| Note: Some features or functions mentioned in this article are currently in beta trials and may not be visible in your account. |
This article explains how to use the employee mini-profile in the Schedule to review a team member’s hours, labor costs, leave, and regular working hours.
Before you read
- Target audience: This article is for users with System Administrator and Location Manager access.
- Plan restrictions: This feature is available on all Deputy plans.
This article covers:
- Why should I view an employee's information on the schedule?
- How do I view an employee's information on the schedule?
- How hours and labor costs change by schedule period
- How does leave affect schedule calculations?
- How are regular working hours checked?
Why should I view an employee's information on the schedule?
Opening an employee's mini-profile brings relevant team details from their profiles and timesheets directly into your scheduling workflow so you can:
- Verify skills & suitability: Check training tags and stress profiles on the spot to ensure you're assigning qualified team members and ready-to-work team members.
- Compare costs & hours: Track scheduled vs. actual labor costs, projected totals, and pay rates to keep schedules on budget.
- Monitor target working hours: Ensure shift assignments and leave stay aligned with a team member's regular contracted hours.
- Factor in leave: Instantly see how approved leave impacts scheduled totals and availability.
- Access full details: Jump directly into a team member's full profile whenever you need deeper employee information.
How do I view an employee's information on the schedule?
To check team member details directly from your Schedule:
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Open the Schedule and select your preferred schedule view options.
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Click a team member’s name in the employee list to open their mini-profile.
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Click View profile if you need to open their full account.
How does the view change based on the schedule period?
The hours and labor costs shown update automatically based on the date range selected in your Schedule tab.
Future periods
When viewing a future schedule period, you'll see the Scheduled hours and labor costs based on the currently planned shifts.
Past periods
When viewing a completed schedule period, you'll see the Actual hours and labor costs alongside the original Scheduled values, making it easy to compare what was worked against what was planned.
Current period
When viewing a schedule period that includes today, you can compare Projected hours and labor costs with the original Scheduled values.
Projected values are calculated using:
- Completed timesheets
- Shifts currently in progress
- Remaining scheduled shifts
- Approved leave
To learn more about how projected values are calculated, see understanding how hours and labor costs are calculated in the employee mini-profile
How does leave affect schedule calculations?
Leave calculations appear when the Include leave in schedule calculations business setting is turned on.
When this setting is enabled:
- Leave contributes to your total hours and labor costs.
- Leave displays as a separate breakdown item.
- Approved leave is included when checking against regular working hours.
When disabled:
- Leave is excluded from these calculations and hidden from the breakdown.
Collapsing or expanding the Time off section in the main Schedule will not alter these comparison totals.
This setting can be turned on or off based on your business needs, to do this:
1. Click on Business Settings in the drop-down menu under your name on the Deputy website.
2. Select the Scheduling tab and turn ON/OFF the include leave in schedule calculations and click Save.
Note: This setting is ON by deafult.
How are regular working hours checked?
If regular working hours are configured for a team member, scheduled shifts and approved leave are automatically benchmarked against their target hours.
An alert icon will warn you if their total hours fall above or below target, while a green tick confirms their schedule matches their expected hours.