1. Help Portal
  2. Using Deputy
  3. Integrations
  4. Send Email Notifications when an Employee is Late

Send Email Notifications when an Employee is Late

Updated on November 23, 2017

This guide will teach you how to send email notifications to late employees. This is useful for employees who may not use the Deputy app, or as an extra reminder.

Getting Started

For clarification, a Zap is the entire integration interaction to allow the action to complete.

Please note that you will need a Zapier account to do the following. You can make an account at https://zapier.com/. Also note that on the Zapier free plan, it will run your Zaps every 15 minutes. The Zapier paid plans allow you to run your Zaps every 5 minutes.

To allow Zapier to test our the Zap, you can either have a late employee in the system, or you can create one for the purposes of the test Zap. Ensure that the late employee’s shift is published. We recommend creating a shift for yourself in case an employee thinks they are late to a test shift.

Setting Up Email Notifications for Late Employees

To begin, log into Zapier and click the ‘Make a Zap!’ button at the top.

Email Notifications: Make a Zap

On the following page, select Deputy as the trigger app.

Email Notifications: Zapier Trigger App

From here, select the Deputy trigger. In this case, you will select ‘New Late Employee – Whenever someone is late to start their shift’. Scroll to the bottom and click ‘Save + Continue’.

Zapier: Select Deputy trigger

Now you will need to login to your Deputy account and select the organisation you would like to run the Zap to. Press ‘Test’ to verify the connection. If Zapier confirms the connection, click ‘Save + Continue’.

Zapier: Select Deputy account

On the next page, Zapier will run a test. Click ‘Fetch and Continue’ to run the test.

Zapier: Fetch test

If you have a late employee in the system, the test will be successful and you will be greeted with the following. Click ‘Continue’ to move forward.

Zapier: Test successful

Now you will need to choose an action app. For this demonstration, we will select Gmail.

Zapier: Action app Gmail

Under ‘Select Gmail Action’, click ‘Send Email – Create and send a new email message’, then click ‘Save + Continue’. On the next page, you will be asked to connect to your Gmail account. After you have logged in, click ‘Test’ to verify the connection.

If the test is successful, the ‘Test’ button will turn into a ‘Success’ button. Click ‘Save + Continue’ to move forward.

Editing the Email Contents


The next step will allow you to set up the details of the email. We’ll walk you through what each means.

  • To/Cc/Bcc – Who you would like the email to be sent to. If you would like the employee to receive an email notification, follow the Optional Step at the end of this guide.
  • From/From Name – Allows you to customise the email.
  • Subject – The email subject which will appear as the title of the email
  • Body Type – Allows you to select the format of the contains of the email. You can select Plain Text or HTML
  • Body – Select the contents of the email. Selecting the button below will allow you to customise the email with retrieved value/info from Deputy.Screen Shot 2017-02-17 at 11.17.13 am

For the email body, we recommend having the ‘Start time’, ‘Employee Object Display Name’, and ‘D P Meta Data Optional Unit Info Label With Company’ included in the body. For example, we’ve created this email subject:


With this email body:


Which outputs the following:


You can also play around with the fields to add more information to the email notifications.

When you’re satisfied with your selections, click ‘Continue’ at the bottom of the screen. Zapier will send a test email out based on your preferences. If ‘Test Successful’ is displayed, click ‘Finish’. You will be asked if you want to turn your Zap on. Click the toggle to confirm the Zap.



OPTIONAL STEP – Send Email Notifications to Late Employees

If you would like to send an email notification to the late employee, follow these steps.

Click the + button under the ‘New Late Employee’ trigger and click ‘Action’.

Optional Zapier Step: Include Employee 01

Now select Deputy as the action app.

Zapier: Choose Deputy action app

On the following ‘Select Deputy Action’ page, select ‘Create Ad-Hoc API Call – Make an API Call to Deputy’. Click ‘Continue’ at the bottom of the page.


Here you will select the Deputy account to associate the call with. If the Trigger test in the above steps was successful, simply click ‘Continue’.


In the API call fields, fill in the fields using the steps below, using the screenshot below as reference.

  1. Please change the URL to resource/Employee/QUERY
  2. Please change the Request Type to POST
  3. Please change Payload to {“search”:{“Id”:”Step 1 Employee Object ID“}, “join”:[“ContactObject”]} where Step 1 Employee Object ID is a field merge. Please also double-check “quotes” and {parenthesis} in this payload.

Now continue with the Action steps for Gmail above.

When editing the email template, in the CC field, click the call button.

Screen Shot 2017-02-17 at 11.17.13 am

Then in the drop-down box that appears, click ‘2: Create Ad-Hoc API Call’.


Scroll down until you find ‘Email’. It should show the email for the employee that was late in the test run. Click this and your CC field should look like the following:


Now edit the rest of the email as advised in the ‘Editing the Email Contents’ section of this guide.

Have any feedback for our Help Portal? Anything we can fix to improve your Help Portal visit? Fill in our Deputy Help Portal Feedback Form!

Can’t find what you’re looking for? Fill in our Deputy Help Documentation Request Form to leave any feedback or suggestions for our help documents.

comments powered by Disqus