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Getting Started – Supervisor

Updated on March 20, 2017

This guide will walk you through Using Deputy as a Supervisor. For more information on Access Levels, click here.

Getting Started

To join your company using Deputy, you will need to either have a Deputy account, or be invited by the System Administrator.

Creating an Account

To create a Deputy account, simply head to Deputy.com and click ‘Try Deputy for Free’ in the top right-hand corner.

Deputy: Homepage

You will then be prompted to enter a name and an email. After the system has checked that it is a valid email and that it is not already associated with a Deputy account, you will be brought to the following screen where you will be asked to select a demo company or create your own. If the System Administrator has already created the company, you can disregard this page and exit. If you would like to try out the features Deputy has to offer, you can select one of these options.

You will receive an email from Deputy that will contain a temporary password and kiosk PIN.

Joining Your Company in Deputy

If you have followed the above instructions, you will need to inform your System Administrator about the email that you have set up with Deputy. When you log into Deputy, you will see the following:

Email: Accept Invitation to join

Just click Accept Invitation and you’re in!

If you have not created an account, but you have provided an email to your Manager, you will then receive an email, which will have a link to join the company. It will look like the following:

Email: setup your Deputy account

This email contains a link and your temporary Deputy Kiosk PIN, which can be changed later. When you click the link, you’ll be brought to the following page, where you can enter your details to create your Deputy account.

Create account

Just enter your details in the ‘New to Deputy?’ section and you’ll be good to go!

What Can You Do As a Supervisor?

There are four different Access Levels. In order from most access to least: System Administrator, Location Manager, Supervisor and Employee. You can find out more about the other Access Levels here.

As a Supervisor, you are able to do the following:

  • View Shifts
  • Manage Tasks
  • Schedule Employees
  • Approve Timesheets
  • Approve Leave & Availability
  • Journal

We’ll walk through each one of these as we learn how to Navigate Deputy.

Navigating Deputy

We’ve integrated a useful Navigation Bar so that you can navigate your way through Deputy easily. It looks like the following:

Navigation Bar: Scheduling
Navigation Bar

We’ll walk you through what each of these options mean and what you can do in each tab.

Me

Swapping Shift Via Web
Me: Supervisor’s view

The Me tab is the first tab for quick information. It will inform you of this week’s shifts, and your weekly hour total. If there is a scheduled shift for the current day, it will inform you of the time and the area in which you will be working in the top right-hand corner.

You can also start and end your shifts, and start and end your breaks from the button in the top right.

In the centre is the ‘Request Time Off’ button, where you can put in your Leave requests or set any Unavailability dates.

You can change the viewed date ranges by clicking the dates under the Welcome message.

News Feed

News Feed is a Facebook-like function that allows you to post messages to your organisation. This is an effective form of large scale communication with your staff.

From here, you can choose to send posts to all locations, specific locations or even specific employees. News Feed posts can contain images files or PDFs. If it’s an urgent message, you can set it up so that the employees can confirm that they have read the message.

Tasks

Tasks: Overview

From the Tasks page, you can allocate tasks to yourself and other staff. These can be completed by ticking the box next to the task name in Your Tasks. Tasks allow you to organise your staff within an area.

These are useful when assigning work to individual employees, and can be tracked simply by clicking the checkbox upon completion.

These can be given a due date or can be a general task that can be completed at any time.

Locations

Locations: Employer's Overview

The Locations page gives you a quick overview of the different locations in which the business operates in. You can view these locations in list view, or on a map.

Employer: Locations

From this page, you can also view which locations currently has employees working, or if any location has any no-shows or late arrivals.

People

Editing People's Access Levels

From the People tab, you can view employee profiles.

Simply click the ‘View’ button that corresponds to the employee to open up their profile, where this will appear:

Employee's profile

As a Supervisor, you can Start and End shifts from this pop-out. You can also see the next three shifts, view unavailability, view and approve/deny leave requests, see recent journals and see recent news feed posts.

From this page, you can also send the employee a message, assign tasks and write journals. If there are any unapproved timesheets, you can also approve these from this page.

Schedule

The Scheduling tab will take you to Deputy’s Scheduling features.

Scheduling: Overview

There are many parts to the Scheduling page. The Scheduling page features a number of options to help

Top:

The top of the page contains the bulk of the scheduling features. From the top bar, you can schedule view. With the blue location icon, you can change which location you are viewing. The button containing dates shows the date range that you are viewing. To the right of that, you can change between a Daily, Weekly and Monthly view.

On the right side, you have options to copy shifts to different dates, a button to view cost statistics, shift options and the shift publishing button.

