assistance.

How do we manage if variable hours worked?

You would put the hours in that leave request that you rostered this person on (if already rostered) or what you would usually roster this person on.

If an employee requests leave and it comes up as a day, do I have to enter the times in to get the right hours or does the system do it for me?

The system will try to select hours for your based on their select award, however, you should double-check these when approving the leave and adjust the time if necessary.

If an employee submits a leave request as a "Non-Working Day" - can you change it to Annual Leave without declining and resubmitting?

The field that the employee submits is just a recommendation for the manager. When the leave request is being approved, the manager can select any leave type they wish on the actual days, which is what will generate the appropriate leave timesheets.

I have an employee who works different start/finish times on a Monday, Tuesday and Wednesday. How do I add a leave request for her so that the different hours are captured for each day? At the moment when I add multiple days, it defaults to a standard 7.6 hours for each day.

You can adjust the start and end time of each of the leave days in a leave request. If they have a day of leave that isn't 7.6 hours, you can change the times and it will adjust the leave length.

If an employee works Tuesday and Friday and then takes 2 weeks off. Do they have to click on each day or can they just mark the 2 weeks off?

They can just mark the 2 weeks off and put all the days in between in as "Non-working Days" and then Tuesdays and Fridays as leave.

Can you make annual leave visible to staff and sick leave not visible?

Yes, you can make individual leave types visible for employees and others not visible. You can turn that setting off within the leave type settings.

If you are pre-approving leave for the future why is there not a meal break section?

Leave requests are put in and exported without the meal breaks in it.

If the schedule is already built and published but the employee subsequently requests leave which is approved - does this open up the scheduled shifts for that employee so that we're notified to schedule someone else into that open shift?

If the shifts are already created and published Deputy will give you the option to either open the shift up, find a replacement, leave the shift empty or delete it.

Public Holidays

Does Deputy pick up public holidays?

Not automatically due to all the different countries that we operate in. You can add public holidays manually in the schedule. We’ll show that later in the Q&A section. Otherwise, you can also search for “Public Holiday” in our help portal: help.deputy.com

How does the AL accrue if an employee is working a public holiday?

If you are using Deputy's leave accrual feature, it will accrue leave based on hours worked and does not differ based on the type of day worked.

How do you manage public holidays for full-timers? They get paid but do not have a shift in the schedule.

You can create a specific area (or location if you prefer) and call it something like "Public Holiday not worked" and then put all your public holidays into the schedule and then reach out to our 24/7 support chat and they can turn off the public holiday rates in that specific area or location.

If you choose Public Holiday for a particular day and someone doesn't work it because the office is closed, but needs to be paid at their normal hourly rate, not the P/H hourly rate. Can Deputy accommodate this? I'm concerned if I choose P/H for a certain day for all office employees that they will end up being paid a higher rate for that day when they are not entitled to it.

You can create a specific area (or location if you prefer) and call it something like "Public Holiday not worked" and then put all your public holidays into the schedule and then reach out to our 24/7 support chat and they can turn off the public holiday rates in that specific area or location.

Could you also do public holiday not worked as a leave type?

Yes, you could set up a leave type for a public holiday not worked and then attach it as a leave entitlement to the relevant employees and then don't put the public holiday into the schedule but if you're having employee's who are working on a public holiday and get public holiday rates it wouldn't work so this is only an option if your entire staff is NOT working on public holidays.

What if a full-timer works a public holiday but they get paid the normal rate but they earn a TOIL?

You have to create a specific location and call it something like "Public Holiday not worked" and then put all your public holidays into the schedule and then reach out to our 24/7 support chat and they can turn off the public holiday rates in that specific location. After that, you can turn the location setting (in Notifications & Integrations) that accrues TOIL in that specific location.

Leave Timesheets & Export

Does the system add accrued leave to each pay run?

Deputy doesn't add accrued leave to each pay run. You can accrue leave through the location settings (Notifications & Integrations) but otherwise, we only send leave timesheets into your payroll software where the leave accrual happens. For assistance in your specific account please reach out to our 24/7 support chat.

I'm still to put leave hours into Deputy. Do you recommend to wait for a completed pay run and then put in the leave entitlements?

