We welcomed over 500+ customers in our recent Scheduling Basics Training and received 100+ questions about various Scheduling topics. Due to this interest we are also providing the recording and the FAQs here.
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View the Scheduling Training Recording:
Scheduling Basics Training: Frequently Asked Questions
During the session we received a number of questions, which are organised below into topic areas. Click on the topic ares below to access the questions and answers in each topic.
Q: I have 7 areas. Is it possible for supervisors to access their own area and do their own roster, without other areas seeing their roster?
Unfortunately that is not possible at an Area level. However you can restrict this type of access at a Location level, so it might be worth considering turning those 7 Areas into Locations. For more information on Areas and Locations, here is a handy article.
Q: Can you hide the hourly rate from everyone but the main administrator?
This depends on which access levels the other employees (besides the main administrator) have. If you give everyone else Supervisor and Employee access, they won’t be able to see the rates. For more information check out this article on Access Levels.
Q: Can you use one kiosk to sign in for multiple locations?
Yes, this can be achieved through adding a specific Location for the Kiosk, and then adding all employees that work in these multiple locations to that “Kiosk” Location. The “Kiosk” Location would not be used for any rostering, only for the staff to clock in.
Q: If I delete an area - can I reinstate it in the future?
No, if an Area is deleted it cannot be reinstated. Locations, however, can be archived and reinstated later, as needed.
Q: How do I handle staff that work in different areas and get paid different rates for those jobs? ie, Swimming teachers and desk staff rates are different but some do both jobs and get another different rate at the weekend.
This can be achieved through our Pay by Area feature, which will be accessible from June 1, 2020.
Q: How do I link the employees to the Fitness industry award?
You can find our available awards in the awards library which can be accessed when you’re setting up pay rates for an employee. The Fitness industry award is [MA000094] and is available in our library. View the Award
Q: How do you add employees to other locations?
You can add Locations to employees by adding them in their profile under 'works at'. Another option is to tick all the employees you want to add to a location in the People tab and then press 'bulk actions' and then 'add Location'.
Q: When viewing by day, are you able to see the break included in the shift?
You can view the break when clicking on the individual shift and in the day view on the Schedule tab as seen here.
Q: Your week dates run from Monday - Friday - our week runs from Thursday to Wednesday - Can this be altered to reflect this on the roster?
Yes, this can be changed in the Location settings under 'Scheduling'. Here is a step-by-step guide to make this change.
Q: Can we change the colour of the shift for each duty role?
Unfortunately you cannot change the colour of a specific shift, however you can select the colour of each Area within Deputy. If the Areas are set up to reflect different duty roles you can therefore use this to visually differentiate.
Q: Can you permanently set different shift times for each person?
You can set different default shift times for each Location. It’d be great to understand what you mean on this one in more detail. Please feel free to contact our Support team.
Q: Can you copy and paste an open shift?
Yes, an open shift can be copied the same way as any other shift type in the schedule. View this guide to copy and import shifts.
Q: Can you view more than 1 specific area at once? e.g. view only management and admin, excluding customer service
Yes, you can do this through hiding areas by using the 'hide' button next to the area name in the schedule as seen here.
Q: If someone declines a shift will they be removed from availability?
No, they’ll only be removed from availability if they (or the rostering manager) put an unavailability in. Here’s more help with shift confirmation
Q: Can I group staff members offered for a shift into Full Time and Casual? So that when I go to allocate it offers the FT staff at the top of the list?
No, this is not possible at this stage, but this feedback has been passed on to our product team.
Q: Once you set up a template with empty shifts, can you autofill the roster going off rankings and training requirements?
Yes, that is possible. For more information about “autofill” have a look at this article from our help page.
Q: Can you publish all locations at the same time instead of having to publish each location separately, as we don't publish on the same day?
Yes, you publish whatever view is chosen on the left side of the schedule. If you choose “all Locations” the roster will be published to all Locations and if you choose only a single Location the roster will be only published to that single Location:
Q: Can employees be preferred in more than one location?
The preferred employee setting works on an Area basis (not Location) and an Employee can be preferred in multiple Areas (even across multiple Locations). Here's more information on preferred employees.
Q: Is it possible to just schedule locations but not areas?
Areas and Locations are hierarchy steps within Deputy. You could set the Locations up with only one Area (and possibly even name it the same) For example, Location name: Test Cafe, Area name: Test Cafe.
