Adding team members to your Deputy account is one of the first things you can do when you set up your Deputy account, with as little information as your team members' names. However, there are many other ways you can add your team members.

When adding team members you usually also have the option to:

• automatically invite them to join your account in Deputy at the same time as they are added OR
• not send an invitation just yet (so that you get the account set up first and then invite them later).

This guide shows the different ways to help you decide which is the best for you to add your team.

I only have a few team members

If you want to get started quickly and only have a few team members with not much detail to input, then manually adding a single employee or multiple employees may be the easiest option for you.

I want to import my team's details from another system in my business 

If you have many employees, with data already stored in another software system then you may find it easier to connect directly to the system via an integration.

Note: if you are setting up a new Deputy account and want to import your team members from another system such as payroll but don't want to invite them to join Deputy until you have Deputy set up please read this help article.

I want to import my team's details from a spreadsheet 

If you have your team member information in a spreadsheet you can also easily import the data into Deputy to add your team using Bulk Import Update.

I want my team members to complete their details themselves

If you want your team members to add their own information to Deputy you can share a link to invite them to join your Deputy account.

Alternatively, if you are in Australia, UK or US and have subscribed to Deputy HR there is also the option to use our paperless onboarding feature to onboard a new hire.

When you first sign up to Deputy, you will have the option to add some employees to you account. Afterwards, to add new employees, you will need to navigate to the People page.

1. Click the Add People dropdown menu button.

2. Click Add Team member.

3. In the popup enter the minimum mandatory information:

Once the employee has been added they will appear in the People list and you can click on their name to add or edit details on the employee profile page.

Read Editing your team member's profile for more information on what information you can add or update in the employee profile.

To generate a link that you can use to invite new employees to your Deputy account:

1. On the People tab click on Add People.

2. Select either Add Team member or Add multiple Team members from the drop-down menu.

4. Click on the Copy link button.

5. The link inviting the employee to your business on Deputy will now be copied to your clipboard and can be pasted into social channels such as WhatsApp, Messenger, Email or SMS, for you to send to your employee.

When they click on the link they will receive an invitation to join Deputy and complete their employee information as described further in this article.

Note: If you wish to deactivate a link you have created so it can no longer be used, follow this process.

When NOT to use invitation by sharing a link:

• If your organisation uses SSO to login to Deputy then you should not invite employees to your organisation using this method invitation by sharing a link.
• If you have already entered your employee's email addresses into Deputy you can use this method to send email invite links as a bulk action rather than one by one.

1. On the People page click Add People and then select Add multiple Team members.

This will open a new pop up that has options to:

To import multiple team members first select the location where you would like to invite the new team members into. Note: Using this method, you can only add team members to one location at a time. To add team members to additional locations later you can do this with a Bulk Action on the People page. 

Via the Schedule tab

You can also add new team members via the Schedule tab. 

Note: using this method will NOT invite them to use Deputy. If you wish to invite your team member as you add them please add them using the method described above on the People tab. It is also possible to send out bulk invites to join Deputy if required.

If you are creating a schedule and you realise you forgot to add a team member, you can click on Add Team Member at the bottom of the team member list on the left-hand side panel.

Please select the location you wish to add team members to and then add their names and details. Click Save when you already to add these team members to your team in Deputy.

Import or Upload a file

If you have too many team members' names and emails to enter manually and already have them in another system you can also import them in bulk, click Import or Upload a file which will display a drop-down menu of programs you may import from.

You can import from:

When your team members' details have been imported and you have checked everything is correct, toggle ON  or OFF the Send Invitation Email option (depending on whether you are ready to send your team members an invitation to join Deputy) and then click Add People.

Manually enter multiple employees' names, emails and phone numbers

If you would prefer you can fill in the fields to manually add multiple team members' names and either their email address or their phone number. You can click Add more people to continue adding team members' details.

When you have added your team members' details, toggle ON  or OFF the Send Invitation Email option (depending on whether you are ready to send your team members an invitation to join Deputy) and then click Add People.

Another way to receive your employee data into Deputy is to connect an integration to another system your organisation may already be using that contains your employee information.

Some popular examples are:

• Xero
• MYOB
• ADP Run
• ADP WFN
• Gusto
• BambooHR
• FlareHR

Click on the integration you wish to connect to and follow the instructions to access the third-party system. We have specific articles in our Help Centre that have been written for assistance with connecting to each integration.

Note: connecting an integration to sync employee information across to Deputy may result in the employee being automatically invited to join Deputy. If you are setting up a new Deputy account where you want to add your people information now, continue setting up Deputy and then invite your team to join when you are ready then it would be preferable to import them using this method so you can turn OFF the Send Invitation Email option.

Bulk Import/Update using CSV data (NEW)

If you have your team members' details in a spreadsheet you can easily import these details using our  Bulk Import/Update tool.

On the People page, click Add People then select Bulk import and update.

The advantages of using this system are:

• You can import many more employee information data fields than just name and email.
• You can decide whether to send an invitation for the employee to join Deputy now or delay inviting them until later.
• You can even bulk update existing employee information with new data, such as training records, in addition to adding new employee data.

Read more at Bulk import and update using data from a CSV file.

Add your team using the Deputy mobile app

Stepping away from the Deputy website, it is also possible to add people to your team from your phone using the Deputy mobile apps.

Read more in the Manager guide to the Deputy mobile app.