Getting Started on Deputy Mobile App

Before you start ensure you have already done the following:

  1. Received your invitation to Deputy with your Kiosk PIN.

  2. Followed the link in the email to set a password and activate your account:

  3. Downloaded the Deputy Mobile App for either iOS or Android as appropriate to your device.

Now let's look at what you can do in the Deputy app.


Profile Settings

If you tap on Edit Profile on the Me tab (iOS) or the hamburger icon on the top left of any screen (Android) in the Deputy app you can:

  • update your personal details

  • switch over to access another business in Deputy (if you work at multiple organisations that all use Deputy)

  • Log out from the App

iOS

Android


Me

Start and End Your Shifts and Breaks

You can Start and End your scheduled or unscheduled shifts and breaks from your Android phone, iOS phone or Apple watch.

  1. From Me just tap on Start Shift, End Shift, Start Break or End Break.

  2. The shift details will be displayed then tap Submit.

View Upcoming Shifts and Advice If You Can't Work

Review what shifts you have coming up and advise if you can't work

  1. From the Me screen tap Upcoming Shifts

  2. Tap on a shift to see the details

  3. If you can't work the shift, just tap Can't work

  4. Decide whether to:

    • request to swap the shift with the shift of another team member OR

    • offer it to other team members to work instead of you.

Note: some organisations may not enable the ability for their team to offer or swap shifts.

View and Claim Available Shifts

If there are open shifts at your work location and you are eligible to work then you can claim them from your phone.

  1. From the Me screen tap Available Shifts.

  2. Tap on the shift you are interested in to see the details.

  3. Tap Claim shift to make it yours.

Note: if your manager has enabled it, they may require an approval step before you are assigned any open shifts. In this case, you can tap Request Shift and they will review everyone that has also requested that shift and then approve the request for the most suitable team member.

Review and Amend Timesheets

If you forget to clock off or need to change some details about a shift already worked you can amend your past timesheets on your phone.

You can review past timesheets and amend them if:

  • if they have not yet been approved (a green tick next to the shift shows you it is already approved, as shown in the example below)

  • your manager has set permissions to allow amending timesheets.

1. Tap on Timesheets from the Me screen.

2. Tap on the shift you wish to view or amend. If the shift has been approved already you will only be able to view the details and the history. If the shift is showing as Pending you can tap on details about the shift to amend then tap Update. You can see the changes are tracked in View History.

Create Adhoc Timesheets

You can create an ad-hoc timesheet for shifts where you did not clock in and out from your phone if:

  • if the timesheet you are adding is for a shift in the past (you can't create timesheets for the future)

  • your manager has set permissions to allow adding timesheets.

1. To add a new timesheet for a past shift tap on Timesheets on the Me screen.

2. Enter the details of the shift including where you worked, start and end times as well as any breaks taken. Add a comment if you need to let your manager know why you are creating this timesheet.

When you are done tap on Add (iOS) or Tick icon (Android) to create the timesheet.

Note: This timesheet will not have any clock in and out history as it has been created by you. When your manager is approving the timesheet, it will carry a warning that it was a non-scheduled shift and they will be able to read any comments you added when you created it.

Submit Leave

You can submit a leave request from your phone:

1. From the Me screen tap on Leave.

2. When you tap on Balances you can see the amount of each leave you are entitled to.

3. When you tap on Requests, you can see previously Approved and Declined Leave Requests.

4. To submit a leave request, tap the + icon and complete your leave details then tap Done (iOS) or tick icon (Android) to submit.

Submit Unavailability

Let your manager know you are unavailable to be scheduled at specific times.

  1. From the Me screen tap on Unavailability.

  2. Tap on the + icon to add the period of time you are unavailable to work. You can also set up a repeating unavailability if needed.

View, Create and Complete Tasks

You can view, create, assign and complete Tasks on your phone.

  1. From the Me screen tap on:

2. To complete a task just tap on the check box.

3. To add a new task tap on the + icon.


Dashboard

The Dashboard screen for Employee level users has links to:


Schedule

When you tap on Schedule in the navigation bar, you can see the shifts that are scheduled.

Note that managers have the ability to configure schedule view permissions so you may not always be able to view the schedule as described here.

There are two views you can use to see schedule information:

Team Member View

Here is an example of the Team Member list view of the Schedule on an iOS (left) and Android (right) phone. It shows a list of who is working and scheduled to work, where and when on the day selected.

Just like Area View, you can filter what you are seeing by:

  • tapping the circled icon to toggle between Team Member View and Area View

  • tapping the location indicated by the arrow to toggle between work locations

  • tapping the arrows to the left and right to advance one day at a time OR

  • tapping on the grey bar under the day to reveal a date selector to jump to any other date.

Area View

Here is an example of the Area view of the Schedule on an iOS (left) and Android (right) phone. It shows a grid view (grouped by Area) of who is working and scheduled to work, where and when on the day selected.

Just like Team Member view, you can filter what you are seeing by:

  • tapping the circled icon to toggle between Team Member View and Area View

  • tapping the location indicated by the arrow to toggle between work locations

  • tapping the arrows to the left and right to advance one day at a time OR

  • tapping on the grey bar under the day to reveal a date selector to jump to any other date.

Tips and Tricks

  • Jump directly to TODAY's schedule by tapping on TODAY (iOS) or the Today's Date icon (Android) as shown by the arrows in these examples:

  • on iOS apps only you can also view your own leave and unavailability in the schedule as an Area called Time off.

  • on iOS app only you can expand or hide the shifts in each Area by tapping on the Area name and adjusting the Show toggle to your preference.

Note that as a user with Employee level access you will be unable to view other team members' time off, only your own.


People

View Which Team Members are Scheduled and Currently On Shift

See Which Team Members are Scheduled and Currently On Shift

Users with Employee level access can tap on the People screen to see which other teams of their team are currently scheduled or working today.

You can see:

  • Who is working right now (green dot on their profile)

  • Who is scheduled to work (purple dot on their profile)

  • Who is running late (red dot on their profile)

  • What time and area team members are working in

If you work in multiple locations for this business you can tap on the locator icon to select another location and select to view the team at that location too.


Newsfeed

Read and Send Messages, Photos and Videos to Your Team Members

You can read and send text, photos and videos to your team members at work from your phone.

  1. Tap on Newsfeed in the navigation bar.

  2. Tap on each message to read it, tap I Confirm if the sender has required confirmation of you reading it.

  3. Post a comment to reply to any messages sent to you.

  4. If you want to send a message to a group or individual, just tap on the + icon and select the recipient.


You may also be interested in seeing what you can do when you log into the Deputy website:

Getting Started - Employee

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