Q: What is the difference between an Empty Shift & an Open Shift?
An open shift can be published and then claimed from any staff member that is available and trained in the area of the open shift. An empty shift is a placeholder shift that can’t be published.
The main difference between them is that open shifts can be grabbed actively from employees whereas empty shifts have to be filled by the rostering manager.
Q: If a staff member has an ongoing unavailable day already set, and I click block time-off requests. Will it delete ones already set, or just block new requests being created?
If an employee's set unavailability or a leave request predates the checkbox being marked, the employee's request will take priority over the block out. If it is urgent, a system administrator or manager may need to unapprove the leave request. Here’s more on blocking out leave and unavailability requests.
Q: With the list of employees are we able to view them in areas, rather than as a whole? We have multiple areas and see every person in the business when rostering.
Unfortunately this is not possible. If you change the view to a specific Area, you’ll see all the employees in that Area but also their supervisors, location managers and system admins, basically everyone that can work in that particular area OR has access to it in Deputy.
Q: Can you pick up a group of shifts for one location and move them to another day? Rather than moving them individually?
No, this is not possible at this stage but this feedback has been passed on to our product team.
Q: I am having difficulty with employee swapping shifts. How are we able to do it?
Q: Can you explain the difference between location and area?
Areas and Locations are hierarchy steps within Deputy.
The full hierarchy is: Account → Location/s → Area/s → Employee/s
Areas are within Locations and can have training requirements and individual export codes, whereas Locations can have addresses and individual settings.
Q: Can we see the employee status FT, PT, CAS ?
No, this is not possible at this stage but this feedback has been passed on to our product team.
Q: Can you cancel out of auto build?
No, once the auto-build-button is clicked it starts our AI engine in the backend and will go through hundreds of thousands of possible combinations to find the best schedule options based on your selected preferences.
Q: Can you publish more than one week at a time?
Yes, what you publish depends on what was set up as the view. In order to publish more than 1 week you can change the view to fortnightly or 4 weeks and this will publish 2 (or 4) weeks at once.
Q: We are a 24/7 business and have 10 people at each of our locations. Each shift has 2 employees working and we run on a 10-week roster, which is a repeating pattern of 4 shifts on then 5 days off. The 10th week for each employee the shift pattern changes slightly. This 10th week happens at a different week for each employee. Every financial year we have to change everyone’s roster so the same employees are not always working Christmas Day and Christmas Night every year. Is there a way to create a template for 10 weeks?
4 week template is the current maximum in our Premium plan
Q: Is there a way to list just permanent workers in the drop down section? (e.g. just full time and part time)
No, this is not possible at this stage but this feedback has been passed on to our product team
Q: For Public Holidays if the holiday is not a holiday in all states but specific locations how can we handle this more easily?
At this stage this can be only done by us in the backend of your account. Please reach out to our Support team and let them know which Locations you want to exclude from the public holiday/s.
Q: When indicating the public holiday within Deputy for payroll purposes how do you have the staff listed for that day as their usual hours without it being sent out to staff as being rostered to work? (As our business closes on Public Holidays.)
You can set up a Location called “Public Holiday not worked” with an Area called the same. Then contact our Support team and they’ll exclude this Location from Public Holidays in the backend of your account. Once complete, you can schedule your staff members on that public holiday in the Location “Public Holiday not worked”, and the timesheet will export with the usual pay rates (not PH rates) and it will show “Public Holiday not worked” as the area on your timesheets so there’s no confusion for management or the employees.
Q: I had created public holidays as a *Leave Type*, if I click on Public Holiday as you explained how will I see it in the payment report?
We’d love to understand this in more detail; please feel free to contact our Support team.
Q: If Casual and subcontractors don't receive payment in Public Holidays, how could I exclude them for Public Holiday Payment?
You can set up a Location called “Public Holiday not worked” with an Area called the same. Then contact our Support team and they’ll exclude this Location from Public Holidays in the backend of your account. Once complete, you can schedule your staff members on that public holiday in the Location “Public Holiday not worked”, and the timesheet will export with the usual pay rates (not PH rates) and it will show “Public Holiday not worked” as the area on your timesheets so there’s no confusion for management or the employees
Leave, Breaks & Stress Profiles
Q: Can you block an entire period of days from leave requests?
This has to be done individually per day.
Q: Can you change a scheduled shift person to sick leave on the roster?
