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Managing team member profile information user access permissions

Lisa Kirby
  • Updated

Deputy Premium accounts come preconfigured with a standard set of access permissions.

When managing other team members' information in their profile on the People tab in Premium accounts, these are the permissions of all standard access roles:

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Personal

Task System Admin  Location Manager Advisor Payroll Admin Supervisor Employee
Manage name, profile picture, date of birth, contact details and emergency contact details ✅ ✅ ✅ ✅

View only

and

only for team members with Employee level access

 ❌
Manage login issues with password reset and 2FA reset ✅ ✅ ✅ ✅ ❌ ❌
Archive team member ✅ ✅ ✅ ✅ ❌ ❌
End employment  ✅ ✅ ✅ ✅ ❌ ❌

Note: each team member can update their own personal details in the Deputy global profile and reset their own password.

 

Employment

Task System Admin  Location Manager Advisor Payroll Admin Supervisor Employee
Manage access level of team member ✅ ✅ ✅ ✅

View only

and

only for team members with Employee level access

 ❌
Manage locations team member works at and preferred areas ✅ ✅ ✅ ✅

View only

and

only for team members with Employee level access

 ❌
Manage hire date ✅ ✅ ✅ ✅

View only

and

only for team members with Employee level access

 ❌
Manage training records ✅ ✅ ✅ ✅

View only

and

only for team members with Employee level access

 ❌
Manage employment type ✅ ✅ ✅ ✅ ❌ ❌
Manage pay rate ✅ ✅ ✅ ✅ ❌ ❌
Manage pay calendar ✅ ✅ ✅ ✅ ❌ ❌
Manage Payroll ID ✅ ✅ ✅ ✅ ❌ ❌
Manage regular working hours ✅ ✅ ✅ ✅ ❌ ❌
Manage the assignment of leave entitlements to team members ✅ ✅ ✅ ✅

View only

and

only for team members with Employee level access

 ❌

Note: only users with System Administrator access level have permission to create other users with System Administrator access permissions.

 

Payroll (AU add on only)

IMPORTANT

Information provided by Deputy is intended for general guidance purposes only and is not a substitute for professional legal or financial advice. Deputy does not accept liability for actions taken based on this information.
Employers are responsible for ensuring their employees are paid correctly in line with the applicable award/s, industrial instrument/s and relevant employment agreements.
For specific issues or if you are unsure about your employee/s’ entitlements, please consult a legal, financial or employment relations specialist. Deputy does not offer advice on employment law or taxation matters, including payroll specifics.

 

Task System Admin  Location Manager Advisor Payroll Admin Supervisor Employee
Bank details view ✅ ✅ ✅ ✅ ❌ ❌
Bank details edit ✅ ❌ ❌ ✅ ❌ ❌
Superannuation view ✅ ✅ ✅ ✅ ❌ ❌
Superannuation edit ✅ ❌ ❌ ✅ ❌ ❌
Tax File Number declaration view ✅ ✅ ✅ ✅ ❌ ❌
Tax file number declaration edit ✅ ❌ ❌ ✅ ❌ ❌
Payroll calculation view ✅ ❌ ❌ ✅ ❌ ❌
Payroll calculation edit ✅ ❌ ❌ ✅ ❌ ❌
Payslips ✅ ❌ ❌ ✅ ❌ ❌

Note: each team member can view and edit their own payroll details if enabled.

 

Journals

Task System Admin  Location Manager Advisor Payroll Admin Supervisor Employee
View journal entries ✅ ✅ ❌ ✅

✅

only for team members with Employee level access in same location

 ❌
Add new journal entries ✅ ✅ ❌ ✅

✅

only for team members with Employee level access in same location

 ❌
Edit journal entries ✅ ❌ ❌ ❌ ❌ ❌
Rate performance as positive or negative ✅ ✅ ❌ ❌ ❌ ❌
Delete journal entries ✅ ❌ ❌ ❌ ❌ ❌

 

Onboarding form (Deputy HR only)

See also: New hire onboarding user access permissions

Task System Admin  Location Manager Advisor Payroll Admin Supervisor Employee
Manage onboarding of team member ✅ ✅ ✅ ✅ ❌ ❌

 

Documents (Deputy HR only)

See also: Documents user access permissions 

Task System Admin  Location Manager Advisor Payroll Admin Supervisor Employee
Request  documents from team member ✅ ✅ ❌  ✅  ❌ ❌
View documents from team member ✅ ✅ ✅ ✅ ❌ ❌
Upload documents on behalf of team member ✅ ✅ ❌ ✅ ❌ ❌
Manage team member documents  ✅ ✅ can download documents only ✅ ❌ ❌

 

Shifts

Task System Admin  Location Manager Advisor Payroll Admin Supervisor Employee
View upcoming shifts and past timesheets ✅ ✅ ✅ ✅ ✅ ❌
Replace team members in shifts ✅ ✅ ✅ ✅ ✅ ❌

 

Leave

Task System Admin  Location Manager Advisor Payroll Admin Supervisor Employee
View leave requests ✅ ✅ ✅ ✅ ✅ ❌
Add leave requests on behalf of team member ✅ ✅ ✅ ✅

✅

dates only

 ❌
Approve or decline leave requests ✅ ✅ ✅ ✅

✅

dates only

 ❌
Edit current leave balances ✅ ✅ ✅ ✅ ❌ ❌

Note: each team member can manage their own leave requests.

 

Availabllity

Task System Admin  Location Manager Advisor Payroll Admin Supervisor Employee
Manage availability ✅ ✅ ✅ ✅ ✅ ❌

Note: each team member can manage their own availability.

 

News feed in the team member profile

Task System Admin  Location Manager Advisor Payroll Admin Supervisor Employee

View other team members' news feed posts to groups

(not direct messages between team members)

 ✅ ✅ ✅ ✅

only for team members with Employee level access

 ❌
Delete team members' posts ✅ ❌ ❌ ❌ ❌ ❌

 

Read more about permissions in Deputy:

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