This guide has been written for team members with the access permission level of System Administrator in Deputy.
If you were the person, perhaps the business owner, to create a Deputy account and start a new organisation in Deputy then you will have been assigned System Administrator from the beginning.
However, it is also possible to be assigned this user permission level as a new team member to your organisation or Deputy. If that's the case, then it may be helpful to read these guides to understand what other users in Deputy can do as well:
- Getting started as an Employee in Deputy
- Getting started as a Supervisor in Deputy
- Getting started as a Location Manager in Deputy
You can also see this information summarised in Access FAQs.
This article will specifically focus on what users with System Administrator permission can do in Deputy:
- Getting started
- Message your team in News Feed
- Manage your team's tasks
- Add or edit your team members' details
- View shifts and schedule your team
- Approve leave
- Approve timesheets
- Export timesheets
- Run reports
- Set up a Deputy Kiosk /Time Clock
- Add and customise all Locations and Areas
- Manage integrations
- Customise your whole business' organisational settings
- Change your business' name and Deputy URL
- Manage billing, payment and Deputy plans
- Get help and support
If you are new to Deputy you'll need to accept your invitation to join your Deputy team and log into once.deputy.com or download the Deputy App for iOS or Android. Now you can start to navigate around Deputy using the menu options.
This example shows the System Administrator view when logged into the Deputy website:
And this example shows a similar menu navigation for System Administrators on the iOS App:
Message your team in News Feed
News Feed is the communication hub for your team.
While it can be used for general announcements to everyone at a specific location, you can also send News Feed posts to individual team members. Messages will also be sent via email.
No other users can read the messages except for the people sending and receiving the messages.
You can also message everyone working at a particular location right now.
If a System Administrator asks for confirmation from readers then all users with an access level of Employee and Supervisor and Location Manager will be asked to give confirmation of reading the message.
Note: Users with access level of Location Manager or System Administrator will not be asked to confirm that they have read Supervisor or Employee messages in News Feed.
Read more about News Feeds and Posts.
Manage your team's tasks
From the Tasks page, you can allocate tasks to yourself and other staff. These can be completed by ticking the box next to the task name in Your Tasks. Tasks allow you to organise your staff within an area.
These are useful when assigning work to individual team members, and can be tracked simply by clicking the checkbox upon completion.
These tasks can be given a due date or can be a general task that can be completed at any time.
As System Administrator, you can also assign a task to all team members at a specific area or location rather than just one individual. Read more about adding a new task group.
Add or edit your team members' details
On the People tab, System Administrators can access a list of all team members in their organisation. They can also add new team members.
You can search or filter this list and also set options to display information such as training, contact details, location or stress profile.
You can click on the team member's name to access and edit their details.
Within the team member's profile you can:
- Start a shift for the team member
- Find a replacement for the team member
- Manage login issues and disable two-factor authentication
- View and edit these team member details:
Date of Birth
Deputy Access Level
Forms and Documents
- Perform these functions in regards to the selected team member:
Read and add new internal journal notes regarding the team member's work for everyone with Location Manager, Supervisor and Employee level
View or find a replacement for the team member's upcoming shifts
View the details and link to any unapproved timesheets for previously worked shifts
View leave balances
View, add, approve or decline leave requests
View or add new unavailability dates (even if you have blocked the ability for employee level users to enter their own unavailability)
View messages shared between yourself and the selected team member
View shifts and schedule your team
The Schedule page will take you to Deputy’s shift scheduling features.
Let's look at the different components of the schedule page.
- The bar of selector buttons at the top of the Schedule page allows you to:
- Select the Location + Area you are scheduling for
- Select the date range you are scheduling for
- Select the view type you would like to see the schedule in
- Initiate Autoscheduling
- Copy shifts across to another period
- Toggle your statistics view on and off
- Export and other shift options
- Publish newly created shifts
The list of team members down the left side of the screen shows all team members at the Location you have selected as well as the hours they have been scheduled for the view and period you have selected.
