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Let's look at the global settings System Administrators can configure within Business Settings to make the Deputy work better for their organization.
Accessing Business settings
If you are logged in as a System Administrator or Advisor you can access Business Settings from the drop-down menu under your name on the Deputy website.
We’re giving Business Settings a fresh new look to make things simpler and easier to use. Depending on where we’re at with the rollout, you might see either Business Settings (classic) or our new Updated Business Settings.
Business Settings (classic) |
Business Settings |
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If you've got Business Settings (classic) click here, if you have Business Settings keep reading below.
Business Settings
Now that we're here, let's explore what we can do in each tab.
General
The General tab in Business settings is where you can set up or edit workplace details and custom terms, and view user activity within Deputy:
Workplace details
In this section, you can update your core business details and customize how Deputy looks and works for your team by adjusting the following settings:
- Business Name: edit your Business Name. Note: As well as changing your business name, it's also possible to change your Deputy URL.
- Time Format: whether the time is displayed in AM/PM format or 24-hour time.
- Date Format: how the date is displayed.
- Country: select your country to set the country code and currency number format.
- Theme colour: Choose the color theme of your Deputy account to coordinate with your organization's color palette.
- Business logo: Upload your logo (PNG, JPG, or GIF, max 2MB). Read more in customize your branding.
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Allow SMS Notifications (charges apply): This is a global setting, so turning it OFF will prevent SMS notifications from being sent from your account. It overrides any selection a manager makes when notifying staff when publishing shifts.
- Note: This setting defaults to OFF for all Deputy free trial accounts and will need to be enabled by the System Administrator if they wish to turn it on after reviewing costs.
- Enable support access for the account: you will need this set to ON to get help and support.
Don't forget to click Save after making any changes.
Custom Terms
Deputy comes with default terms for specific features in the software. If you’re a System Administrator or Advisor, you can tweak some of these terms in Business Settings to better match your organization’s needs. These terms are:
Don't forget to click Save after making any changes.
User activity
The User activity tab takes you to a report that allows managers to audit actions or events performed by specific team members on specified dates. To learn more about this report, see System Logs Report.
People
The People tab in Business Settings is where you can set and adjust all settings related to your people, profiles, training, and documents.
Profile details
In this section, you can manage what personal details and profile settings are shown for your team in Deputy by adjusting the following settings:
- Display preferred names: You can decide whether you allow your team members to display their preferred names in Deputy.
- Display pronouns: When you toggle this option ON, Deputy will display the pronouns your team members entered in their profiles.
- Display gender on Team Member Profile: When you toggle this option ON, Deputy will display the gender your team members entered in their profiles.
- Delete all gender data from business: Clicking Delete will remove all gender data, including pronouns, from your Deputy account.
- Manage Profile Picture: This setting is OFF by default. It allows managers to control the photos uploaded to each employee profile in their organization
Don't forget to click Save after making any changes.
People Settings
The following sections contain settings that allow you to adjust how your team uses Deputy, including what information managers can see, how recognition is shared, and how training, documents, and other details are managed. These sections are:
- Sensitive personal data and Documents: This setting controls if your Location Managers can view, edit, or manage sensitive employee details and documents. To learn more about these settings, head to Adjusting the sensitive personal data and documents permission levels of Location Managers.
- Kudos: This setting lets your team share recognition through Kudos in Deputy Messaging, helping boost morale and engagement. To learn more about these settings, head to Introduction to Kudos.
- Stress profiles: Clicking this link will enable you to create and modify stress profiles and scheduling limitations for your team.
- Training modules: Clicking this link will allow you to edit or remove training modules or training records for your areas and team members.
- Document types: Manage your document types. (Only available with optional add-on subscription Deputy HR).
- Signature templates: Manage your signature templates. (Only available with optional add-on subscription Deputy HR).
- Team member custom fields: Add additional custom fields to your employees profile. (Only available on certain plans or with optional add-on subscription Deputy HR).