You don't have to wait, but we would recommend it if you have leave timesheets in the current pay run as your syncing over the correct balances after the pay run is completed.

When an employee went home early - it looked like it still paid them 3 hours work as they were required to have a minimum working time on a Sat - that is not how it should work if that occurred, right?

This was an example in our test account where the employees are set up with the GRIA award where you have to pay a minimum shift engagement of 3 hours. Depending on if you're using an award from our library and which award you're using - this could be different in your account. Please reach out to our 24/7 support chat for further assistance.

Does any retrospective leave have to be entered in the timesheet section?

Yes, any retrospective leave has to be put in through the timesheet section.

Often when I am approving timesheets, approved leave days do not display - what can I do to get them to do this?

When you are approving a leave request, it's important to ensure that the days that will be paid leave are selected. Approving just the date range won't be enough to generate Timesheets. If you see there are no leave timesheets, find the Employee's leave request, unapprove it, add the days that you want to pay leave for and then re-approve the request. If the days are in the past, the leave request will automatically create the leave timesheets for you. Days in the future will generate leave timesheets on the day it occurs.

We have a problem with our export file when we have leave timesheets entered for the same day using two methods of creating the leave timesheet. That is a leave request is entered for part of the day and then a timesheet is created with a leave type for the remainder of the day. Only one timesheet will show on the export file.

We recommend that all leave is put through a leave request in order for Deputy to appropriately create the leave timesheets for you.

How is leave calculated for Part-Timers? Where do I place their Ordinary Time so that Leave and OT are calculated correctly?

This is hard to answer without looking into your individual account and seeing if you accrue leave in Deputy if you use our awards, which payroll software you're exporting to etc. Please reach out to our 24/7 support chat for further assistance.

Xero

Could you please advise if leave balances are accurate in Deputy when integrating with Xero?

The leave balances sync once every 24 hrs if the “leave sync” between your locations & Xero is turned on. Within that setting (which you can find in the location settings) you can run the sync manually as well. We’ll provide more resources about that in the email afterwards.

Is there a way to sync the leave balances with Xero as ours haven't been syncing for 6 weeks or more?

The leave balances sync once every 24 hrs if the “leave sync” between your locations & Xero is turned on. Within that setting (which you can find in the location settings) you can run the sync manually as well. We’ll provide more resources about that in the email afterwards.

When does the approved leave export into Xero?

It gets exported into Xero as a leave timesheet when you export the all the timesheets in the pay run.

Once the approved leave is exported to Xero, does it automatically reduce the hours in Xero too?

Yes, it does.

Integrations

Do you recommend to put in the relevant software the same export code?

This depends on which payroll software you're using. The export code in Deputy matches the leave type to the same leave type in your payroll software. In some software that is the actual name of the leave type (Xero & MYOB) and in others it can be a number or something else. If you're having problems with this in your particular payroll software please reach out to our 24/7 support chat for further assistance.

Will there be changes to which programs timesheet can be exported to?

Not at the moment. We do have a BETA version of our "Custom Payroll Exporter" as an export function available already and you can use this to export a CSV file and customize it to your payroll software's needs. For more information about this have a look at this article from our help portal: https://help.deputy.com/en/articles/3653119-custom-payroll-exporter-beta

Reckon doesn't show under the services however we are able to export time sheets to Reckon?

Yes, you can export to a CSV file and then from there, basically import it into every software that can import from a CSV file.

Other Questions

Is there a direct contact number in Australia to ask some questions?

You can reach out to our 24/7 support chat within the system. They also have phone numbers that they give out so you can talk to them on the phone.

Can all employees approve leave?

No, only access levels with management functionality can approve leave like Supervisors, Location Managers & System Administrators. For more information about the access levels have a look at this article from our help portal: https://help.deputy.com/en/articles/1941256-access-levels

How do you run a report to collate everyone's hours?

We have the "Time off & schedule" report in the reports section where you can see this.

How do you show leave in the schedule?

You can switch to any of the "Employee views" in the schedule and it will show you all leave & unavailabilities in the schedule.

How do you manage leave payout in an example where an employee drops from FT to Casual?

This is hard to answer broadly and would need specific knowledge of your account. Please reach out to our 24/7 support chat for further assistance.

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