The figures at the top will show a range of different financial statistics. These include a monthly and weekly summary, showing total shifts, wages vs. sales, and expected sales among other stats.

Left:

The left side will display a list of your employees, as well as some information about them, including the number of hours they are working and their cost (if they are paid via rate and not salary).

Bottom:

The bottom includes a quick button to ‘Add New Employee’, information about published and unpublished shifts, and the ‘Help Bubble’, where you can access the Deputy Live Chat.
The image above contains red exclamation mark icons (!) in some shifts. This indicates that there is an issue with the scheduled shift. You will receive a notice when you attempt to schedule employees that do not fit a specific bit of criteria, such as an unavailability on that date or a lack of specific training. You can still schedule and publish these shifts, but they might not be the best fit due to them not meeting these criteria.

How to Schedule Employees

One of the things we’re proud of at Deputy is the innovative ideas we bring to workplace scheduling. We’ve made it easy to not just schedule your employees but to ensure that you’ve got the best possible team on the floor, while still keeping an eye out on the business side of things.

Here’s a step-by-step guide on how to schedule your employees.

There are two main views when it comes to scheduling. Weekly: View by Areas and Weekly: View by Employees. View by Areas is useful if you need to ensure that every area in a location is filled and being attended to. View by Employees is an easier way to see the week as a whole and to see whether shifts are being distributed evenly, or by the correct stress profile. To change the between the views, click the ‘Weekly’ drop down box and select the one best for you.

Schedule: View options
Schedule: View options

There’s a number of ways to fill in a shift.

Drag and drop:

This can only be done while in the ‘View by Areas’ option. Simply grab the employee from the left-side of the screen and drag their name into the area in which you wish for them to work. They’ll instantly be placed into the shift. To change the details of the shift, simply click their name on the Schedule sheet and a box will pop up. From here, you can change the employee working the shift, start and finish times, the length of the break and the area in which they’re working. You can also add notes to the shift.

Drag and Drop: Edit new shift
Drag and Drop: Edit new shift
Click and add:

When using the ‘View by Employees’ option, you can simply click the + icon in the desired date, in the employee’s corresponding row. This will bring up a similar pop-up box to the drag-and-drop option, where you can change the details of the shift.

Schedule: Add shift via click
Schedule: Add shift via click

You can watch a video on Scheduling in Deputy here:

Publishing Shifts

Publishing shifts is simple. A yellow button will appear in the top right of the Scheduling page that will tell you how many shifts on your sheet are unpublished. When you click this button, there a pop-up box will appear where you will go through three steps before publishing your shift. Yellow shifts are unpublished, while green shifts have been published.

Publish Type:

Publish Updates Only – This option is for managers who are amending already completed schedule sheets. This means that if some shifts have already been published, it will only alert people about schedule amendments.

Publish All – This will push notifications to all employees regardless of if one of their shifts have been changed/edited.

Areas:

This option allows you to send notifications about shift changes to specific areas. For example, if a special function is planned at a restaurant and you have updated specific areas such as floor staff and kitchen staff, you can select these areas that will be notified about the schedule updates.

Notifications:

This option allows you to select how employees will be notified about the shift. We have three separate options.

Notify (Email/SMS) and ask for confirmation – This will send out an email and SMS, provided they have a mobile number entered in their employee profile. Confirmation requires the employee to accept or decline the shifts by clicking a link sent to their email or replying to the Deputy SMS with y[shift ID] or n[shift ID].

SMS, Email, and Smartphone Push Notification – The employee will receive a notification via Email, SMS and a push notification via the Deputy smartphone app.

Email and Smartphone Push Notification – Much like the above, but no SMS, just a shift notification via email and smartphone application.

No notification, just mark as published – Will not notify employees, but will turn the shifts green (confirmed) when checking Deputy via the web browser and smartphone application.

Now click Publish and all shifts should change to green, confirming that they have been published.

Trained Employees

Deputy uses a variety of ways to ensure that the best person is being scheduled to a shift. One of these is training. These are criteria that employees need to fit before they can work in certain areas. If you attempt to schedule an employee that does not have the required training, you will receive a warning, asking if you want to proceed.

Scheduling: Not Trained
Schedule: Employee is not trained warning

Timesheets

Your staff’s clocking on/off will automatically generate timesheets. Once generated they must be approved, either manually or automatically, for your staff to be paid.

Timesheets: Overview
Timesheets: Supervisor’s view

Approving Timesheets

To approve a timesheet, please click one of your employees on the list to the left. The page will then display a list of unapproved timesheets for each of the employee’s shifts. You can edit the beginning, end and break, as well as make a journal entry for the shift. After you are finished with the timesheet, please click “Approve”, below the fields.

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