- Right to work: Visa Entitlement Verification Online system (VEVO) integration allowing managers to conduct a right-to-work (visa status) check when onboarding new hires. (Only available to Australian customers with optional add-on subscription Deputy HR).
- Team member self service (AU only): Manage if your team members can manage their payroll employment details stored in Deputy. (Only available with optional add-on subscription Deputy HR or Deputy Payroll).
Access & permissions levels
The Access & permissions tab in Business Settings is where you can set and adjust all settings related to who can manage or view what within Deputy, including: labor models, costs, timesheets, leave and availability, login settings, and custom access levels.
Labor models
You can set separate permissions to determine who can view/run or modify/delete the labor models set up in your organization. The default option is for System Administrator and Location Manager to be able to view/run and modify/delete labor modeling, but you can remove or add roles from each set of functions as required.
Don't forget to click Save after making any changes.
Note: You can not remove the System Administrator role from these settings.
Costs
To ensure your Location Managers can efficiently manage schedules without creating issues related to their peers' costs, you can control whether Location Managers can view their peers' and managers' salary/hourly wage costs in the schedule, analytics, or people tab.
Don't forget to click Save after making any changes.
Timesheets
This setting lets managers see all the timesheets for employees who have worked at their location, giving a complete view of an employee's hours for approval clarity. If employees haven’t worked at that location, their timesheets won’t appear.
Leave & Availability
The Leave and Availability section deals with three settings:
- Team member can view leave balances: This setting allows you to control if your team members can view their own balances.
- Team member can amend or cancel approved leave request: This setting allows you to control whether your team members can change or cancel their approved leave requests.
- Team member can submit availability: This setting allows you to decide whether you wish for your team members to be able to submit their own availability.
Login
The Login section deals with two settings:
- Enforce two-factor authentication for employees: This will enforce two-factor authentication for specific roles in your organization, to help keep your account secure.
- SSO Configuration: Click the link to Set up or configure your SSO settings.
Custom access levels
Clicking here will take you to a list of all roles in your organization. You can create a new role or make changes to an existing role. To learn more, go to Customizing access levels and permissions.
Scheduling
The Scheduling tab in Business Settings is where you can set and manage all scheduling settings, including your schedule view, shift custom fields, shift Templates, and schedule sort options.
Schedule view
The Schedule view section deals with six settings:
- Show regular working hours on the schedule: allows you to view / hide regular working hours information on the schedule tab as required.
- Show the stat panel weekly view in 15 minute intervals: Enabling this setting will provide more detail in the stats panel on the schedule view. It may, however, increase load times to display the information in this view. The statistics are shown in 1-hour blocks by default, but if you check this box, then the statistics displayed in the week view will be displayed in 15-minute blocks.
- Include empty or open shifts in schedule wage and schedule hours calculations: Read more about assigning a projected cost to your empty and open shifts, including nominating a default empty or open shift cost.
- Overnight shift allocation: Here, you can choose how the cost of hours for hourly workers' overnight shifts is distributed. You can attribute the cost to the day the shift starts or spread the cost across both days according to the number of hours worked each day.
- Default empty or open shift cost: Here, you can allocate how much empty or open shifts will cost per hour, for scheduling purposes.
- Enable calendar Sync: This setting allows your team members to sync their schedules to a calendar. For added security, you can require the users to log in to Deputy when they link their calendars.
Don't forget to click Save after making any changes.
Note: the settings on this page affect all locations in your business but there are more scheduling settings you can customize on a location-by-location basis.
Schedule settings
The following sections contain settings related to your schedule in Deputy, including shift custom fields, shift templates and your schedule sort options. These sections are:
- Shift custom field: Here you set up custom fields for your shifts.
- Shift templates (US Only): Here you can set up Shift templates (also sometimes referred to as 'Break Templates'), making break planning a little easier for businesses operating in States with strict break laws. These templates provide a guide for break requirements and, when applied, will automatically add meal and rest breaks to all new shifts created.
- Schedule sort options: In this section you can choose the filter categories you want available to sort your team members by in the Schedule.
Note: the settings on this page affect all locations in your business but there are more scheduling settings you can customize on a location-by-location basis.
