This article explains the permissions that control timesheet approval and payroll export workflows in 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 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:

• Approving timesheets permissions  
  • Approve time worked… In assigned locations
  • Approve time worked…For all team members in assigned locations
  • Approve pay for payroll permissions 
  • Approve timesheets outside of the current pay period
• Exporting timesheets permissions 
  • Export timesheets for payroll 
     

Approving timesheets 

These permissions control how timesheets are reviewed and approved before payroll. They determine who can confirm hours worked, approve pay details, and manage exceptions.

Tip: Some organisations use a single-step timesheet approval, while others use two-step timesheet approval to separate time approval from pay approval. Your permissions setup will depend on how you want responsibilities divided between location managers and payroll / head office teams.
 

 Approve time worked… In assigned locations

Dependencies: This permission must be turned ON before any other timesheet approval settings can be enabled. If turned OFF, all other timesheet approval permissions are automatically disabled for that role.

• If turned ON: Users can approve the time worked for lower level team members at locations they manage. 

• If turned OFF: Users cannot approve the time worked for lower level team members at locations they manage.

 Approve time worked… For all team members in assigned locations

Dependencies: Turning this permission ON will automatically enable the following permission: Approve time worked… In assigned locations.

• If turned ON: Users can approve time worked for all team members within their assigned locations, including managers, peers, subordinates, and themselves.

• If turned OFF: Users can only approve time worked for people who directly report to them.

Note: This function only works on the web app, not the mobile app. 

 Approve pay for payroll

Use this for a two-step timesheet approval process where a manager confirms the hours and the head office confirms the pay.

Dependencies: Turning this permission ON will automatically enable the following permission: Approve time worked… In assigned locations.

• If turned ON: Users can verify and approve shift costs associated with a timesheet.

• If turned OFF: User can only approve the time component of a timesheet (hours worked). The timesheet will then move to a second approval stage for a payroll-authorized user to finalize.
   

 Approve timesheets outside of the current pay period

This is typically treated as an "exception" permission, reserved for those who need to fix historical payroll errors.

Dependencies: Turning this permission ON will automatically enable the following permission: Approve time worked… In assigned locations.

• If turned ON: Users can approve timesheets after the pay period ends (ie. after the standard 12-hour grace period has ended).

• If turned OFF: Users cannot approve timesheets after the pay period has ended.

Exporting timesheets permissions

This permission controls who can send approved timesheets from Deputy to your external payroll system. 

Tip: Think of this like the "Master Key" to your payroll. You'll want to decide who is responsible for the final data transfer to your payroll system. Most organisations assign this permission to a System Administrator or Payroll Manager who is responsible for final payroll processing.
 

 Export timesheets for payroll

Dependencies: Turning this permission ON will automatically enable the following four (4) permissions: (1) Approve time worked… In assigned locations, (2) Approve time worked…For all team members in assigned locations (3) Approve pay for payroll, and (4) Approve timesheets outside of the current pay period

• If turned ON: Users can export approved timesheets with pay details to your payroll system.

• If turned OFF: Users cannot see the "Export" options or send data to payroll.