Stress profiles are a way to control fatigue and overtime for your team members.

You can use stress profiles to control the following attributes of how and when a stress warning will trigger when scheduling with Deputy:

• Maximum number of hours per shift
• Maximum hours per week (Calculated based on the Week Start specified day)
• Maximum days per week
• Maximum hours per day (starting from midnight to midnight)
• Minimum hours between shifts (Only applicable for shifts finishing after 7pm and subsequent shift starting before 9am next morning)
• The gap between shifts (default 0 hours)

With these parameters selected, you will get a warning when you attempt to schedule your team member beyond the stress profile that has been assigned.

1. On the People page, click on the name of the team member you would like to apply a stress profile to.

2. Select Employment from the menu on the left and click Edit.

3. Scroll down to the Stress profile field and select the appropriate profile from the default list and click Save.

1. On the People page select the multiple team members you want to apply the same stress profile to, then click on Set stress profile from the Bulk actions dropdown menu.

2. Select the appropriate profile from the default list and click Save.

The default stress profiles that are already loaded in Deputy are defined by the following parameters.

You can also create your own stress profiles.

When scheduling, Deputy takes many factors into account to help you schedule the best possible team member for each shift.

You can read more about how Deputy determines this by reading Ensure a Team Member is Recommended for a Shift.

One of the five factors Deputy uses to determine if a team member should be recommended for a shift is whether their Stress Profile warning will be triggered if they are scheduled on a shift.

If you attempt to schedule a team member and they have reached their stress profile limit, they will NOT be recommended to work the shift and you will receive this message:

You can override this warning and still schedule the team member. However, a warning will be displayed on the schedule.

Deputy is pre-loaded with a set of default stress profiles, however, you can customise the stress profile parameters to suit your organisation.

Note: To access create new or modify existing stress profiles, you will need to have System Administrator access.

1. Click on Business Settings from the menu under your name

2. From the People tab click on Manage Stress Profiles

3. From this screen, you can see the existing stress profiles in your account. You can create a new stress profile by selecting New Stress Profile.

4. Complete the fields as detailed below and click Save This Stress Profile.

Give your Stress Profile a name. For this example, this profile is for a team member who works no more than 20 hours per week.

A shift is a timeframe in which work needs to be done in an area. Shifts can be as short or long as you need them to be, but local laws may require a specific limit. If you need to limit how long team members with this Stress Profile can be scheduled within a given shift, enter that number here.

There are multiple reasons for limiting weekly work hours, like avoiding overtime pay. This number is applied to the total hours in the calendar week, based on what day your week starts within Deputy. To learn how to view or change this day, check out our article How to Change Your Schedule Starting Day.

This field allows you to decide how many days per week this type of team member should work. 5 days per week is typical, but team members with this Stress Profile may need to be able to work more or less than that. For this example, this type of part-time team member shouldn't work more than four days in a week, based on when the schedule week starts.

This ensures that team members with this Stress Profile aren't scheduled for more than 8 hours within any 24 hour period, not calendar day (midnight to midnight).

Make sure your team members get rest between shifts by setting the minimum hours between the end of the first shift, and the beginning of the next.

Note: This only applies if the first shift ends after 7pm on the first day, and the next shift starts before 9am of the next calendar day.

Custom Rules

The default gap between shifts is 0 hours, meaning a team member can be scheduled back to back shifts. If you would like to allow additional time (for example, so they aren't scheduled back to back shifts) you can use the Custom Rules section. To determine the gap between shifts, please copy and paste this in:

[{"gap":12}]

Next, change the 12 to whichever number suits best. For example, set it to 2 for a two-hour gap between shifts.

Setting up a custom stress profile to warn scheduling managers when shifts do not comply with Clopening or Right to Rest requirements (US).

Deputy accounts in the US can follow the above instructions to create a custom stress profile to provide a clopening or right-to-rest warning when scheduling their team members covered under Fair Workweek.

1. Create a custom stress profile with the minimum hours overnight between shifts set to the number of hours specified in your Fair Workweek legislation.

2. Assign the stress profile you have created to the relevant team members, either individually or in a bulk action if you have many team members to assign.

3.  Now, if a scheduling manager creates shifts on the schedule where the team is scheduled to work a shift that finishes after 7pm and before 9am the next day AND the number of hours you have specified minimum hours overnight between shifts if not met then a warning will be given as shown below.

4. If you click on Schedule anyway, then you may need to seek the team member's consent to work these shift configurations and the team member may be eligible for a clopening pay premium to be applied to their timesheet (depending on your local legislation).

You can see the warning appears on the second shift in the schedule.

Removing a stress profile from your Deputy account

Note: To remove existing stress profiles, you will need to have System Administrator access.

If you have a need to remove a stress profile completely from your Deputy account you will first need to ensure it is not assigned to any of your team members. If it is, you will need to change their stress profile to another stress profile.

1. On the People tab, use the Filters and Display drop-down menus to select the stress profile you'd like to remove and select all employees with this stress profile assigned.

2.  With the required employees selected, click on Bulk actions and select Set stress profile.

3. Now select a different stress profile for these team members and click Save.

4. Now that none of your employees are assigned the stress profile you want to remove from your account you can go to Business settings.

5. On the People tab in Business settings, click on the link for Manage Stress Profiles.

6. Click on the red cross icon next to the name of the stress profile you wish to remove from your account.

Note: if there is a NO red cross icon appearing next to the name of the stress profile then that means there are still employees with this stress profile assigned to them in your account so it can not be deleted. Return to step 1 and check your employees in the People tab. Be sure to set your filter to check previously archived employees also do not have the stress profile assigned to them. If your archived employees have the stress profile in question assigned read below.

7. Click OK and the stress profile will be removed from your entire Deputy account and can no longer be assigned to any employees.

Archived Team members with the stress profile assigned

If your archived Team members still have the stress profile assigned that you want to delete you won't be able to delete the stress profile.

You have two options:

1. Unarchive the Team member, change the stress profile to another profile then rearchive the Team member again. Note: this will incur a cost as you are reinstating a user, albeit temporarily.
2. Contact Deputy Support and let us know which archived Team members need to have the stress profile removed from your account.