This article is describes customizing the access levels and permissions for roles within Deputy. This article intended for customers on plans with the Custom access levels option on the Access & permissions tab of Business Settings. Check to see if the ability to customize a role's access levels and permissions is available on your plan.

What we'll cover:

• Defining a role
• Default roles
• Access levels
• Viewing a role
• Creating and editing Roles
  • Main settings
  • Permissions
  • Permission Categories
  • Apps & Reports
  • Categories
  • Save This Role
• Exporting Roles

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 5 basic roles (or 6 basic roles if your account includes Deputy Payroll) with specific permissions. You can adjust the permissions for these roles, and make new roles with customized permissions and access.

Default roles

• Advisor (not editable)

• Employee

• Supervisor

• Location Manager

• Payroll Administrator (Deputy Payroll only)

• System Administrator

Access levels

As mentioned above, Custom access levels is a feature available only on specific Deputy plans. Check to see if custom access levels is available on your plan.

To begin the process, follow these steps:

1. If you are logged in as a System administrator or Advisor role, you can access Business Settings from the drop-down menu under your name.

   

2. In the sidebar, click the Access & permissions tab.

   

3. Then click Custom access levels.

4. In Access & 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

1. The “View” magnifying glass allows you to see the details of this role, make a New Role, and even Edit the Role.

   

2. From there, you can use the Record Browser’s left and right arrows to browse 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. You must set up four sections: Main settings, Permissions, Apps & Reports, and Categories. Once you've set up these categories, make sure you click Save This Role.

Main settings

• 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.

• Reports To: 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 that can manage this role.

• Enforce Two-factor Authentication (2FA): Some Roles require discretion and can give employees access to other employees' personal information, including their pay, so you may want to secure this role’s login using Two-Factor Authentication, or 2FA.
  • 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.
• Also Reports To: 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 report to any role between it and the one it already reports to. In the example below, the Sales Rep Role reports to the Location Manager and the Supervisor.

Permissions

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)

 

Permission Categories

The following categories of Permissions are available. Click below to learn more about each group of permissions:

1. Global Applications

2. Communications

3. Scheduling

4. Approve Timesheets and Export Timesheets

5. Approve Leave Requests

6. Manage Team Member Details in People

7. Manage and View Sensitive Data in People

8. Deputy Payroll and Pay Calendar

9. Business set up

10. Global Visibility

11. System Configuration

Apps & Reports

By assigning reports or applications to a role, a team member in a staff role can run specific reports or applications without having the ability to edit the reports or applications. 

When editing a role, under the Apps & Reports section, select one or more reports under the Available column and drag them into the Assigned column. You can also select All, None, Invert or Remove selected using the options at the top of each column.

Note: Manage classic reports and metrics is a permission under Business set up in the Permission table.  

• If Manage classic reports and metrics is disabled for a role, but reports are assigned here, the team member will see the assigned reports only.  
• If Manage classic reports and metrics is enabled for a role, a team member will have access to all classic reports. Reports do not need to be assigned here. 

Categories

Save This Role

When you’re finished editing the Role, remember to save your changes by clicking on Save This Role, move on to the next Role in the Record Browser with Save and Next, or select Save and Duplicate the role to get a head start on creating a similar Role.

Exporting Roles

To generate a list of all the roles in your organization, you have two options:

• Click PDF to create a PDF containing a simple list of roles and their reporting structure.
• Click CSV to create a more detailed spreadsheet list of roles, including reporting structure, two-factor authentication settings, and assignments under the Apps & Reports and Categories tabs.