No you can put the sick leave into the employee’s profile (or the employee puts it in) if it is before the actual shift or you change it in the timesheet (scroll to the bottom in the “Area” dropdown) if it is afterwards. Here are some of our commonly asked leave questions.
Q: Can you set parameters that won't allow you to roster certain staff on without having a certain amount of hours break between shifts (eg 10 hours)? Some of our staff finish at 11pm and we re-open at 5.30am the next morning so would be good to have this automatically set up that that particular person would only be able to start work the next day at 9am (as an example)
Yes, this can be achieved through creating a custom “stress profile” in your account. It has to be done in the backend of your account by us so please reach out to our 24/7 Support chat and ask them to put a custom stress profile in your account with a minimum of 10 hours break between shifts
Q: Can you set up alerts/blocks for when staff are rostered outside of when they should be? E.g. - full time staff receiving 6 shifts in a week would send an alert
Yes, you can set your employees up with stress profiles under “job information” in their profiles and once someone’s stress profile is reached it will give you a warning in the schedule.
Q: How can I use TOIL?
Q: How do you change the stress profiles listed in the people profile?
The “stress profile” can be changed in the employee’s profile under “job information” (second setting). Here’s more on stress profiles.
Q: What options do we have to ensure we manage Fatigue Management if a staff member is working over a number of different projects?
The “stress profile” in Deputy is attached to the employee’s profile and it doesn’t matter in how many Locations/Areas (projects) they’re rostered on. Once the stress profile is reached it will show a warning in the schedule.
Q: Can we set up the employee's maximum hours, like if i want to give a certain employee 20 hours max?
Yes, this can be done in the 'Stress profile' in an employee’s profile under 'Job information'.
Q: Can you set parameters that won't allow you to roster certain staff on without having a certain amount of hours break between shifts (eg 10 hours)?
Yes, this can be achieved through creating a custom 'Stress profile' in your account. It has to be done in the backend of your account by us so please contact our Support chat and ask them to put a custom stress profile in your account with a minimum of 10 hours break between shifts.
Q: How do I add new training requirements to the system?
There’s 2 ways to add a new training requirement in Deputy. First, you can add it by going to the desired area in your location settings and under 'Edit' you can just type it into the “'raining requirements' field and make sure to press 'Enter' afterwards.
The second way is to add it under 'Job information' in an employee’s profile under 'Add Training'.
Q: Can you alter the label or name of a training module? Is there somewhere where I can delete old training labels/names?
Yes, navigate to the employee’s profile with that particular training and under 'Job information' you'll find the training/s attached to the employee and then underneath the 'X' you find the 'Edit' button where you can edit or delete the training
Q: How do you add a training requirement or module to allocate to employees?
You can add and allocate a training to a staff member under 'Job information' in the employee’s profile and then just click 'Add Training' or type it into the 'Training' field if it exists already in your account
Shift Notes & Attachments
Q: Can you clarify the character limit of the 'notes' section of the shift details so we can plan accordingly?
There is a 250 character limit for shift notes.
Q: We have a requirement - when a shift is completed - then 5-10 photos of the job completed need to be uploaded to Deputy. Is that doable?
This is not currently possible in the Schedule but you can upload files to Newsfeed posts. Please be aware that there’s a limit of 4 files per post.
Q: Are you able to attach documents to individual shifts?
No, this is not possible in the schedule or timesheets but can be done through the Newsfeed. We have passed the feedback/idea to the Product team.
Q: Can you attach a file or note to individual staff members?
Yes, this can be done by creating a 'Training requirement' in the staff members profile under 'Job information' as seen in this guide.
Q: When notifying staff from my phone even though choice was email and smartphone we were charged the 5c why would this be?
Please reach out to our 24/7 support chat and they will be able to help you further with this or will escalate it to the relevant team. SMS notifications incur a $0.05 charge per SMS.
Q: With push notification do you receive a message saying all staff received the message?
No, you don’t receive a message confirming that your staff members received the push notifications. This is not possible because the employees can turn push notifications on or off in the phone software, not the Deputy app. Therefore this is controlled by Apple or Android.
Q: If a shift is to be cancelled/removed is the employee notified of the change?
This is not possible at this stage but this feedback has been passed on to our product
Q: Does a staff member receive a notification or update if they have been removed from a shift?
This is not possible at this stage but this feedback has been passed on to our product
Q: Do you get notified when an open shift has been grabbed by an employee
Yes, depending on what option is set up in your location settings (Shift notifications under “Scheduling”) this notification will be sent to the Scheduling Creator or Scheduling Manager of the location. You may also be interested in Shift Confirmations.
