View this short introductory video for managers using the Deputy mobile app then read below for more information.

Note: If you are interested in seeing what your team members with employee level access can do on their phone please read Employee guide to the Deputy mobile app.

This guide shows what managers with System Administrator and Location Manager level access to Deputy can do from their phones on the Deputy mobile apps.

• Getting started on Deputy mobile app
• Profile settings
• Home
  • Today's snapshot
  • Needs approval dashboard
  • Insights
  • Shift engagement dashboard
• News Feed
  • Read and send messages, photos and videos to your team
• Schedule
  • Schedule view
  • Add shifts
  • Update or delete a shift
  • Copy shifts
  • Import shifts
  • Load schedule template
  • Auto fill shifts
  • Publish shifts
  • Find a replacement
• Timesheets
  • Review, amend and approve timesheets
  • Add timesheets
• People
  • View Team member profiles
  • Find a replacement
  • Add Team members
• Locations

Before you start ensure you have already done the following:

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

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

• update your personal details
• get help with our 24/7 support team or read our collection of help articles
• switch over to access another business in Deputy (if you work at multiple organisations that all use Deputy)
• Log out from the app

In addition to the above, when you tap on the hamburger icon on Android you can also

• edit your business name, number of staff
• refer a friend to Deputy

All mobile app users including Employees have access to

• Start and End Your Shifts and Breaks
• View Upcoming Shifts and Advise If You Can't Work
• Set Up a Sync so that your Shifts Appear in your Own Personal Calendar
• View and Claim Available Shifts
• Submit Leave
• Submit Unavailability
• View, Create and Complete Tasks

In addition to this, Location Managers and System Administrators can also use the Home screen to view:

Tap on the numbers displayed in Today to link directly to team members currently:

• on shift
• on break
• late to clock on
• scheduled to work later today

If any of the below situations require approval they will be displayed on the Home screen under Needs attention with the number of approvals outstanding. Tap on the relevant line to approve:

• Team member's timesheets
• Shift swaps (if approval is required)
• Leave requests 
• Open shift requests (if approval is required)

Tap on View Feedback to see comments left by team members as they completed their shift (if you have shift engagement turned on)

You can review your organisation's schedule on the mobile apps in both:

You can swap between the two views by tapping on the calendar icon on the top left of the screen (on iOS as pictured above) or on the top right (on Android).

You can also jump to Today's schedule or view all team member's Time Off in the schedule (iOS only)

2. Select the shift area, date, time, break details and whether the shift is repeated another day. 

3. Select or search for the team member you want to add the shift for or else choose an

• Empty shift or
• Open shift (first claimed) or
• Open shift (with manager approval)

to add to the schedule. A tick appears next to the option you select.

4. Add any shift notes you need to add then tap Add shift.

After the shifts have been added to the schedule you will need to Publish them so that your team members are notified of the changes you have made.

1. If you need to change or remove a shift from the schedule just tap on the relevant shift in the schedule

2. Update the relevant details, such as Start Time, select the correct time then tap on Update. You can also tap on the three dots icon on the lower left of the screen and then select Delete to remove the shift from the schedule.

Copy shifts allows you to copy shifts from one schedule view to paste in another time period.

1. On the Schedule tab, select the Location, and date range you wish to copy shifts from. Note that the Schedule View you are viewing will determine whether you copy the week's shifts or just one day's. In the example below we are looking at Week view where one week's schedule can be viewed by Area.

2. Tap on the + icon and select Copy Shifts from the menu.

3. All shifts on the current schedule view will be selected you can tap on individual shifts to unselect some shifts or tap on Unselect all if required.

4. Once you have the required shifts selected with ticks, tap on Copy X shifts.

5. Swipe through the weeks until you are viewing the date range you wish to copy the shifts to.

6. Tap on Paste X Shifts.

Import shifts is a way to import the shifts from one day in the schedule to another day.

1. On the Schedule tab, select your desired Location and tap on the + icon and select Import Shifts from the menu. For Android mobile app users you will need to ensure only one location is chosen and you are in Day View to see the Import shift option.

2. Tap on the date field to select the day you wish to import shifts From and To. You can further select only certain areas or select all shifts to imports.

3. Tap Import.

After the shifts have been added to the schedule you will need to Publish them so that your team members are notified of the changes you have made.

Schedule Templates are a way that you can save an 'ideal' schedule that you have already set up to load into another time period.

Note that to load a template into your schedule on the Deputy mobile apps you will need to have saved it already using the Deputy website.

Please read more about using templates to schedule at Schedule Templates.

Autofill is a way to have Deputy automatically fill any empty shifts in your schedule with recommended team members.

