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Borrowing team members from other locations for scheduling

Lisa Kirby
  • Updated
Borrowing team members from other locations in your business gives you a wider pool of team members to select from when filling in shifts. However, while scheduling, you may notice that your team member list does not include every single team member's name in your Deputy account.
Only the team members associated with the location you are scheduling for are populated into the list to reduce loading and waiting time. Even if a name does not immediately appear when scheduling you can still schedule this team member if you need to 'borrow' them for that location.

Borrowing team members to schedule

To schedule a team member to a different location than they are associated with in their employee profile, you just need to search their name in the list.

Example:

Abby is not associated with 'The Shell' location in her employee profile.

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However, the scheduling manager for 'The Shell' location needs to schedule her for a shift. You can see Abby's name does not appear in the alphabetically sorted list on the left-hand side of the Schedule page when 'The Shell' is selected.

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When adding the shift, you can see that Abby's name does not appear in the list of recommended team members however when the scheduling manager types her name in search bar it appears with her main location code (AZU for 'The Azure') next to her name. The scheduling manager is able to schedule Abby for a shift at 'The Shell' as usual. After publishing the shift Abby will be notified as usual.

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Approving timesheets in borrowed locations

If you have borrowed a team member from another location, you will need to approve the timesheet in the location where you wish to export the timesheet to payroll.

Following the previous example, Abby usually works at 'The Azure' but was borrowed to work a shift at 'The Shell'.

If you review the Approve Timesheets tab with 'The Azure' selected in the location selector, you can see Abby's timesheet from 'The Shell' still appears but with an arrow next to it. When you hover over the arrow a tip tells you she was Lent. You can also see her area of work in the timesheet summary has the location code for 'The Shell" (SHL) in front of the area she worked in.

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If you review the Approve Timesheets tab with 'The Shell' selected in the location selector, you can see Abby's timesheet from 'The Shell' appears also with an arrow next to it. When you hover over the arrow a tip tells you she was Borrowed. You can also see her area of work in the timesheet summary has the location code for 'The Shell" (SHL) in front of the area she worked in.

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If you approve the timesheet in one location it will show as approved in the other, however, when you go to export the timesheet, it will only appear on the Export Timesheets tab in the location the timesheet was approved.

Exporting timesheets

To export a borrowed team member's timesheet, select Export timesheets on the Timesheet tab.

Using the location selector on the top left, select the location the timesheet was approved in and export the timesheet as usual.

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