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Employee guide to the Deputy mobile app

Lisa Kirby
  • Updated

This guide looks at everything a user can do while logged into the Deputy mobile apps with Employee access level:

Getting started on Deputy mobile app

Before you start ensure you have already done the following:

  1. Received an invitation to Deputy via email or a shared link.

    If your workplace uses the Deputy Kiosk to sign in and out you will need to note the Kiosk PIN in the invitation email to sign in to Kiosk.

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  2. Followed the link in the email to set a password and activate your account:

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    Note: If your employer has invited you to join Deputy by sharing a URL link rather than an email, then your sign up screen will then look like this:

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3. Downloaded the Deputy Mobile App for either iOS or Android as appropriate to your device.

Please note: If you are using a phone that uses ColorOS (Oppo), MIUI OS (Xiaomi), HarmonyOS (Huawei), or any other mobile operating system that is not the standard version of Android OS; your device may run into compatibility issues with the Deputy mobile app.

  • Deputy app for iOS requires a device running iOS 15.0 or later
  • Deputy app for Android requires a device running Android 7.0 and up

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Now let's look at what you can do in the Deputy app.

Profile settings

If you tap on your photo on the top left of your Home screen (iOS) or the hamburger icon on the top left of any screen (Android) in the Deputy app you can:

  • update your personal details
  • switch over to access another business in Deputy (if you work at multiple organisations that all use Deputy)
  • Log out from the App

iOS

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Android

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Home

Start and end your shifts and breaks

You can Start and End your scheduled or unscheduled shifts and breaks from your Android phone, iOS phone or Apple watch.

  1. From Home just tap on Start in 'Area'.

  2. The shift details will be displayed then tap Start shift.

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Tip: Can't see the button to start a shift on the Home page or can't start a shift?

  • The Start shift button will not appear on the Home page if your organisation is subscribed to a Deputy plan (such as Scheduling only) that does not allow the use of the clock in and out functionality.
  • You will receive a warning message and be blocked from starting a shift if your organisation has configured Deputy to not allow you to start shifts from the mobile app.

View upcoming shifts and advise if you can't work

Review what shifts you have coming up and advise if you can't work

  1. From Home tap Upcoming Shifts

  2. Tap on a shift to see the details

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  3. If you can't work the shift just tap Can't work

  4. Decide whether to:

    • request to swap the shift with the shift of another team member OR

    • offer it to other team members to work instead of you.

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Note: some organisations may not enable the ability for their team to offer or swap shifts.

Set Up a Sync so that your Shifts Appear in your Own Personal Calendar

iOS app users can set up a subscription so that their schedule will sync to their own personal calendar.

1. From Home tap Upcoming Shifts

2. Tap on the Calendar icon and then OK to start the subscription.

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View and claim available shifts

If there are open shifts at your work location and you are eligible to work then you can claim them from your phone.

  1. From the Home screen tap Available Shifts.

  2. Tap on the shift you are interested in to see the details.

  3. Tap Claim shift to make it yours.

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Note: if your manager has enabled it, they may require an approval step before you are assigned any open shifts. In this case, you can tap Request Shift and they will review everyone that has also requested that shift and then approve the request for the most suitable team member.

Submit Leave

You can submit a leave request from your phone:

  1. From the Home screen tap on Leave.

  2. When you tap on Balances you can see the level of each leave you are entitled to.

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3. When you tap on Requests, you can see previously Approved and Declined Leave Requests.

4. To submit a leave request, tap the + icon and complete your leave details then tap Done (iOS) or tick icon (Android) to submit.

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Submit Unavailability

Let your manager know you are unavailable to be scheduled at specific times.

  1. From the Home screen tap on Unavailability.

  2. Tap on the +icon to add the period of time you are unavailable to work. You can also set up a repeating unavailability if needed.

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View, create and complete Tasks

You can view, create, assign and complete Tasks on your phone.

  1. From the Home screen tap on:

    My tasks - Review, create or complete tasks assigned to you by yourself and others

    Assigned tasks - Review, create and assign tasks to other team members

    Shift Tasks - review and complete tasks assigned specifically to the group of team members working in your work area at a specific time. These tasks can be completed by anyone scheduled on that shift.

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2. To complete a task just tap on the check box.

3. To add a new task tap on the + icon.

News Feed

Read and send messages, photos and videos to your team members

You can read and send text, photos and videos to your team from your phone.