Time & attendance
The Time & attendance tab in Business Settings is where you can set and manage all settings relating to employee shift tracking and reporting, including your clocking in & out settings and timesheet settings.
Clocking in & out
The Clocking in & out section deals with three settings:
- Capture Shift Pulse: Turn ON/Off Shift Pulse for team members using Deputy on the mobile app.
- Time clocks: Click to set up or manage Deputy Time Clocks or Kiosks associated with your organization.
- Shift Questions: Click here to create or modify the questions your team are asked when they clock on or off from a shift.
Don't forget to click Save after making any changes.
Note: the settings on this page affect all locations in your business but there are more timesheet settings you can customize on a location-by-location basis.
Timesheets
- Recalculate approved timesheets: Select which timesheets apply when recalculating timesheets.
- Skip recalculation on approved timesheets with overridden pay rules: Enabling this means timesheets with pay rules overridden by an approver will not be recalculated.
- Allow Unpaid Leave timesheets to be exported: Turn ON/OFF the ability to allow you to export timesheets of Unpaid Leave.
- Allow your team members to clock in with a Photo on Kiosk if they forget their PIN. Team members who forget their PIN to clock in via the Kiosk can have it sent to them or you can allow them to clock in without the PIN but take a photo to store with the timesheet to confirm it's them.
- Allow team members to submit timesheets in a non-worked area: Turn ON/OFF to change if team members can submit timesheets in a non-worked area.
- Enable employee attestation on timesheet change: Turn this on to allow team members to review and confirm timesheet changes made by a manager on their behalf. This setting is managed per location.
Don't forget to click Save after making any changes.
Note: The settings on this page affect all locations in your business but there are more timesheet settings you can customize on a location-by-location basis.
Communications
The Communications tab in Business Settings is where you can set and adjust all settings related to the Deputy news feed and messaging.
The Communications section covers five different settings split across two functions:
- News feed: Enable or disable specific access levels for posting and commenting to control which team members can post News Feed messages or comment on others' posts.
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Messaging:
- Create location channels: If enabled, we will create a channel for every location.
- Allow team messaging: Toggle this option ON to enable messaging.
- Advanced messaging settings:
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Control which team members can access, start messages, create groups, and manage groups within Deputy Messaging.
- Shift status: If enabled, all team members can view each other’s shift status.
- Access to messaging: These team members will have access to Messaging via the web and mobile app.
- Can start conversation outside of locations: These team members can create conversations with people outside of their location.
- Can create groups: Team members who create group conversations will be group admins.
- Can be group administrators: Aside from group creators, these people will also be able to change settings for any group conversations they are part of.
Don't forget to click Save after making any changes.
Leave policies
The Leave policies tab in Business Settings allows you to configure or edit your Leave Rules. Click on the Leave Rules Section to create or modify the leave entitlements that are available at your organization to assign to your team members.
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Pay
The Pay tab in Business settings is where you can set up pay centres and multiple pay details, adjust time sheet visibility, manage your payroll settings, set up your pay calendars and access the pay rate builder.
Pay
In this section, you can enable Pay features and adjust your timesheet visibility:
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Enable pay centres: Enable this setting to set specific locations as pay centres to be assigned to employees and used for exporting timesheets in separate batches. Click here to learn more about pay centres.
- Note: A warning message will appear to confirm this change, as it cannot be reversed once enabled.
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Enable multiple pay details per team member: Enable this setting to allow team members to have multiple pay details, to manage being paid out of multiple pay centres. Click here to learn more about multiple pay details.
- Note: A warning message will appear to confirm this change, as it cannot be reversed once enabled.
- Timesheet visibility at export: Here you can specify whether timesheets should be exported by the Location where they were worked or by the pay centre of their pay details.
Don't forget to click Save after making any changes.
Pay Sections
In this section, you can enable access to the three following features:
- Payroll (AU Only): Many of the settings you configured while setting up payroll in Deputy can be updated here.