1. On the Schedule tab, select a schedule with Empty shifts (coloured grey and no team members' names in the shift as shown in the iOS mobile app example below) and tap on the + icon.

2. Select Auto Fill from the menu.

Note: for Android mobile app users you will need to select the team member schedule view on a day with empty shifts in the schedule and the Autofill Shifts button will appear automatically at the bottom of the schedule for you to tap.

4. You can see the shifts are filled with the names of the most suitable team members are per our 5 recommendation factors.

After making changes in the schedule you will need to publish shifts so your team members can view them, and if you choose, are notified of the changes to shifts.

1. You will know you have unpublished shifts when viewing a schedule if you have a button at the bottom of the screen Publish Shifts. You can also tap on the + icon and select Publish shifts on the iOS app.

3. Tap on Publish options to select whether you want to:

• publish updates only OR publish all shifts
• notify team members with:
  • SMS, email, push notification on app OR
  • email push notification on app OR
  • require confirmation via SMS, email, push notification on app OR
  • send no notification that you have published shifts and just mark them as published.

Once you have selected your publish option you can tap on Back.

4. Tap Publish on the top right side of the screen when you are ready to publish the shifts.

If you have a team member who can't work a shift, you can find a replacement from your mobile app.

1. Tap on the shift needing a replacement in the schedule.

2. Tap on the three dots icon on the lower left of the screen and select Find Replacement.

4. You can see in the schedule that the shift will now appear as an Open shift which means that the first team member to claim it from those you messaged will be assigned the shift.

Note: If you wish to have control over which team member claims the Open shift you are replacing then you will need to instead delete the existing shift and add a new shift as an Open shift with manager approval.

Managers can review, amend and approve team member's timesheets from their mobile.

1. On the Timesheets tab select the list of Pending timesheets.

2. Tap on a shift to review or amend the shift details then tap Approve to save changes and Approve in one step.

When you tap on the Approved timesheet list you can see all approved timesheets have a green tick. You can tap on any timesheet to review the details including a timesheet history or Update details further and approve again.

Team members have the ability to add their own ad-hoc timesheets (if the manager gives permission) for shifts they have worked in the past where they may not have clocked on to a scheduled shift.

Managers are also able to add and approve ad hoc timesheets for team members who did not clock on to work a shift.

1. On the Timesheets tab, tap on the + icon.

2. Enter the Area, Team member(s) and Date, Time and Break Details you wish to create a timesheet for.

3. Tap on Add to create and approve the timesheet in one step.

Note that timesheets can not be created for future dates and times.

On the People tab you can select a team member you manage to:

• Review and edit their profile details
• Clock in for a Shift on their behalf or begin an unscheduled shift
• Send them a message in Deputy News Feed
• Assign them a Task
• Contact them via Email or Phone
• View and Amend their Upcoming Shifts
• View, Amend and Approve their Timesheets
• View and Approve their Leave Requests
• View their Unavailability Requests
• View or create a Journal item about the team member
• Archive team member (Edit profile then click Archive Team member)

In addition to using the Schedule tab to find a replacement for team members who can't work, you can also tap on scheduled team members on the People page to find a replacement.

1. On the People tab, tap on the name of the scheduled team member who can no longer work their scheduled shift.

2. Tap Find Replacement if the shift is today or else tap on Upcoming Shifts to select the shift they can not work.

3. Follow the steps detailed previously to invite other team members to work this shift instead.

Adding your team using iOS app

2. If you select Add from contacts then you will need to grant Deputy permission to access your contacts on your phone to add your new team member.

3. If you select Import from HR or payroll, then you will be asked to sign in to your third-party payroll software to import team members' details.

4. If you select Invite with link, Deputy will generate a unique URL for your organisation which you can copy and paste into a message, onto a social media page or chat group allowing your team members to sign up. You will still have control to approve access when they sign up and you also have the option to deactivate the link when you no longer need it.

Adding your team using the Android mobile app

1. On the People tab, tap on the + icon then select Add people manually to enter your new team member's Name, Email and/or phone number. Alternatively, add them directly from the contacts on your phone. The new team member will be sent an invite to join your organisation on Deputy if you enter an email address or phone number.

Locations

You can add or edit Locations on your phone and manage some settings.

Note: For access to all settings please use the Deputy website to manage your Locations and Areas.

Curious about what functionality you can perform on Deputy mobile app and when you need to head over to the Deputy website? Read Ways to Use Deputy Across Different Devices for a summary.

You may also be interested in reading:

• Employee guide to the mobile app
• Getting started as a Supervisor in Deputy
• Getting started as a Location Manager in Deputy
• Getting started as a System Administrator in Deputy