You can use the search bar or filter button at the top of the list to refine how the team members are displayed. When you click on the team member's name you can see their stress profile and the training they have. There are also other options displayed by clicking on the three vertical dots next to their name to highlight, or open their shifts or view their profile.
When you click on the team member's name or photo you can drag and crop them directly into the schedule.
The main part of the schedule screen shows the shifts scheduled with each column representing a day of the week or even hour of the day depending on the period of time and view you have selected with the selections at the top of the screen.
There are many ways you can create new shifts including:
- clicking the + within the area you want to schedule and assign the shift to the team member you need to work or even offering the open shift to a group of team members.
- drag and drop the team member from the left-hand list into the schedule
- using the autoschedule function
Once you have scheduled your staff you then need to publish the new shifts so that your team member will be notified.
Access more help articles about scheduling.
System Administrators may approve both the date and pay component of leave requests for their location.
You will be made aware that you have a leave request to approve via an email, a push notification on your Deputy mobile app or via the web application on your dashboard. Notifications appear at the bell icon or you can see leave requests under the Needs Approval.
Team members clocking on/off will automatically generate timesheets. Once generated timesheets must be approved, either manually or automatically, for team members to be paid.
To view and approve timesheets, follow the link from your Me Dashboard or click on Timesheets.
To approve a timesheet, please click one of your team members on the list to the left. The page will then display a list of unapproved timesheets for each of the team member's shifts. You can edit the beginning, end and break, as well as make a journal entry for the shift. After you are finished with the timesheet, please click Approve, below the fields.
You can also create a new unscheduled timesheet for an employee in the instance that they worked a shift that was not scheduled and they did not clock on or off to generate a timesheet.
System administrators can export approved timesheets to their connected payroll system or export them as a file or spreadsheet.
System Administrators can add internal notes about Employees, Supervisors, Location Managers and other System Administrators called journals. Journals can be positive negative or not selected (neutral) messages.
To add a journal note or view a journal note System Administrators can access this via:
- Can journal anyone.
- Can view journals about any other users.
- Can not view journals about themselves.
System Administrators can run reports for all locations by clicking on the Report menu. Read more about the types of reports you can run.
Set up a Deputy Kiosk /Time Clock at their location
System Administrators can set up a fixed time clock at any work location on either an iPad or Android tablet and install the Deputy Kiosk for iPad app or Deputy Time Clock for Android app.
Add and customise Locations and Areas
System Administrators have the ability to add new locations and areas to their organisation. You can even copy specific settings or duplicate another location you already have set up.
System Administrators can edit the settings within each Location including:
- Location name
- Location code
- Location address
- Operating hours
- Location notes (sent to team members with their shift details)
- Area set up
- settings that affect how your team members are scheduled or clock in and out
- settings that affect how your team members' timesheets are handled
These settings can be customised by System Administrators by clicking Edit Settings in the Location tab of the Deputy website.
Read more about the location-specific settings that can be customised at:
- Customising a location settings
- Customising your scheduling settings
- Customising your timesheet settings
System Administrators are able to set up and manage connections to third-party integrations such as payroll or POS systems for every location in their organisation. Read more about connecting new integrations to Deputy.
Customise your whole business' organisational settings
System Administrators have the ability to customise certain settings in their Deputy account that will globally affect all locations and team members in their organisation. These settings can be accessed by selecting Business settings from the menu under your name when logged into the Deputy website. Read more about customising your Business settings.
Change your business' name and Deputy URL
Your business name was usually set when your Deputy account was created however, System Administrators can also later change what name their business is called in Deputy and also change their Deputy URL if required. Read more about how to change your name and URL in Deputy.
Manage billing, payment and Deputy plans
Only System Administrators have the ability to manage Deputy subscriptions for your account including:
- review billing (although you can request invoices are sent to another email address)
- manage payment methods
- manage Deputy plan changes or annual plan renewals
- cancel your Deputy subscription
Get help and support
Location Managers and System Administrators can request help from Deputy Support and have the ability to enable support access to their account if requested.