- Pay calendars: Pay calendars are groupings of team members in your organization. They determine the frequency at which your team members get paid. You can view and adjust those in this section.
- Pay Rate Builder: This allows you to take our pre-configured library of pay rules and modify them to meet your unique requirements, including by automating allowances, adding shift differentials or increasing payments.
To learn more about these Pay sections please head to: Introduction to the Pay tab in Business Settings.
Upcoming features
If you are testing a new feature for us, you may find this tab in your business settings. Here, you can enable or disable the new feature and leave us feedback on it.
Classic Business Settings
Watch a video on a quick guide to Business settings
General
The General tab in Business settings allows you to configure or edit:
- Business Name: edit your Business Name. Note: As well as changing your business name, it's also possible to change your Deputy URL.
- Time Format: whether the time is displayed in AM/PM format or 24 hour time
- Date Format: how the date is displayed
- Number/Locale Format: Select your required currency number format
- Allow SMS Notifications (charges apply): This is a global setting so turning this OFF will not allow any SMS notifications to be sent from your account. It overrides any selection a manager makes when notifying staff when publishing shifts. Note: this setting is defaulted to OFF for all Deputy free trial accounts and will need to be enabled by the System Administrator if they wish to turn it on after reviewing costs.
- Enable support access for the account: you will need this set to ON to get help and support.
- Login: Enforce two-factor authentication by role in your organization.
- Single Sign-on settings: Click the link to configure your SSO settings. (Enterprise plans only)
Don't forget to click Apply Changes before you leave Business Settings.
People
The People tab in Business Settings allows you to configure or edit:
- Display Preferred names: You can decide whether you allow your team members to display their preferred names in Deputy.
- Display Pronouns: When you toggle this option ON Deputy will display the pronouns for your team members as they have entered in their profile.
- Location manager scan see costs for all roles when scheduling: Location managers will check/manage wage costs of any people from all of the roles when they get scheduled (including the peer or above managers, regardless they are salary or hourly paid) from Schedule/Report/People tabs. If this option is toggled off, Location managers will only be able to see wage costs of the employees reporting to them in Schedule/Reports/People tabs. Read Smart Scheduling 101 for more information.
- Display Gender on Team Member Profile: When you toggle this option on Deputy will display the gender your team members have entered in their profile.
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Delete all Gender data from business: Clicking Delete will remove all gender data from your Deputy account including pronouns. To learn more about the potential compliance impacts, head to Enable or disable gender and pronoun fields.
- Manage Profile Picture: Off by default, this setting allows managers to have control over the photos uploaded to each employee profile in their organization.
- News Feed: Control which team members can post News Feed messages or comment on others' posts by enabling or disabling specific access levels for both posting and commenting.
- Manage Stress Profiles: Clicking this link will enable you to create and modify stress profiles and scheduling limitations for your team.
- Manage Training Modules: Clicking this link will allow you to edit or remove training modules or training records applied to your areas and team members.
- Documents: Manage document types and signature templates (only available with optional add-on subscription Deputy HR)
Don't forget to click Apply Changes before you leave Business Settings.
Branding
The Branding tab in Business Settings allows you to configure or edit:
- Upload your logo (PNG, JPG or GIF max 2MB)
- Restore to Default
- Choose the colour theme of your Deputy account to coordinate with your organization's colour palette.
Read more in customize your branding.
Don't forget to click Apply Changes before you leave Business Settings.
Schedule
The Schedule tab in Business Settings allows you to configure or edit:
- Shift Custom Field: set up custom fields for your shifts.
- Shift Templates: This option applies to US customers who may wish to apply shift/break templates.
- Schedule Sort Options: Click on this link to choose the filter categories you want available to sort your team members by in the Schedule. Don't forget to click Save for any changes.
- Show regular working hours on schedule: allows you to view / hide regular working hours information on the schedule tab as required.
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Enable Schedule Sync with calendar applications: you can set the permission options for who is allowed to sync a schedule to their calendar including:
- anyone with the calendar link
- anyone with a Deputy login
- no one can sync
- Overnight shift allocation: choose how the allocation of the cost of hours for hourly workers' overnight shifts is distributed. Choose from attributing the cost to the day the shift starts or spreading the cost across both days according to the number of hours worked each day.
