This article defines Areas of Work, creating new Areas, roster order, Areas with Geo, and how to configure Area Based Pay.
Beneath the Tab Bar, you’ll find a menu where you can create a “New Area of Work,” as well as filter your list by Area Name, Location, Active Status, or Keyword search.
When you click “New Area of Work,” you should be presented with the following page. On the left, you'll see that the Main tab is highlighted.
Start by giving your new Area a name. It could be “Front Desk,” “Manager,” “Bar,” or any job, or area worked in this Location. The Area Name must be unique within the Location, but multiple Locations can have the same Areas.
Next, choose the Location for this Area. You can even make this an Area within an Area, by assigning a Parent Area.
Choose if you’re ready for this Area to be active. Inactive Areas won't appear in the schedule.
One of the benefits of Deputy Enterprise is Area Based Pay. It allows you to pay your employees based on the nature of the work. If you plan to use Area Based Pay, then you’ll need a unique Export Code for this Area. Otherwise, the specific dollar amount for each Area needs to be entered into the Pay Conditions Category, which will be detailed later in this article.
You can also choose a color (or colour) for this Area. The color will appear in the Area Header in the Schedule, and can serve to make the Schedule easier to view at a glance, as shown below.
You’ve completed entering the Main information for this Area. Next, let’s explore the other categories for this Area.
If this Area has an address that is different than it’s main Location, you can enter that information here. Turn on “Use as default shift address,” to make this area, and all of its shifts, associated with this address, instead of the address of its main Location.
We call this Areas with Geo, and it's useful if you need your team to clock in at an event, worksite, or any other remote work location that is different than the main location of your business.
In the Deputy app your team can view their schedule and clock in and out for their shifts. When an employee is scheduled in an Area with its own address, your employees will see where it is on a map, and can even get directions. Deputy can even notify you if they clock in or our too far away from this Area.
If you have phone numbers, email addresses, Instant Messenger handle, or a website associated with this Area, you can enter that information in the Contact tab.
The Roster is the calendar display found in the Schedule tab. It allows for flexible viewing of your schedule, either by Area of Work or by People, for a whole month or just a day.
In the Roster tab, you can set how this Area will appear when you are creating your schedule. If this Area is not a workplace, or is worked by people who aren’t included in your schedule, then you can turn off “Show On Roster.”
The Roster Sort Order determines how the Areas are arranged in the schedule.
If you’re unsure of the best roster order for your business, that’s okay. Roster order can be changed at any time in Deputy's Locations tab. Edit Settings for the Location who's Areas you wish to rearrange. There, you can drag and drop Areas into the desired order.
The ‘Managed By’ tab allows you to designate anyone who will be managing any team members who are scheduled in this specific Area. If the Access Level of their Role permits them, the employee(s) selected here will be able to schedule, and to approve time sheets for this Area.
Choose the Pay Conditions tab to configure Area Based Pay.
Pay Conditions can be assigned to an Area so that employees can be paid differently when scheduled in that Area.
For example, a caterer who has a pool of staff to choose from, and wants someone working as a bartender, at any given time, to be paid a higher rate than if they were working in any other Area, at any other time. We call this Area Based Pay.
When setting up Area Based Pay, an applicable Pay Condition must first be created, and assigned to the Employment Terms of any applicable employees. We’ll return to Areas of Work after a brief walkthrough of this process.
Creating a Pay Condition - A Brief Overview
A Pay Condition is a resource kept in Deputy that designates how pay is applied, either as a dollar value, or a multiplier of another pay rate, over a given period of time.
To create a new Pay Condition, navigate to the Enterprise tab, and choose Pay Conditions.
Then, choose New Pay Condition.
The first step is to give this Pay Condition a relevant name. Since this Pay Condition will be used for Area Based Pay, it could include the Area name, but could also include the Pay Rate, and any other clear verbiage to help you identify this Pay Condition in the future. For this example, we’ll be configuring Area Based Pay for the Bartender Area of our catering company.
When you’ve finished with this step, look for the button marked “Next, Step” to continue.
Make this a Base Condition.
Decide if this Pay Condition is an hourly rate as shown above, or a multiplied rate as shown below. Multiplied rates will vary based on the pay rate they are multiplying.
Unless you need this Pay Condition to be limited to specific days and times, Recommend With Schedule, Daily - All day.
Generally, an Hourly Rate will be assigned according to the exact hours that are matched. This is the case when “Pay exact portion” is selected. However, it is possible for a Pay Condition to enforce an Hourly rate for a full shift, even if it only matches a minor or major portion of that shift. This is occasionally used for specialty rates such as Public Holiday rates, and does not apply to Area Based Pay.
Last, check the box next to any departments to which this Pay Condition will apply. In this example, we’re creating a Pay Condition for the Bartender Area, so we’ll limit this Pay Condition to that Area.
Take a moment to review this Pay Condition before saving.
Once you’ve saved, you can return to the list and see your new Pay Condition listed. It should have a red “X” beside it. This means that it can still be deleted, as it is not yet in use. The red “X” does not appear beside any Pay Condition that is assigned to an Employee, an Area, or associated with a pending Timesheet.
This Pay Condition is the first step of configuring Area Based Pay. The second step is to assign the Pay Condition to any Employment Terms needed. Employment Terms are not employee specific. You may have many Employment Terms that are only assigned to one employee, as well as many employees who are each assigned the same Employment Term.
Assigning a Pay Condition to an Employment Term
To begin, navigate to the Enterprise tab and look for Employment Terms.
Here, you'll see listed your Employment Terms. You will need to add this Pay Condition to all applicable Employment Terms. For this example, we’ll add it to the Daily $15.00 Employment Term.
