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How do I adjust access to costs, pay details, and sensitive personal data for Location Managers?

Steph Gonzales
  • Updated
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.

This article explains how to manage Location Manager visibility of labor costs, pay details, and other sensitive team member data.

Before you read

  • Target audience: This article is for users with System Administrator and Advisor access.
  • Plan restrictions: This functionality is available across all Deputy plans. If you're on a Pro and Enterprise plan, you also have the option to create custom access levels for more tailored permissions.

This article covers

Costs visibility permissions

By default, users with the Location Manager access level can see labor costs across all parts of Deputy including the Schedule, Timesheets, and Analytics.

If you’d like to change this, you can manage cost visibility through Business Settings → Access & Permissions → Costs. 


1. Click your profile photo in the top-right corner, then select Business Settings from the menu.

Navigation to Business settings.

2. Select Access & permissions.

Business settings list of all tabs with arrow pointing to the Access & permissions tab.

3. Locate the Costs section. Here, you'll find the 'Location managers can see costs' permission toggle.

This is the 'master' setting relating to visibility of costs across all parts of Deputy for Location Managers across your entire account.

 

How does the 'Location managers can see costs for all roles' setting work?

If turned ON (Default): Location Managers have full functional visibility aligned with their role, which means they:

  • Can view costs of shifts in the Schedule or roster against a schedule budget
  • Can approve timesheets and leave requests with full cost visibility
  • Can see other Location Managers and their cost data
  • Can access reporting in Business Insights


If turned OFF: Location Managers have restricted actions and cost visibility in Deputy, which means they:

  • Can only view and manage users on lower access levels, such as Supervisors and Employees
  • Cannot see:
    • Costs for themselves and other Location Managers
    • The full picture of scheduled and actual costs, as those for any other user level are now hidden

Note: Even if you turn this setting OFF, you cannot completely hide all user cost information from Location Managers in Deputy. In order to roster effectively, or approve a timesheet, they must be able to see the cost-components of shifts and timesheets for those users.
 

Sensitive data & documents permissions 

In addition to the cost visibility settings, you can control what sensitive employee information Location Managers can access within Deputy. Check out our detailed guide on Adjusting the sensitive personal data and documents permission levels of Location Managers. 

The permissions apply specifically to data stored in employee profiles in the People tab. 

Sensitive data includes:

  • Pay rates and salary details
  • Payroll information
  • Personal or employment-related documents

You can adjust permissions to limit whether Location Managers can view or manage this information for team members at their assigned locations.

Note: The setting references it applies to "subordinates", but this means it applies to anyone, of any access level, added to the Locations that a Location Manager has access to (not just lower access level users).
 

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