When someone calls in sick, is absent, or simply doesn't turn up for a shift it can be challenging to find a replacement easily and quickly. Instead of making phone calls, sending emails or using groups on Facebook or WhatsApp, use this guide to find a replacement.

Pro Tip: You'll need to be a Supervisor, Location Manager, or System Administrator.

Finding A Replacement

Log into Deputy and navigate to the scheduling page and click on the shift. Then click click 'Shift Actions' and select 'Find replacement'. From here, select the employees you would like to inform about replacing the shift.

Alternatively, you can find a replacement by clicking on the employee's shift in the 'Team' drop down which appears on the right side of each of the following tabs: News Feed, Tasks, Locations and People page.

Click the specific employee on the 'Team' tab as seen here.

From their profile, click on 'Shifts'.

Then select 'Replace' on any shift you would like to replace.

Deputy will automatically select those who are recommended for this shift or you can manually select non-recommended people.

Click the blue 'Invite__ people to work this shift' button. Deputy now email the people invited to this shift. Employees with an email in Deputy will be sent an email, but if no email is present the employee, they will receive a SMS. If neither an email or phone number is not in the system, the employee cannot be recommended or communicated to about this shift.

Pro Tip: The first employees to respond to the email will get the shift. If you would like to manage who can claim shifts, simply use the Open Shifts with Approval guide to publish the shift as an Open shift and require approval.

Employee Communications

Email and SMS

The employee email includes shift information and a link to accept. When an employee clicks on the link, the shift will be allocated to them.

Pro Tip: Shifts are offered on a first come first served basis.

Whoever clicks on the email first will receive the shift. Deputy will also notify the original employee that they are no longer required to come to work. The manager will also be notified that a shift change has happened.

If you would like to manage who can claim shifts, use the Open Shifts with Approval.

If your staff member does not have email (or the shift is for the current day), they will be sent an SMS. In this message they will have a unique shift number. They can reply to the SMS with the shift number to accept that shift. Once again, whoever replies to the SMS or clicks on the email link first will win the shift.

Pro Tip: Please note, Deputy will only SMS if an email address was not present for the chosen employee and SMS costs approx $0.05.

Email of course is completely free.

Pro Tip: If your staff member does not have email OR a mobile number registered with Deputy, we have no way of communicating to them. These people will not be recommended or communicated to about this shift.

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