Your employer might schedule you on a micro-scheduled shift with you assigned to multiple areas for the one shift. Micro-scheduling allows you have a clear understanding of which areas you will be working in during your shift. However, you still only need to clock in and out of Deputy once per shift using the Deputy mobile app, Deputy Time Clock app or Me tab.

• Viewing an upcoming shift with a micro-scheduling
• Confirming a shift with micro-scheduling
• Claiming an open shift with micro-scheduling
• Swap or offer a shift with micro-scheduling
• Clocking into a shift with micro-scheduling
• Checking your micro-schedule during the shift
• Amending shift details of a shift with micro-scheduling
• Clocking out of a shift with micro-scheduling
• View a worked timesheet with micro-scheduling
• Can I work an unscheduled shift with micro-scheduling?
• Important information on Micro-scheduling

Viewing an upcoming shift with micro-scheduling

Via Deputy mobile app

Tap on the Home tab on your Deputy mobile app and review the Upcoming shifts section. If a shift is a micro-scheduled shift, there will be multiple areas listed. When you tap on the shift, you can see the times that your manager has scheduled you to work in each area.

Note: 

• If you view the shift via the Schedule tab on the mobile app you will only see the first allocated area and not the entire micro-schedule so please view the upcoming shifts via the Home tab.

Via the web

On the Me tab, you can see your upcoming shifts and previous timesheets in your Calendar display for the week selected or click Upcoming Shifts to display all your upcoming shifts. 

If a shift is micro-scheduled, multiple areas will be listed, and when you select a shift, you can see the times your manager has scheduled you to work in each area.

Note: this Calendar only displays shifts in the past that have a timesheet associated with them or upcoming scheduled or Open shifts in the future. If a past scheduled shift was not worked, it will not appear on the Calendar in the Me tab, but instead display as unscheduled. 

Confirming a shift with micro-scheduling

If your manager schedules a shift with micro-scheduling that requires you to confirm you can work there are a few ways you can do this:

Via Deputy mobile app push notification

If you have push notification enabled on your phone and are logged into the Deputy mobile app you will be notified when you have a shift to confirm.

Tap on the push notification and review your upcoming shifts. Tap on the shift you need to confirm. 

You can view all the areas and times your manager has scheduled for the shift.

Tap Accept or Decline to let your manager know whether you can work the shift.

Via email notification

You will also receive an email with your upcoming shifts showing the areas and times your manager has scheduled you to work. If the shifts require confirmation you will need to click on the button to accept to decline the shift.

Review the shift requiring confirmation and click Accept or Decline to let your manager know whether you can work the shift.

Via SMS

If your workplace uses SMS notifications and you have your phone number stored in Deputy then you will also receive an SMS asking you to confirm or decline the shift.

Note: SMS notifications will not display detailed information about the micro-schedule. To view this information you would need to review upcoming shifts on the Deputy mobile app or email as described above.

Claiming an open shift with micro-scheduling

Via Deputy mobile app

If your manager sends an open shift with micro-scheduling you can tap on Available shifts on the Home tab of the mobile app.

A shift with multiple areas planned will display the number of areas scheduled and when you tap on the shift the micro-scheduled shift details will be displayed,

Tap on Claim shift if you would like to claim this shift.

Note: If the manager sets the shift as Open then the first team member to claim the shift will work it. If the manager sets the shift as Open with approval then you can request to work the shift along with any other team members and the manager will decide who to assign the shift to.

Via the Web

If you see Open Shifts in the Calendar on the Me tab and you would like to work this shift, you can click on them to Claim Shift.

You can also click on the Available Shifts button to view all open shifts available to be claimed.

Any shift with multiple subshifts will display the number of scheduled areas, and the micro-scheduled shift details will be displayed when you select it.

Click on Claim if you would like to claim this shift.

Note: If the manager sets the shift as Open then the first team member to claim the shift will work it. If the manager sets the shift as Open with approval then you can request to work the shift along with any other team members and the manager will decide who to assign the shift to.

