This article explains the permissions used to build schedules, view labor costs, and manage business insights within Deputy. 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. This change is being gradually rolled out to all eligible Deputy accounts. If you're not on the new access level experience yet, check out Classic custom access levels and permissions (Discontinuing).
   

This article covers:

• Schedule creation permissions 
  •  Manage schedules… In assigned locations
  •  Manage schedules...In all locations
  •  Manage schedules…All team members
  •  Edit and create new shifts
  •  Bypass scheduling warnings
  •  View day notes and leave restrictions on schedule
  •  Edit day notes and limit leave requests on schedule
• Costs visibility permissions
  •  View shift costs for lower access levels 
  •  View shift costs for all access levels 
• Business Insights permissions
  •  View and run labor models
  •  Manage labor models
• Advanced permissions
  •  View public holidays 
  •  Manage public holidays 
     

Schedule creation permissions

These permissions control who can build, edit, and manage the shifts in the Schedule tab. 

Tip: Bypass scheduling warnings is a permission that's usually reserved for senior managers to help keep schedules consistent with training compliance and leave requirements.
 

 Manage schedules…In assigned locations

• If turned ON: Users can create and edit schedules for the locations they are assigned to manage.

• If turned OFF: Users cannot create and edit schedules for their assigned locations.

 Manage schedules...In all locations

Dependencies: Turning this permission ON will automatically enable the following permission: Manage schedules…In assigned locations.

• If turned ON: Users can select team members from any location in the organization when creating or modifying schedules. This is required if a manager needs to "borrow" team members from a different location to cover a shift.

• If turned OFF: Users can only schedule team members assigned to their specific locations.

Note: If you use the classic (discontinuing) Manage Area permission, keep this role permission turned off so the source of truth remains with Manage Area.

 Manage schedules…All team members

Dependencies: Turning this permission ON will automatically enable the following permission: Manage schedules…In assigned locations.

• If turned ON: Users can schedule any team member regardless of hierarchy, including those with higher access levels or above them in the role hierarchy.

• If turned OFF: Users can only manage team members who sit below them within the role hierarchy.

 Edit and create new shifts

Dependencies: Turning this permission ON will automatically enable the following permission: Manage schedules…In assigned locations.

• If turned ON: Users can add empty shifts to the schedule or change shift times.

• If turned OFF: Users can only assign or remove people from shifts that already exist.

Note: Disable this option if you want one person to plan labor requirements (i.e. senior manager creates empty shifts) and another person, with this access level, to assign employees to those shifts.

 Bypass scheduling warnings

Dependencies: Turning this permission ON will automatically enable the following permission: Manage schedules…In assigned locations.

• If turned ON: Users can assign a team member to a shift even if they are "not recommended" (e.g., they're already scheduled elsewhere, they're not trained for the areas, or they have a leave conflict).

• If turned OFF: The system will prevent the user from saving a shift assignment that triggers a schedule warning.

Note: You can learn more about factors that can trigger a “not recommended” warning.

 View day notes and leave restrictions on schedule

• If turned ON: Users can see day notes, public holidays, and "blocked" dates on the schedule.

• If turned OFF: Shift notes, public holidays, and "blocked" dates for leave requests are hidden from the user.

 Edit day notes and limit leave requests on schedule

Dependencies: Turning this permission ON will automatically enable the following permission: View day notes and leave restrictions on schedule.

• If turned ON: Users can block future time off requests and create day notes in the schedule.

• If turned OFF: Users can view these settings (if "View" is turned on) but cannot change them.
   

Costs visibility permissions

These permissions control who can view labor costs in the schedule. 

Tip: While visibility can help managers monitor spending and stay within budget, you may choose to restrict access so not all users can see detailed pay information.
 

 View shift costs for lower access levels

Dependencies: Turning this permission ON will automatically enable the following permission: Manage schedules…In assigned locations.

• If turned ON: Users can see the shift costs for team members who report to them. This appears below the name on the schedule. Additionally, any metrics configured with a “$” (currency) type, such as sales or custom monetary metrics, will be available in the Business Insights / Stats panel.

• If turned OFF: Users cannot view shift costs for any team members, including subordinate team members.

 View shift costs for all access levels

Dependencies: Turning this permission ON will automatically enable the following two permissions: 
(1) Manage schedules…In assigned locations and (2) View shift costs for lower access levels. 

• If turned ON: Users can see pay rates and total costs for everyone on the schedule, including their own manager, peer managers and upper level roles.

• If turned OFF: Users can only see costs for subordinate team members (if the "lower access" permission is on). Peer managers or upper level managers' costs will be hidden.

Business Insights permissions

These permissions allow users to use Business Insights data to predict future staffing needs. Because this tool uses historical data to suggest labor models, they're helpful for financial planning and efficient scheduling.

Tip: A common approach is to grant View and run labor models access for managers who create schedules, while restricting Manage labor models access to operations or finance teams to make sure the underlying calculations remain accurate.
 

 View and run labor models

Dependencies: Turning this permission ON will automatically enable the following permission: Manage schedules…In assigned locations.

• If turned ON: Users can access and run labor models within Business Insights to help predict how many staff they need.

• If turned OFF: Users cannot access and run labor models.

 Manage labor models

Dependencies: Turning this permission ON will automatically enable the following permission: Manage schedules…In assigned locations.

• If turned ON: Users can create and edit the labor models used by the business.

• If turned OFF: Users can access labor models (if "View and run" permission is on), but cannot change the underlying logic or formulas.
   

Advanced permissions

These permissions manage how your organization handles public holidays. Because these settings influence when higher pay rates or penalty rates apply, they impact your payroll and labor cost calculations.

Tip: If your business observes regional holidays that aren’t included in the standard calendar, you’ll need to define who can set these as public holidays so pay is calculated correctly.
 

 View public holidays

• If turned ON: Users can see which days your organization has marked as public holidays.

• If turned OFF: Public holiday functionality is hidden from the user's view.

 Manage public holidays

Dependencies: Turning this permission ON will automatically enable the following permission: View public holidays.

• If turned ON: Users can set and change which specific days are public holidays for the organization.

• If turned OFF: Users cannot change holiday settings.

Note: This is a high-level setting. Because it affects how shift costs and pay rates are calculated, changes here can impact your total labor budget. You can learn more about managing public holidays on the Schedule tab.