This article is intended for system administrators setting up their business in Deputy and looks at how you can replicate your own organisational hierarchy.
Firstly, take a look at this illustration that shows a simple organisation structure in Deputy.
In this article, we will define what we mean by each of the hierarchical levels in Deputy Organisations, Locations and Areas, as well as highlight some unique ways you could use them to fit your industry.
Your Organisation in Deputy is usually your business name and it is at the top level in your hierarchy.
If for example, you have a business called "Spark & Co" that runs a series of shops then "Spark & Co" would be set as your Organisation in Deputy.
The name you enter as your Organisation when you first sign up to Deputy is used to create your URL for your deputy account. In this example, the URL would be sparkandco.deputy.com.
Protip: You can change the Deputy URL later if you need to by following the instructions here.
The next level in the hierarchy is your shop name, job name and/or physical location that people work at and at Deputy we call that Location.
Your Location is the physical location/job where you ask your employees to come to work. It could be as simple as a shop name or you may set up an event or job related name. This location that you set up is the first place that you will be linking your employees to. You can also link employees to more than one location as you set them up.
You will need to input an actual address for the Location as we need the ability to show you where your staff started/ended their shift in relation to the actual Location.
You will then assign employees to the specific Location(s) you have set up in Deputy.
When you add your employees to a Location they will be accessible within that Location for actions such as:
Location specific news posts
Messaging other team members at that location via Deputy News Feed
We understand that different Locations in your organisation may have different requirements. Each Location you set up has its own settings so you can customize each location for its needs.
Within each Location you can customise the:
Specific note about the location for your team members information
Scheduling areas in that location
The third and final step in the Deputy hierarchy is Areas.
The Areas of work are as the name suggests, the areas within the location that your staff will work and will likely be industry-specific. These are the areas you will be scheduling your staff to work at.
Some examples might be:
Location - Doctor's office
Areas - Doctors, Nurses, Receptionist
Location - Hair Salon
Areas - Senior Stylist, Junior Stylist, Hairwasher, Admin
Location - Cafe
Areas - Sales, Barista, Waitress, Kitchen, Manager
If you want to edit these locations or add another area you can edit these in the Location they are linked to.
When you edit an area, you can change the name of the area, its colour on the schedule, its export code (for timesheet export purposes), and assign any relevant training modules associated with that area.
It is also possible to configure other Area-specific settings here such as:
preferred employees for the Area
whether shifts in this Area count towards worked time
whether this Area has its own physical address away from the configured Location address.
Unique uses of the hierarchy
Below are some examples of how different industries can use Locations and Areas to suit their business:
Organisations with Regular Long Term Customers:
Set the Locations as your customers' name and then set up the Areas as the kind of jobs you perform for that customer (plumbing, tiling, carpentry, homecare, health services) including those that may require a sleepover shift.
Set the Locations as the Event and then set up the Areas as the Event jobs (service, wait staff, bar).
Set the Location as usual and then set up an Area of "On-Call". Therefore you can schedule your employees to an on-call shift.
Set the Locations as a Project/Customer name and then set up the Areas as the Jobs within the Project (auditing, bank rec etc).