Swap or offer a shift with micro-scheduling

Via Deputy mobile app

If your Manager has enabled the Swap or offer shift feature, you can do so with micro-scheduled shifts. Under Upcoming Shifts, select your shift, click can't work, then Swap Shift or Offer Shift. Note: You can only swap or offer the entire shift, not part of a shift.

Note that shifts offered to other team members remain your responsibility until they have been claimed by another team member.

Read How to swap or offer your shift to a co-worker to learn more about swapping and offering shifts.

Via the web

If you have a scheduled shift that you can no longer work, you can swap or offer it to another employee.

Note: Shifts offered to other team members remain your responsibility until they have been claimed by another team member.

Read How to swap or offer your shift to a co-worker to learn more about swapping and offering shifts or see the brief steps below to do it, one of two ways:

1. Under the Me tab, select your shift, click can't work, and then Swap or Offer Shift. Note: You can only swap or offer the entire shift, not part of a shift.

2. Under the Schedule tab, select your shift, click can't work, and then Swap or Offer Shift. Note: You can only swap or offer the entire shift, not part of a shift.

Clocking into a shift with micro-scheduling

Via Deputy mobile app

To clock into a micro-scheduled shift, simply tap on Start shift on the Home tab of the mobile app. This will start the shift.

If you would like to see the micro-scheduled shift details before you start the shift tap on the shift details link (in purple, above the Start shift button).

The shift details will display the micro-scheduled shift details, and also allow you to add a comment if needed. Once you tap Start shift the shift will be started in the first area you have been scheduled in.

Note:

• Once you have clocked in for your shift and completed your work in the first area, you do not need to clock into the next area. Deputy will automatically continue the shift into the next scheduled area for you. What if I need to amend the times I work in each area?
• You may still clock in and out of breaks as required.

Via the web

To clock into a micro-scheduled shift, tap Start shift on the left side of the Me tab; this will show you the micro-scheduled shift details. Once you're ready, click Start shift, and the shift will be started in the first area you have been scheduled in.

Note:

• Once you have clocked in for your shift and completed your work in the first area, you do not need to clock into the next area. Deputy will automatically continue the shift into the next scheduled area for you. What if I need to amend the times I work in each area?
• You may still clock in and out of breaks as required.

Checking your micro-scheduled shift during the shift

Via Deputy mobile app

If you need to check your micro-scheduled shift during your shift, tap on the Home screen and tap on the shift details link to view your micro-schedules.

In the example below:

• The green check box shows the team member which areas of work have been completed and which breaks have been taken
• The timer counter shows how much time is left to work on the final scheduled area

Tap on the X at the top of the screen to close the shift details and return to the Home screen when you are done.

Just to remind you, you do not need to clock in and out again to change to the next scheduled area throughout the shift, but you can clock in and out of breaks as required.

Via the web

If you need to check your micro-scheduled shift during your shift, head to the Me tab and click on the blue "X areas, shift time" section.

In the example below:

• The green "Worked" tags show the team member which areas of work have been completed.
• The green "Taken" tags show the team member which breaks have been taken, and for how long.

Tap on the X at the top of the screen to close the shift details and return to the Me tab when you are done.

To remind you, you do not need to clock in and out again to change to the next scheduled area throughout the shift, but you can clock in and out of breaks as required.

Amending shift details of a shift with micro-scheduling

Via Deputy mobile app

If your organization permits team members to modify timesheets during a shift, you can edit any taken break times during the shift:

1. Tap on the shift details link from the Home screen.

2. Tap on any completed breaks (they will have a green tick against them - you can't modify the details of a break until you have completed it).

3. Tap on the break to modify the times (or tap on the cross on the top right of the screen to add another break)

4. Use the time selectors to select the correct start and end time for your break then tap Done.

5. Tap on Shift details to return to the previous screen where the new break times will be displayed.

6. Tap Done.

7. You will see a message on the home screen to let you know the shift details have been updated.

Note: You can not update the start and end times of each worked area within shift details during the shift, but you will have an opportunity to update these times when you clock out.

Via the web

If your organization permits team members to modify timesheets during a shift, you can edit any taken break times after the shift by following the instructions below.

