This is intended for Deputy Enterprise only.
If you are using Deputy Premium, learn more about Access Levels here.
What We'll Cover
- Defining a Role
- Default Roles
- Access Levels
- Viewing a Role
- Creating and Editing Roles
- Two-Factor Authentication
- Role Hierarchy
Defining a Role
A “Role” is any position or title that an employee of your organization might have. Even if there’s only one Manager, the Manager role must exist in Deputy in order for that person to be treated as such by Deputy.
By default, all Deputy accounts begin with 4 basic roles. They have specific permissions that will be outlined in each chapter. With Deputy Enterprise, you can adjust the permissions for these roles, and make new roles with customized permissions and access.
- Location Manager
- System Administrator
In the Enterprise Tab, choose Access Levels & Permissions.
In Access Levels & Permissions, you will see a listing of all roles in your organization. You can create a new role, or make changes to an existing role. You can use the Filter By menu to view only specific roles based on which role they report to in the hierarchy. You can also search by keyword. To the left of each Role is the Actions menu, where you can View and Edit these Roles.
Viewing a Role
The “View” magnifying glass allows you to see the details of this role, make a New Role, and even Edit the Role.
From there, you can use the Record Browser’s left and right arrows (shown below) to browse through each Role in your Organization. If you need to create a similar role to this one, you can get a head start with the Duplicate button. Any notes regarding this role can be documented using “Comment.”
Creating and Editing Roles
Roles distinguish your permissions and visibility in Deputy. When creating a new role, you will first need to name the role.
This is generally a job title like Manager, Consultant, or Sales Representative. When deciding on a name for this role, consider that it will apply to multiple people in the organization. So, instead of separate roles for a Northeast Manager, Central South Manager, and West Coast Manager, you could have one Regional Manager Role that applies to all three people.
Once you’ve decided on a name for the role, you’ll need to indicate to whom this role reports in the “Reports To” drop-down. There, you will be provided a list of existing roles in your organization.
The role chosen under “Reports To” will be directly above this role in the hierarchy. But there may be other roles who can manage this role. We’ll explore this further in a moment.
Two Factor Authentication
Some Roles require discretion, and can give employees access to the personal information of other employees, including their pay, so you may want to secure this role’s login using Two-Factor Authentication, or 2FA.
How 2FA Works
Roles requiring Two-Factor Authentication will receive a text message each time they sign into Deputy. The message will include a unique, one-time use code that must be entered into Deputy in order to continue. When entering this code, you can ask Deputy to remember your browser for 30 days, though you may need to allow cookies in your browser’s preferences.
As mentioned previously, this role can report to more than one other role. Using the “Also Reports To” checklist, you can allow this role to also report to any role between it and the role to which it already reports. In the example below, the Merchandiser Role reports directly to the Store Manager, but they also report to the Assistant Manager.
Once you’ve decided the Role’s name, who they report to, and set their Two-Factor Authentication, it’s time to set the Role’s Permissions. Permissions are how you decide who can do what in your organization.
When You Choose Permissions, you are presented with the Permission Table, which is a list of all Permissions available for any Role in Deputy. A Red “X” will appear in the “access” category to the right of each permission description.
When you click the “X” to the right of a Permission, it will change to a green checkmark, indicating that it is active for that Role.
Note: If you need to give a role full system access, you can scroll to the bottom of the list and look for “Is this a System Administrator with Full System Access?” Enabling this will turn on all permissions in all 9 categories. This will also give this role access to the following:
- Add and view Stress Profiles
- Delete an employee (not recommended)
- Development tools and advanced system tools (e.g. system logs, default settings)
There are 9 categories of Permissions available. Click below to learn more.
- Global Applications
- Approve Time Sheets
- Time Sheets Staging
- Approve Leave Requests
- Employee Details
- Portfolio Administration
- Global Visibility
- System Configuration