Deputy user access levels allow you to change the permissions team members have in Deputy. In this article, we will go over standard Deputy permissions. If your organization has changed these levels, a user's permissions may be different.

Before you read

Target audience: This article is for users with System Administrator, Location Manager, Advisor, Supervisor, and Team member access.
Plan restrictions: This feature is available on all Deputy plans.

This article covers:

What are the access levels
How do I change access levels?
- For one team member
- For a group of team members
What should I use each access level for?
FAQs

What are access levels?

Five user access levels determine the permissions for your team to access different functionalities in Deputy.

Here is an overview of what each access level allows in Deputy's core product:

Task	System Administrator	Location Manager	Advisor	Supervisor	Employee
View shifts
Start shifts
Clock in and out
Manage tasks			View only
Post to news feed			View only
Schedule team members			View only
Approve timesheets			View only
Approve leave requests			View only	Date approval only
Create journals			View only	Employees in the same Location only
Add / edit team members
View team member costs		Option to disable
Export timesheets
Access reports
Set up Kiosk and Time Clocks
Manage integrations
Edit locations
Create new locations

Note: Some accounts are unable to customize these roles. If you require customized roles, check to see if custom roles and permissions are available on your plan, or if an upgraded Deputy plan is a better fit for your organization.

Please click on the links to view more detailed user access permissions in other areas of Deputy:

How do I change access levels?

Note: Only users with an access level of System Administrator or Location Manager can change other users' access levels in Deputy.

To change one team member's access level

On the People tab, click on the name of the team member you wish to change the access level for.
Select Employment from the list on the left-hand side and click Edit.
Select the required access level from the drop-down menu and click Save.

To change a group of team members' access levels

To change multiple team members’ access levels in bulk:

On the People page, select the checkbox next to each of the team members that you want to edit.
Click Bulk Actions and to the right of the list, then select Set access.
Select the access level you’d like to set, then click Update.

What should I use each access level for?

Employee

These are your base staff, typically those you want only to clock on and off with no other management of the system. If the employee only needs to work shifts and have no managerial access, grant them this access level. Read more about what Employees can do.

Supervisor

These are generally your shift supervisors or team leaders. They can schedule within the location(s) that they’re assigned to, as well as approve the time component of a timesheet. They are never able to view costs, either for a schedule or for any team members, and can never edit another team member’s profile. If you have a team leader who runs a group but has no access to pay, give them this access level. Read more about what Supervisors can do.

Location Manager

These are the staff you trust to run a location. They can view costs, approve pay, export timesheets and edit employee profiles. In regions where DeputyHR is available, they can hire, onboard and manage documents for team members in that location. They are completely capable of running a location on their own. Give this access level to payroll officers or managers for a particular workplace. Read more about what Location Managers can do.

Advisor

An Advisor is someone that may support the set up and running of your organisation but doesn’t necessarily work in it. An Advisor is able to perform set up actions such as creating locations, adding people and setting up integrations or data extractions but they won’t be able to perform any operational functions such as clocking in and out, scheduling team members or approving timesheets. In regions where DeputyHR is available, they can hire, onboard team members in that location. You can add up to 10 Advisors roles per account for free. Read more about what Advisors can do.

System Administrator

A System Administrator can do absolutely everything there is to do within the system. They are generally the business owners or administrative heads of the business. Do not make anyone this access level unless you trust them with access to everything in the account.

Please ensure you always have at least one active System Administrator in your Deputy account as they are the main point of communication between Deputy and your organisation.

Read more about what System Administrators can do.

FAQs

Have more questions about access levels? Check out our FAQs page.