This article explains how to use the bulk update tool to assign different pay rates to team members based on the area in which they work.

Before you read

• Target audience: This article is for users with System Administrator and Location Manager access. 
• Note:
  • You must make sure your team members already have a contract in place in Deputy before you start.
  • You cannot use bulk update to delete pay details.

This article covers:

• What is pay by area?
• Which pay rates are compatible with bulk import?
• How do I bulk update team member pay by area?

What is pay by area?

In many organisations, team members work across different roles and responsibilities. For example, a team member might work in Front of House and Kitchen and receive a different pay rate for each role.

Pay by area lets you assign specific pay rates to different areas in your business so team members are paid the correct rate for the work they perform in each area.

Which pay rates are compatible with bulk import?

Not all pay rates can be managed using the bulk import tool.

Supported pay rates:

• Pay rates created in the Pay Rate Builder
• Specific Library Pay Rates

Unsupported pay rates:

• Hourly, Salary, or Fixed Rate
• Rates per Day
• Library Rates not included in the supported list above

How do I bulk update team member pay by area?

Downloading the template

To begin, you need to download the Assign pay by area template which contains your existing records.

1. Go to People, click Add People, then select Bulk import and update.

   

2. In the Assign pay by area section, click Download, and select either CSV or Excel.
3. Open the file in your preferred spreadsheet program.

What do the data fields mean?

The system uses specific fields to determine whether it should update an existing pay rule or create a new one for a team member.

Updating existing records

When you open your template, you will see a Deputy ID for every existing pay rule. To update these records:

• Keep the Deputy ID: If an ID is present, the system will update that specific rule. Removing the Deputy ID from a row, or a row entirely, will not delete the record; it will create a new record instead.

  

• Ignore Name and Email: For existing IDs, any information in the First Name, Last Name, or Email fields is ignored by the system, and any changes made will not be reflected in the record.

  

• Modify Pay Details: To update the existing record, make changes to any/all of the pay detail fields (Location, Area, Contract, Base Rate, Contract Level). If you provide both a Base Rate and a Contract Level, Deputy will use the Base Rate as the final pay amount.

  

Adding new records

If you are adding a new pay rule, leave the Deputy ID blank. The system will match the pay rule to the team member via:

• Email match: If the Email field is matched to a user, the system creates a new pay record and ignores the Name fields.

  

• Name match: If there is no Email, or it fails to match the email address, the system uses the First and Last Name to find a match.

  

You will then need to complete the Pay Details section. You must include the Location, Area, and Contract to successfully create the record. If you provide both a Base Rate and a Contract Level, Deputy will use the Base Rate as the final pay amount.

Uploading and applying changes

Once all changes have been made, download or save your current spreadsheet.

1. To upload, return to the bulk import tool and click Continue to upload.

   

2.  Click to upload your file.

   

3. Review and confirm each mapping choice, and click Continue.

   

4.  Review the upload for accuracy, making any changes and noting any unmatched fields will appear in red and can be edited to update.
5. Finally, hit Submit.