Reports & Statistics
Q: In the past phone users reported issues uploading photos. Do you know if anyone else reported this issue and if it has been rectified?
This question is difficult to answer without knowing your account and having a look into it. Please contact our Support chat and they will be able to help you further with this or will escalate it to the relevant team.
Q: Can you run a report with wages versus turnover for the previous weeks or forecast sales versus wages.
Yes, if you are on the Premium plan and have access to the Reports tab, the Schedule vs Timesheet vs Sales report should provide this information for you.
Q: I understand that the Jobkeeper eligibility report is available however I found that the default employment basis has been set as full time. How do I change this?
Q: Can you go over reporting rosters vs wages?
Yes, there will be a training session in the future about the reports in general. We don’t have an exact date for it yet but keep an eye out for our upcoming training sessions!
Q: How do you look back on all shifts an individual has worked? I have looked in the reports section and can not find one easily. I have a team member who needs a report for all the shifts they have worked for the last year by area.
The best option for that would be not necessarily a report but the timesheet section. If you go to “Export timesheets”, choose the location the employee has worked in and then only “tick” that particular employee. Then you can extend the timeframe at the top to the beginning when that employee started or when the Deputy account was set up (or any desired timeframe really) and it will list all the timesheets from that employee over that timeframe
Q: I don't see Reports at the top of my Deputy? Also, when I don't have the option to tick"public holiday"the 250 character limit on shift notes and inability to attach documents to shifts.. are there any plans to improve this? Approximate timeline?
You may not have the access level requirements to see Reports at the top and tick public holiday. Please reach out to the system admin of your account and let them upgrade your access level if this is needed. For more information have a look at this article from our help page on access levels.
Regarding the 250 character limit on shift notes and the inability to attach documents to shifts, this feedback has been passed on to our product team. We don’t have an approximate timeline yet.
Q: Does Deputy have to be linked to payroll for scheduling costs to show up? Or can that be entered manually?
No, the employees have to be set up with pay rates. This can be done through syncing them from a payroll software (like Xero) or they can be put in manually.
Q: Is the $ that appears on the left gross wages/When published, will the roster show the wage costs?
The rates on the right side of the schedule underneath the employees show the schedule cost for the chosen timeframe; once the week progresses it replaces the schedule cost from past days with actual timesheet wages.
Example: If you roster weekly and you publish the roster on a Sunday, you’ll see only schedule cost on that Sunday. Once the week progresses and you look at it again on Wednesday it would’ve replaced the Monday & Tuesday rates with timesheet wages as they’re in the past but Wednesday, Thursday & Friday are still schedule cost.
Integrations, Timesheets & Exports
Q: We are transitioning from Xero to Netsuite. How do we configure that the correct data is imported into Netsuite?
Here’s a handy article on the Deputy integration with Netsuite.
Q: What is an Export code?
An export code is what matches the pay rates in Deputy with the pay rates in your payroll software. Check out this guide on Export Codes for more details.
Q: Can you set up to notify staff when a shift is deleted?
Unfortunately not. We would recommend to notify the staff members via Newsfeed if they don’t check their Deputy app on a daily basis to see if their shift has been deleted
Q: In the notes section in adding a new shift, can these comments come over to timesheet comments?
Yes, the shift notes in the schedule come through to the timesheets and are shown underneath the break details
Q: Are there more deep dive webinars available?
This is the first in a series of webinars in APAC focused on customer training. As we progress along the series, the webinars will cover a range of topics as well as Deputy knowledge levels.
Q: I'd like to see a webinar about setting up from the start once I've signed up with Deputy
Thanks for the feedback. We’re planning a webinar about “Setting up an account the right way for your business" in the near future!
Q: Can you show me how to delete shifts for a staff member that has left/ often a person has multiple shifts they are rostered for and I have to delete each one individually?
When you’re archiving a staff member a warning message comes up with all the upcoming shifts for that staff member and it’ll give you the options to either delete, give those shifts to other staff members or open them up for your team to grab.
Q: How long are schedules kept for past weeks (records feature?)
The records in Deputy are kept from the day the account was created
Q: Can I assign a daily task group to a specific employee?
No, a task group can be assigned to an area whereas an individual task can be assigned to a specific employee. You could create an area for a single employee and then assign the task group to that area.