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This article explains how to manage who can view and edit pay rate information in Deputy using sensitive data permissions.
Before you read
- Target audience: This article is for System Administrators and users who manage payroll.
- Feature rollout: This feature is currently in closed beta and only available to a limited number of customers. See the limitations and important considerations section for details on the current functionality.
This article covers
- Who can see pay rate information in Deputy?
- What pay rate information can be hidden using sensitive data permissions?
- How to configure View and Edit permissions for pay rate information
- What team members will see across Deputy
- Limitations and important considerations
-
FAQs
Who can see pay rate information in Deputy?
By default, users with the following access levels can see pay rates for the team members they manage:
- System Administrators
- Location Managers
- Supervisors
If you want to hide pay rate information from specific roles, you can now configure View and Edit permissions using sensitive data permissions.
Note: The sensitive data permissions are OFF by default. Your current settings won't change unless you configure them.
What pay rate information can be hidden using sensitive data permissions?
When you restrict view access for pay rate information, the system hides data that reveals or implies what a person earns across different areas of Deputy, such as the Schedule, Timesheets, People and Payroll (AU).
This includes:
- Direct pay rates: Base pay information such as hourly rates, salaries, overtime rates, and allowances
- Calculated values: Cost per hour, aggregated shift cost, and total labor cost per employee
- Individual totals: Labor costs tied to a specific employee
- Classifications: Specific award or library classifications that imply a rate (eg. GRIA)
- Pay history: Rate change history and pay rate audit trails
Note: The permissions are applied differently for Analytics and Classic reporting. For more details, check the limitations and important considerations below.
How to configure View and Edit permissions for pay rate information
You can find permissions for viewing and managing sensitive pay rate information in Business Settings. Access is assigned based on roles, not individual team members.
Note: You'll need to have the updated Access Levels interface enabled in your account to use these permissions.
1. Click your profile photo in the top-right corner, then select Business Settings from the menu.
2. In the sidebar, click Access & permissions.
3. Locate the Costs and pay permissions section.
From here, you can manage who can access pay rate information:
Permission |
What it does |
Default settings |
View costs |
Controls which roles can view aggregated pay rate costs across the platform. Note: If this permission is disabled for Location Managers, they can only approve the time portion when approving timesheets. Pay approval must then be completed separately, resulting in a two-step approval process. |
System Administrator |
|
Location managers can see costs for peers and above
|
Allows Location Managers to view wage costs for all roles at their location including other Location Managers. Dependency: This permission only appears if View costs is enabled for Location managers. |
Off |
Manage pay details |
Controls which roles can view and edit pay rates and salary information of team members. Dependency: If you assign this permission to a role, View costs must also be enabled for that specific role. |
System Administrators |
To configure the permissions, expand the drop-down menu and select the relevant checkboxes.
4. Click Save at the top of the page to submit the changes.
What team members will see across Deputy
If a role doesn’t have the View costs permission enabled, their access to pay-related information will be restricted. This section gives a preview of what they can expect to see in different areas of Deputy
People tab
If View costs is restricted:
Team members list and Employee profiles
- Pay Rates column is hidden on the Team members list
- Pay rate column is hidden from the Display drop-down menu
- When viewing employee profiles, regular rates and other pay rates are masked
Payroll tab, Payslips and Pay rate builder
- The Recent payslips section in the Payroll tab is hidden
- Pay-related values on payslips are masked
- Pay rate builder access is hidden
File management
- For Manage via file (download), pay rate columns are excluded
- For Manage via file (upload), pay rate updates are blocked
| Pay rate data visible (Preview) | Pay rate data restricted (Preview) |
|
(Click to Expand) |
(Click to Expand) |
Schedule tab
If View costs is restricted:
Scheduling view
- Costs are hidden in the People list (day / week / month views by area / employee)
- Shift Cost and Base Pay are hidden in the expanded employee list
- Costs are hidden in the Add / Edit shift panel
- Scheduled cost and Base cost options are hidden from Filter and Sort
Note: There are no changes to the user experience for the Stats Panel, Business Insights and Save / load shift template.
| Pay rate data visible (Preview) | Pay rate data restricted (Preview) |
|
(Click to Expand) |
(Click to Expand) |
Timesheets
If View costs is restricted:
List view
- Grouped by date: Cost per employee, cost for all timesheets, cost per timesheet are hidden
- Grouped by team members: Cost per employee, cost for all timesheets, cost per timesheet and employee total cost are hidden
Timesheet history
- Cost values in pay events are hidden
Timesheet approval
- Pay rate and total cost hidden
Export tab
- Export tab is hidden
| Pay rate data visible (Preview) | Pay rate data restricted (Preview) |
|
(Click to Expand) |
(Click to Expand) |
Limitations and important considerations
As this feature is being rolled out in stages, there are some limitations to be aware of:
Pre-requisites
You'll need to have the updated Access Levels interface enabled in your account to use these permissions. This is being rolled out gradually, so it may not be available in all accounts.
Reporting and Analytics
Currently, it's not possible to hide only specific columns within reports. If a user doesn't have the View costs permission enabled, they'll lose access to the following pay-related reports in Analytics and Classic reports:
Classic reports affected:
- Pay comparison report
- Team member details report
- Schedule vs Timesheet vs Sales report
- Report builder
Analytics / Analytics+ reports affected:
- Pay details report
- Salaried and hourly team members report
- Team member profile audit report
- Timesheet audit report
- Hours and costs summary report
- Penalty & overtime rates report
- Schedule, timesheet and sales comparison report
- Shift details
Mobile app
Pay information in the Stats panel on the mobile app remains visible. This data is typically aggregated and doesn't reveal individual pay rates.
FAQs
Have questions? Visit our dedicated FAQs page.