When you select Pay Conditions, you should see the Base Pay Rate, as well as any Pay Conditions assigned to this Employment Term. Notice that the Bartender Employment Term is Available, but not yet assigned.
You can use drag-and-drop to assign the Pay Condition to the Employment Term. Be sure to organize it below the base Pay Condition. Pay Conditions should always be top-down, from least likely to occur to most likely to occur, with Area based Pay Conditions at the bottom.
You’ll need to repeat this process for every Employment Term assigned to any Employee who you wish to be eligible for Area Based Pay. You can move quickly to the next Employment Term by clicking the arrow to the right of “Save This Employment Term,” and choose “Save and Next.” If you need to quickly create a new Employment Term that has only a few differences, you can also choose “Save and Duplicate.”
Once the new Pay Condition has been assigned to all applicable Employment Terms, you can continue to set up Area Based Pay.
To continue, click on the Enterprise tab and note the list of recent tabs. This will allow you to quickly return to Areas of Work, but you can always find it in the Enterprise Dashboard.
Area Based Pay - Continued
There are many ways that Pay Conditions can be configured for an Area. Here, we’ll explore two basic scenarios: Area Based Pay with Shared Overtime, and Area Based Pay with Area Specific Overtime.
Area Based Pay with Shared Overtime
This is the most common scenario in which an employee earns different pay rates for working in each Area, but overtime is calculated using their base pay rate, and is not tied to the area being worked.
In this example, our Areas are: Bartender, Concierge, Dishes, and Server. When you click edit to the left of one of the Areas,
And choose Pay Conditions,
Look for two columns as shown below. Existing Pay Conditions that are applicable to this department are listed on the left. If you do not see the Pay Condition that you are looking for, return to the Enterprise: Pay Condition tab, and make sure that this area is selected under “Applicable Departments.”
For this example, we’re configuring Area Based Pay for the Bartender Area, and so only the Bartender Pay Condition should be in the “Assigned” category.
If this Pay Condition also appears in an employee’s Employment Term, and that employee is scheduled to work as Bartender, then that employee will be paid according to this Pay Condition, instead of at their Base Pay Rate.
This would mean that any employee working overtime in the Employment Term would be set as a multiplier of the Employee’s Base Rate. To check this, you can look for Employment Terms in the Enterprise tab.
Click the View button to view the Employment Term’s details.
Then, choose Pay Conditions.
Here, you will see the Pay Conditions that would apply to the Employee, unless working in an Area with its own Pay Conditions. Note that Overtime appears here. Since there is no overtime associated in the Area’s Pay Conditions, all Overtime will be calculated using the Employee’s Base Pay Rate (Daily $15.00).
Now, let’s look at another example of how Area Based Pay can be configured.
Area Based Pay with Area Specific Overtime
Now, let’s explore a similar scenario, with employees earning different pay rates for working in each Area. However, unlike the previous scenario, each Area has its own Overtime Condition. In this scenario, the multiple overtime rates in the Employment Term would each be set as directly correlating with each Area specific Pay Rate.
Do do this, we’ll return to the Pay Conditions section of the Enterprise tab. We’ve already made a pay condition for each Area’s base rate, so we’ll just need to make a Pay Condition that multiplies that rate.
To do this, choose New Pay Condition.
Give this Pay Condition a name you’ll recognize in the future, and choose “Next Step.”
Just like when creating the Bartender Pay Condition, the Remuneration Rule is Base, and the Remuneration Type is Hourly. But this Pay Condition needs to multiply the Bartender rate to calculate pay.
After selecting the ‘Multiplied Rate’ checkbox, you will be able to enter Multiplier Value, and the Multiplier Base Rate. Because we’re using Area Based Pay, the Bartender Pay Condition is selected, not the Employee Base Rate.
After completing this step, you can move on to Step 3, where you can determine when this Overtime Condition will apply, and how it is weighed against other Conditions.
In Step 4, make sure that this new Pay Condition is Applicable to the intended Area.
Click “Next Step,”
…then “Save This Pay Condition,”
…and “Back to list.”
You should now see your new Pay Condition. You will need to repeat these steps for each Area that you wish to pay Area specific Overtime.
You now have a Pay Condition that calculates Overtime for Area Based Pay. In order for it to apply to employees when they work in this Area, it will need to be assigned to the Pay Conditions in their Employment Terms.
To do this, go to Enterprise: Employment Terms.
Click the Edit icon to edit the Employment Term.
Choose the Pay Conditions tab.
Your new Pay Condition is Available to be assigned. In this example, we created the Bar OT Pay Condition to calculate overtime based on the Bartender Pay Condition, so it is now in the Available column.
Drag it to the Assigned column, and position it above the Area Based Pay Condition. Remember, these conditions should be organized top-down, from least likely to most likely.
Once the Pay Condition has been created, and associated with the Employment Terms, Area specific Overtime can be configured for this Area. For this example, we’ll return to the Bartender Area.
You should return automatically to the Pay Conditions tab.
If you don’t see your new Pay Condition in the Available column, try refreshing your browser.
Drag and drop the Overtime Pay Condition into the Assigned column, placing it above the Area specific Pay Condition. This means that any employee, who’s Employment Term includes these Pay Conditions, will be paid accordingly when working as a Bartender.
Now that you’ve configured this Area, it’s time to save. If you have many Locations or Areas in your organization that include this type of work, you can click the triangle to the right of Save, and choose Save and Duplicate.
This will help you to create a new Area using all of the entered details, so that you only need to adjust the Location or Parent Area before moving on.