- What are stress profiles?
- How stress profiles work for scheduling managers
- How stress profiles work for employees
- Creating a stress profile
- Apply the stress profile to employees' profiles
- Stress profile warnings in the schedule
- Custom stress profiles and labor laws
What are stress profiles?
Use Stress Profiles to avoid scheduling employees for too many hours.
You can set stress profiles to limit scheduling employees in the following ways:
- Maximum Hours per Shift
- Maximum Hours per Week
- Maximum Days per Week
- Maximum Hours per Day
- Minimum Overnight Hours Between Shifts
Once a stress profile in Deputy has been created, they can then be applied to specific employee(s)' profiles as required.
Stress profile warnings will alert a scheduling manager when a schedule they have created violates the stress profile applied to that employee, however, the warning can also be overridden at the discretion of the scheduling manager.
Note: Stress profiles will only assist to limit the hours that employees are scheduled. They are unrelated to overtime pay rates, and do not prevent the employee from working longer than scheduled.
How stress profiles work for scheduling managers
- Deputy will alert the scheduling manager if a shift is filled in a way that exceeds a stress profile
- Managers can override these alerts (if permission is enabled in Enterprise > Access Levels & Permissions)
- Any shift that exceeds a Stress Profile will not be saved to a template or copied over to future weeks
How stress profiles work for employees
- Deputy will not allow an employee to see an open shift that would put them in violation of their stress profile
- Deputy will not allow employees to see colleagues with whom they could swap or offer shifts if it would put them in excess of their stress profile
- Deputy will not auto-schedule people in a way that would violate their stress profile
Creating a stress profile
On the Enterprise tab, under the Employee Setup section, click Stress Profiles.
You will see a list of Stress Profiles that already exist in your Deputy account.
- Click the magnifying glass icon to view the rules of an existing Stress Profile
- Click the pen and paper icon to edit the rules of an existing Stress Profile
- Click on the red cross to delete a stress profile (If no cross appears then the stress profile is already assigned to an employee and therefore you can not delete it)
To create a new stress profile click on New Stress Profile.
You will see all of the required parameters to create a stress profile. The fields with red asterisks are mandatory to complete.
Example: creating a new stress profile
For this example, we'll go through each field one by one to create a Stress Profile for part-time employees whose schedule should not exceed 20 hours per week. That will be the primary purpose of this Stress Profile, but you can combine limits to further tailor Stress Profiles. To demonstrate this, we will also limit work to 4 days per week, and 8 hours per shift per day, with at least 12 hours between any two shifts.
Name
Give your Stress Profile a name, but don't get too creative. You should be able to see a Stress Profile's name, and know exactly what it does. For this example, this profile is for an employee who works no more than 20 hours per week.
Maximum Hours per Shift
A shift is a timeframe in which work needs to be done in an area. Shifts can be as short or long as you need them to be, but local laws may require a specific limit. If you need to limit how long employees with this Stress Profile can be scheduled within a given shift, enter that number here.
Maximum Hours per Week
There are multiple reasons for limiting weekly work hours, like avoiding overtime pay. This number is applied to the total hours in the calendar week, based on what day your week starts with in Deputy. To learn how to view or change this day, check out our article How to change your schedule starting day.
Maximum Days per Week
This field allows you to decide how many days per week this type of employee should work. 5 days per week is typical, but employees with this Stress Profile may need to be able to work more or less than that. For this example, this type of part-time employee shouldn't work more than four days in a week, based on when the schedule week starts.
Maximum Hours per Day
This ensures that employees with this Stress Profile aren't scheduled for more than 8 hours whithin any 24 hour period, not calendar day (midnight to midnight).
Minimum Hours between Shifts (Overnight)
Make sure your employees get rest between shifts by setting the minimum hours between the end of the first shift, and the beginning of the next.
Note: This only applies if the first shift ends after 7pm on the first day, and the next shift starts before 9am of the next calendar day.
Applying stress profiles to employees
You can apply a stress profile to an employee in their employee profile or many employees at once.
Applying a stress profile to an individual
1. Click on the People tab and then click on the name of the employee you would like to add the stress profile to.
2. Select Employment from the menu on the left then click Edit.
3. On the Working hours tab, select your new stress profile from the drop-down menu and click Save.
Apply a stress profile to many employees at once
1. On the People tab, use the tick boxes on the left hand side to select the team members you wish to apply the stress profile to. Click on the Bulk actions drop-down menu and select Set stress profile.
2. Select the desired stress profile from the drop-down menu and click Save.
The stress profile will now be applied to the employees' profiles.
Stress profile warnings in the schedule
When scheduling an employee, Deputy will warn scheduling managers if any shift is not recommended as per their assigned stress profile. Managers can still override the warning and choose to schedule the employee by clicking Schedule anyway. The stress profile warning is only a guideline.
If a manager schedules an employee this way then a triangle warning icon will appear on the shift in the schedule. When they open the shift, the stressed warning will be displayed as well as the name of the specific stress profile rule that has been exceeded.
Custom stress profiles and labor laws
Labor laws can be complex, and scheduling in accordance to them can take a lot of time. Deputy can build custom Stress Profiles for Enterprise Customers to help with these complexities. If your organization needs to stay compliant with complex labor laws while scheduling, and need custom stress profiles to achieve this, contact your Deputy Account Manager for more information.