This article explains the permissions for shift tracking, including how your team records working hours, and rules for creating or editing timesheets. It can help you select the appropriate permissions when creating a custom access level.
 

Before you read

• Target audience: This article is for users with System Administrator access.
• Plan restrictions: To check whether your plan includes custom access levels and permissions, see the Customization & Security section of our Pricing Plans.
• Feature update: Custom access levels has a new look in Business settings. The changes are being gradually rolled out and will soon be available in all eligible Deputy accounts. If you're not on the new access level experience, go to Classic custom access levels and permissions (Discontinuing).
   

This article covers

• Shift tracking permissions
  • Clock in and out via mobile apps
  • Clock in and out without submitting a photo on the time clock 
  • Add and edit timesheet manually (without clock in)
     

Shift tracking

These permissions determine how and where team members log their working hours. Since time tracking feeds directly into payroll, these permissions influence timesheet accuracy and processing.

Tip: If your team members work across multiple locations (like traveling nurses or cleaners), you may want to enable the Clock in and out via mobile apps permission so they can record their working hours in real time.
 

 Clock in and out via mobile apps

• If turned ON: Users can start and end their shifts and breaks using the Deputy app on their smartphones.

• If turned OFF: Users must use the Deputy Time Clock on a device at your workplace (like an iPad or Kiosk) to start and end their shifts and breaks.

Note: This is a location-specific activity. You can override this permission for individual locations on the Locations tab. Check out our article on how to customize your Timesheet settings by Location.

 Clock in and out without submitting a photo on the time clock

• If turned ON: Users can start and end shifts on the Deputy Time Clock without taking a photo, even if the Location normally requires it.

• If turned OFF: Users must take a photo to successfully clock in or out if the location has "Require a photo" enabled.

Note: This is a location-specific activity. You can override this permission for individual locations on the Locations tab. Check out our article on how to customize your Timesheet settings by Location. 

 Add and edit timesheet manually (without clock in)

• If turned ON: Users can:

  • Create a full timesheet for themselves without needing to clock in.
  • Edit their own timesheets that are still pending approval.
  • Start a shift using a web browser.

• If turned OFF: Users can only record time by clocking and cannot change their times once the shift is recorded.