  1. Tap on News Feed in the navigation bar.
  2. Tap on each message that has been sent to you to read the full content, tap Confirm read if the sender has required confirmation of you reading it.
  3. If the message doesn't require confirmation you can also react to it with an emoji as shown below.
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You can also comment on a post by tapping on the speech bubble icon and typing a comment. Or, tap on the + icon on the top right of the screen to compose and send your own message.
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Note:
  • System Administrators have the ability to restrict specific access level groups from posting or commenting in News Feed.
  • It is also possible for each author to restrict commenting on specific posts that you create. When you create a post you can deselect Allow comments to stop other users from commenting on that specific post.
Read more in News Feed and Posts.

Schedule

Note: managers have the ability to configure schedule view permissions so you may not always be able to view the schedule as described here.

When you tap on Schedule in the navigation bar, you can see the shifts that are scheduled as well as unscheduled shifts that may have occurred.

Note: The shifts displayed in the Schedule tab on the mobile app may differ from that on the Schedule page on the Deputy website as the mobile app displays both scheduled and unscheduled shifts whereas the Schedule page on the website only displays scheduled shifts.

There are two views you can use to see schedule information on the mobile app:

Day View

Here is an example of the Day View of the Schedule on an iOS (left) and Android (right) phone. It shows a list of who is working and scheduled to work, where and when on the day selected.

Just like Week View by Area, you can filter what you are seeing by:

  • tapping the circled icon to toggle between Day View and Week View
  • tapping the location indicated by the arrow to toggle between work locations
  • tapping the arrows to the left and right to advance one day at a time OR
  • tapping on the grey bar under the day to reveal a date selector to jump to any other date.
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Week View by Area

Here is an example of the Week View by Area of the Schedule on an iOS (left) and Android (right) phone. It shows a grid view (grouped by Area) of who is working and scheduled to work, where and when on the day selected.

Just like Day View, you can filter what you are seeing by:

  • tapping the circled icon to toggle between Day View and Week View by Area
  • tapping the location indicated by the arrow to toggle between work locations
  • tapping the arrows to the left and right to advance one day at a time OR
  • tapping on the grey bar under the day reveals a date selector to jump to any other date.
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Jump to today's schedule

Jump directly to TODAY's schedule by tapping on TODAY (iOS) or the Today's Date icon (Android) as shown by the arrows in these examples:

Time off View (iOS only)

  • on iOS apps only you can also view your own leave and unavailability in the schedule as an Area called Time off.
  • on iOS app only you can expand or hide the shifts in each Area by tapping on the Area name and adjusting the Show toggle to your preference.

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Note that as a user with Employee level access you will be unable to view other team members' time off, only your own.

Timesheets

Review and Amend Timesheets

If you forget to clock off or need to change some details about a shift already worked you can amend your past timesheets on your phone.

You can review past timesheets and amend them if:

  • they have not yet been approved (a green tick next to the shift shows you it is already approved, as shown in the example below)
  • your manager has set permissions to allow amending timesheets.

1. Tap on Timesheets from the navigational bar (or from the link on the Home screen).

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2. Tap on the shift you wish to view or amend. If the shift has been approved already you will only be able to view the details and the history. If the shift is showing as Pending you can tap on details about the shift to amend then tap Update. You can see the changes are tracked in View History.

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Create adhoc Timesheets

You can create an ad-hoc timesheet for shifts where you did not clock in and out from your phone if:

  • the timesheet you are adding is for a shift in the past (you can't create timesheets for the future)
  • your manager has set permissions to allow adding timesheets.

1. To add a new timesheet for a past shift tap on the + icon on the Timesheets screen as shown in the iOS (left) and Android (right) example below:

2. Enter the details of the shift including where you worked, start and end times as well as any breaks taken. Add a comment if you need to let your manager know why you are creating this timesheet.

When you are done tap on Add (iOS) or Tick icon (Android) to create the timesheet.

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Note: This timesheet will not have any clock in and out history as it has been created by you. When your manager is approving the timesheet, it will carry a warning that it was a non-scheduled shift and they will be able to read any comments you added when you created it.

People

See which Ream members are scheduled and currently on shift

Users with Employee level access can tap on the People screen to see which other teams of their team are currently scheduled or working today.

You can see:

  • Who is working right now (green dot on their profile)
  • Who is scheduled to work (purple dot on their profile)
  • Who is running late (red dot on their profile)
  • What time and area team members are working in

If you work in multiple locations for this business you can tap on the locator icon to select another location and select to view the team at that location too.

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Note: if you can not see any other team members when you tap on the People tab, it's possible your organisation does not allow visibility of co-workers' schedules.

You may also be interested in seeing what you can do when you log into the Deputy website:

Getting Started - Employee

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