- What can an Employee level access user do?
- What can a Supervisor level access user do?
- What can a Location Manager level access user do?
- What can an Advisor level access user do?
- What can a System Administrator level access user do?
- How can I change other users’ access levels
- Can I customise or add existing access levels?
- What access level can see other team members' contact information?
- Why can I not edit my team members' contact information?
- Can someone under the Supervisor access level approve their own and other Supervisor’s timesheets?
- Can we allow Employees to view the Scheduling page?
- Is the System Administrator/Owner considered a user?
- How many Advisors can I add to my account?
- How can I reset my password?
- How can a user find out what Access Level they are logged into Deputy as?
What can an Employee level access user do?
Shifts and Timesheets
- View their own shifts
- View other team members' shifts (if enabled by manager)
- Clock in and out of shifts on web browser (if enabled by manager)
- Clock in and out of shifts on mobile with location capture (if enabled by manager)
- Clock in and out of shifts by SMS (if enabled by manager)
- Clock in and out of shifts on Kiosk with photo capture (if enabled by manager)
- Create unscheduled shifts (if enabled by manager)
- Amend timesheets (if enabled by manager)
Tasks
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Add and complete tasks
News Feed
- Post and read news feed messages
- Comment on News Feed posts (if permission enabled) and delete their own comments
People
- Update their own profile including profile photo, name, phone number and email address
- Reset their own password and PIN and enable Two Factor Authentication Security on their account
What can a Supervisor level access user do?
Supervisors can do everything Employees can do plus:
Shifts and Timesheets
- Schedule team members at their location
- Approve the time component of timesheets for the team members with Employee level access at their location. Supervisors do not see or approve any pay components but if a Supervisor approves the time component of a timesheet then the timesheet will automatically be pay approved.
- If a timesheet is amended after being approved, a Supervisor can only amend and approve the time component and not the pay component.
- Approve the date component of leave requests for the team members at their location. Supervisors do not see or approve any pay components of leave requests.
Journals
- Can journal their Employees under the same location
- Cannot view journals about their co-Supervisors, in ANY locations.
- Cannot view journals about themselves.
People
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View the contact details of team members with Employee access level at their work location
What can a Location Manager level access user do?
Location managers can do everything Employees and Supervisors can do plus:
Shifts and Timesheets
- Approve the time and pay component of timesheets for the team members at their location
- If a timesheet from the Location they manage is needed to be amended after being approved, a Location Manager can amend and approve the time component and the pay component as necessary.
- Export timesheets
- Approve the date and pay component of leave requests for the team members at their location.
Journals
- Can journal their co-Location Managers, Supervisors and Employees, under the same location.
- Can view journals about their co-Location Managers, and journals about users with lower access, under the same location.
- Cannot view journals about themselves.
People
- Add or edit the details (including pay and leave balances) of all team members at their assigned location
- Manage login issues with team members at their location
Reports
-
Run reports (for the Location they manage)
Account Configuration
- Set up Kiosk at the assigned location
- Edit Location settings at assigned location
Deputy HR
Deputy HR is available in AU and UK only as an add-on subscription
- Onboard a new hire at their assigned location
- View and manage documents for team members in their assigned location
- View and hire candidates in their assigned location
What can an Advisor level access user do?
The Advisor access level is for someone that may support the set up and running of your organisation but doesn’t necessarily work in it. You can have 10 team members set at Advisor level for free. They will have the following access:
Shifts and Timesheets
- View shifts (can not schedule team members, start shifts, clock in and out)
- View timesheets (can not create or approve timesheets)
- Export timesheets
- View leave requests (can not request or approve leave)
Tasks
-
View tasks (can not create tasks)
News feed
- View News Feed (cannot post messages)
- Cannot confirm posts as read
Journals
-
Can view journals about all other team members (cannot create journals)
Cannot view journals about themselves.
Reports
-
Run reports
People
- Update their own profile including profile photo, name, phone number and email address
- Reset their own password and PIN and enable Two Factor Authentication Security on their account
- Add and edit other team members including team member costs
- Manage login issues for team members in their organisation
Account Configuration
- Create Locations
- Set up Kiosk at the ALL locations
- Configure general Business Settings for the account
- Can not access account subscription and billing information
Advisors can also access multiple businesses (if they have been invited to them) by clicking on Account overview in the drop-down under your name.
On your Global Profile screen, you can update your own profile information, create a new business or switch between the businesses you have already been invited to.
Deputy HR
Deputy HR is available in AU and UK only as an add-on subscription
- Onboard a new hire for all locations
- Send and upload documents for all team members but Advisors will be unable to request, view or download documents.
- View and hire candidates for all locations.
What can a System Administrator level access user do?
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.
System Administrators have complete control over their account to allow them to do everything Employee, Supervisor and Location Manager can do at all Locations plus:
Journals
- Can journal anyone.
- Can view journals about any other users.
- Can not view journals about themselves.
News Feed
- Delete other team members' News Feed posts or comments if needed.
Account Configuration
- Create Locations
- Set up Kiosk at the ALL locations
- Configure general Business Settings for the account
- Access account subscription and billing information
Deputy HR
Deputy HR is available in AU and UK only as an add-on subscription
- Onboard a new hire in all locations
- View and manage documents for team members in all locations
- View and hire candidates in all locations
How can I change other users’ access levels?
Only users with an access level of System Administrator or Location Manager can change other users' access levels.
To change a users access level please read How Do I Change Access Levels.
Can I customise or add to existing access levels?
No, access levels can not be customised for Premium accounts.
Access levels can be added or customised to suit your business needs in Enterprise accounts only.
Read more about how to customise roles in Enterprise - Roles, Access Levels & Permissions.
What access level can see other team members' contact information?
System Administrators, Advisors, Location Managers, and Supervisors can see Employee contact details, however, Location Managers and Supervisors can only access the contact details of those team members they manage at their location.
Why can I not edit my team members' contact information?
Deputy does not allow editing of another user’s contact information for security purposes. For example, if a team member changes their primary email address, then that team member needs to change their details accordingly in their profile. An employer may not know when this occurs.
Can someone under the Supervisor access level approve their own and other Supervisor’s timesheets?
Supervisors can only approve Employee level timesheets.
Can we allow Employees to view the Scheduling page?
Yes, Employees can view the Schedule page if you set up the correct permissions.
You can do this within Location Settings. Please read Change Employee Schedule View Permissions.
Is the System Administrator/Owner considered a user?
Yes, any active user using the system will be considered a user and will be charged per their plan.
How many Advisors can I add to my account?
You can add up to 10 Advisors for free per Deputy account. Once you have added 10 Advisors you will be unable to add any more.
How can I reset my password?
Users can reset their password from the Deputy website or Deputy mobile apps.
Please read How to Recover your PIN or Password. Location Managers and System administrators also have the ability to manage team member's login issues.
How can a user find out what Access Level they are logged into Deputy as?
If you are not sure what level of access user you are, while logged into Deputy, please click on your name in the top right of the screen and select Profile from the menu.
You can see your current access level is displayed under your name.