- Show extra detail in the Stats panel on week view: ticking this check box will provide more detail in the stats panel on the schedule view but may increase load times to display the information in this view. The statistics are shown in 1 hour blocks by default but if you check this box then the statistics displayed in the week view will be displayed in 15 minute blocks.
- Include empty /open shifts in scheduled wages and scheduled hours. Read more about assigning a projected cost to your empty and open shifts including nominating a default empty or open shift cost.
- Labor Models: you can set separate permissions to determine who can view/run or modify/delete the labor models set up in your organization. The default option is for System Administrator and Location Manager to be able to view/run and modify/delete labor modeling but you can remove or add roles from each set of functions as required. Note: you can not remove the System Administrator role from this setting.
Don't forget to click Apply Changes before you leave Business Settings.
Note: the settings on this page affect all locations in your business but there are more scheduling settings you can customize on a location-by-location basis.
Timesheets
The Timesheets tab in Business Settings allows you to configure or edit:
- Timeclocks: Click to set up or manage Deputy Time Clocks or Kiosks associated with your organization.
- Shift Questions: Click here to create or modify the questions your team are asked when they clock on or off from a shift.
- Recalculate approved timesheets in chronological order: Select which timesheets apply when recalculating timesheets.
- Capture Shift Pulse: Turn on Shift Pulse for team members using Deputy on the mobile app.
- Allow Unpaid Leave timesheets to be exported: toggle this option on if you wish to export timesheets of Unpaid Leave.
- Allow your team members to clock in with a photo on Kiosk if they forget their PIN. Team members who forget their PIN to clock in via the Kiosk can have it sent to them or you can allow them to clock in without the PIN but take a photo to store with the timesheet to confirm it's them.
- Allow team members to submit timesheets in a non-worked area: Turn this on to allow team members to submit timesheets in a non-worked area.
Don't forget to click Apply Changes before you leave Business Settings.
Note: the settings on this page affect all locations in your business but there are more timesheet settings you can customize on a location-by-location basis.
Custom Terms
Deputy has default terms used for specific features in our software. However, users with an access level of System Administrator or Advisor can change some of these terms in Business settings to customize Deputy for their own organizations including:
Don't forget to click Apply Changes before you leave Business Settings.
Communications
The Communications tab in Business Settings is where you can set and adjust all settings related to the Deputy news feed and messaging.
The Communications section covers five different settings split across two functions:
- News feed: Enable or disable specific access levels for posting and commenting to control which team members can post News Feed messages or comment on others' posts.
- Messaging:
-
Create location channels: If enabled, we will create a channel for every location.
- Allow team messaging: Toggle this option ON to enable messaging.
- Advanced messaging settings:
-
Control which team members can access, start messages, create groups, and manage groups within Deputy Messaging.
- Shift status: If enabled, all team members can view each other’s shift status.
- Access to messaging: These team members will have access to Messaging via the web and mobile app.
- Can start conversation outside of locations: These team members can create conversations with people outside of their location.
- Can create groups: Team members who create group conversations will be group admins.
- Can be group administrators: Aside from group creators, these people will also be able to change settings for any group conversations they are part of.
Don't forget to click Apply changes after making any changes.
Leave
The Leave tab in Business Settings allows you to configure or edit:
- Allow Team members to view their leave balance
- Allow Team members to amend or cancel approved leave requests
- Leave Rules: Click on the Leave Rules link to create or modify the leave entitlements that are available at your organization to assign to your team members.
- Allow Team members to submit unavailability to allow or block employees from submitting unavailability
Don't forget to click Apply Changes before you leave Business Settings.
Pay (UK and US only)
Only regions who have access to Pay Rate Builder will have this tab in Business settings.
Upcoming feature
If you are testing a new feature for us you may find this tab in your business settings with the ability to enable or disable the new feature. There is also the ability to leave us feedback on the new feature.