Clocking out of a shift with micro-scheduling

Via Deputy mobile app

If your organization permits team members to modify timesheets during a shift, then when clocking out of a shift with micro-scheduling, you have the chance to review the areas you have worked in and adjust the times for each area if required.

You may also add other areas and times you may have worked in even though they were not scheduled.

1. On the Home screen, tap End Shift.

2. Tap on the Area you wish to edit the time for.

3. Use the time selector to choose the time you started and ended work in this area. In the example, the team member was scheduled to work in 'South room' from 1 to 3pm but is editing the worked time in this area to 1 to 2pm. Click Done when you have finished and you will see that the shift times have automatically adjusted so that there are no gaps between 'South room' and 'Bar'. The 'Bar' shift now shows from 2pm to 5:01pm. You can tap on End shift if you are ready to end the shift now OR

4. If you would like to add another area you worked in that was not part of the original micro-scheduled shift tap on the + icon at the top right of the screen.

5. Select the name of the area you would like to add to your shift, then use the time selector to specify the start and finish time you worked in this area. Click Done when you are finished. In this example, the team member has added a worked shift in 'Admin' from 3:31pm til 4pm.

6. You will see that the shift times have now automatically adjusted so that there are no gaps between any areas and the 'Bar' shift now shows from 4pm to 5:01pm to accommodate the addition of the admin shift.

7. Once you are happy with your shift details, tap on End shift (or Next if you have shift questions to enter then End shift). 

8. If your organization has shift pulse enabled you might be asked a question about your shift which you can answer anonymously to send feedback to your manager. Select a response, enter feedback and tap Send feedback or swipe up to dismiss the question without answering.

Via the web

If your organization permits team members to modify timesheets during a shift, then when clocking out of a shift with micro-scheduling, you have the chance to review the areas you have worked in and adjust the times for each area if required.

You may also add other areas and times you may have worked in even though they were not scheduled.

1. On the Me tab, click on the red End shift.

   

2. Here you can:
   • Use adjust the area and start and end times using the selectors to update your time sheet.
   • Add another Area you worked in that was not part of the original micro-scheduled shift. Click on the Add Area text below your registered shifts, select the area, and specify the time you worked.
   • Add a Break, by clicking on the Add Break text in the break section and selecting the time this was taken.
     • Note: When you make a change, the shift times of the area/break that would overlap will automatically adjust so that there are no gaps or breaks between areas.
   • You can fill out any of your organisation's shift questions or leave comments as usual.
3. Once you are happy with your shift details, tap on End shift.

View a worked timesheet with micro-scheduling

Via Deputy mobile app

Currently, all timesheets will only display the first area you worked in, even if the scheduled shift contained micro-schedules with multiple areas. This will be rectified in future versions of the feature to include all worked areas in the timesheet. Your manager will still be able to see all worked areas and times when they review the timesheet to approve it.

On the Timesheets screen then tap on the timesheet you wish to review.

Timesheets with a green tick have already been approved by your manager. 

Timesheets without a green tick have not yet been approved and can edited however please speak with your manager before amending any timesheet with micro-scheduling to ensure the correct areas are recorded.

Can I work an unscheduled shift with micro-scheduling?

Micro-scheduling aims to provide a plan of the areas in which you will be scheduled for a shift. If you are clocking in for an unscheduled shift, then you will not have micro-schedules in place.

However, if you work an unscheduled shift and work across multiple areas, you can edit your timesheet on the Deputy mobile app during clock-out to specify which areas you worked in and for what times.

The timesheet generated when you clock out will allow your manager to view which areas you have recorded as having worked in.

Important information on Micro-scheduling

Before setting up Micro-scheduling, it is important to know that: 

• Micro-scheduling is a one-way rollout; once you enable it, you won't be able to revert it.
• Micro-scheduling can currently only support a single pay rate applied to all parts of the micro-scheduled shift assigned to a single employee. This means you cannot pay an employee via multiple pay rates within the same shift.

For more information on the limitations of micro-scheduling, you can check out the Micro-Scheduling FAQs page.