| Note: From October 1st, 2025, we introduced new plans that better reflect how our customers use Deputy: Lite, Core, and Pro. If you're an existing customer, look out for an email with all the details you’ll need. Learn more about the new plans and what this change means for you. |
| Note: Some features or functions mentioned in this article are currently in beta trials and may not yet be visible in your account. |
You can use Deputy AI to manage attendance, review timesheets, and process leave requests using natural language. Deputy AI performs tasks at your request after you review and confirm the details.
Before you read
- This article is for users with System Administrator, Location Manager, or Supervisor access.
To start a request from scratch, click New Topic. This keeps Deputy AI focused on the current request and avoids pulling in context from earlier requests.
This article covers
- How do I navigate to Deputy AI?
- How can Deputy AI help me manage timesheets?
- What are the limits of Deputy AI in timesheets?
- Troubleshooting Deputy AI
- FAQs
How do I navigate to Deputy AI?
Deputy web
Find and click the Deputy AI icon along your top menu.
Note: If you don't see the Deputy AI button, your System Administrator needs to enable this feature.-
Type your question or instruction in plain English and hit send.
Note: Use the @ symbol to easily identify team members, locations, and areas.
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Review Deputy AI’s proposed plan and either:
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Reply with any changes or corrections until you're ready to confirm.
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Click Confirm to allow Deputy AI to make the proposed changes.
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Receive a confirmation that the action has been completed.
Note: If you have multiple unrelated requests, click New Topic to start from scratch. This keeps Deputy AI focused on the topic and prevents it from pulling in context from earlier conversations.
Deputy mobile app
- Click the Deputy AI button at the top of the home page.
To start a conversation from scratch, click New Topic. This keeps Deputy AI focused on the current requests and prevents it from pulling in context from earlier conversations.
Type your question or instruction in plain English and hit send.
Note: Use the @ symbol to easily identify team members, locations, and areas.-
Review Deputy AI’s proposed plan and either:
Reply with any changes or corrections until you're ready to confirm.
Click Confirm to allow Deputy AI to make the proposed changes.
How can Deputy AI help me manage timesheets?
You can manage time tracking and leave by typing simple instructions into the chat. This includes completing the following actions:
| Supported Request type | Description | Example requests |
|---|---|---|
| Check shift and attendance status | Get real-time updates on who is currently working, who has missed a clock-in, or who may have missed a break. |
“Who is on shift right now @Bayside?” “Did anyone miss their break today @Bayside?” |
| Find timesheets | View timesheets by team member, location, date range, or status, and request specific details such as late starts. |
“Show me all timesheets at @Cafe from the last two weeks where team members were more than 10 minutes late.” “List all of @Mindy’s timesheets from last week.” |
| Edit timesheets | Update start or end times or discard existing timesheets. | “Update @Lian’s 11 Jan timesheet to start at 9:17am and finish at 5:23pm.” |
| Create timesheets | Add new timesheets for team members, including role, hours worked, and breaks. | “Add a timesheet for @Katya yesterday as an @ED Nurse from 4pm to 11pm, with a 30-minute paid break.” |
| Approve timesheets | Approve timesheets for specific team members or locations, including bulk approvals. |
“Approve @Rico’s timesheet from yesterday.” “Approve all timesheets where hours worked match the schedule at the @Fitzroy Clinic.” |
| Review differences | Compare scheduled shifts with actual timesheets to identify discrepancies. | “Compare @Rishu’s shift from yesterday with his timesheet and let me know if there are any differences.” |
| Manage leave and clock-ins | Create leave requests or manually clock team members in or out. |
“Create a leave request for @Kim for next Tuesday.” “Clock in @Sagar for his shift at 9am today.” |
What are the limits of Deputy AI in timesheets?
While Deputy AI is a powerful assistant for attendance, it currently has specific limits within its timesheet skillset. Below are some examples of what Deputy AI is yet to be able to do.
| Unsupported Request Type | Description | Example requests |
|---|---|---|
| Numerical or analytical queries | Deputy AI cannot generate reports or perform complex numerical comparisons across long time periods. |
“How many hours has Rafael worked this year compared to Mel?” “Create an overtime report for 2025.” |
| Predicting attendance | Deputy AI cannot predict or forecast future attendance based on historical behaviour. | “Who is most likely to be late next week based on their history?” |
| Modifying pay rules | Deputy AI cannot change pay rules, award interpretations, or underlying pay conditions for timesheets. | “Change the Saturday penalty rate for the front-of-house team.” |
| Bulk payroll exports | Deputy AI cannot export timesheets or payroll data to external payroll providers. | “Export all approved timesheets to Xero.” |
Troubleshooting Deputy AI
If Deputy AI is not responding as expected, try these steps:
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Click New Topic: If Deputy AI seems confused or is referencing old data, click New Topic to clear the conversation context.
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Be more specific: Always use the @ symbol to include names, dates, and locations in your request.
- Check permissions: If you receive an error when clicking Confirm, make sure you have permission to perform that task in Deputy.
How does Deputy AI handle my data?
Deputy AI is built with security and privacy as its top priorities.
- No model training: Your business data is not stored or used by any model providers to train the Large Language Model.
- Permission aware: Deputy AI respects existing role permissions and cannot perform actions a user is not permitted to do manually.
- Bias protection: Guardrail rules are used to prevent biased or unfair shift recommendations.
FAQs
To learn more about Deputy AI's privacy FAQs visit the Deputy Privacy Center, and to learn more about Deputy's security program visit the Deputy Trust Center.