By default, all Deputy accounts begin with 4 basic roles. They have specific permissions that will be outlined in each chapter. With Deputy Enterprise, you can adjust the permissions for these roles, and make new roles with customized permissions and access.
4 default roles:
- Location Manager
- System Administrator
Permissions for default Roles
This article defines the following permissions:
Approve Time Sheets
Can Approve Pay Conditions
Can Approve for All Departments
Can Approve for All Employee Roles
Can Approve Outside the Current Period
A Time Sheet is an electronic record kept in Deputy that documents the amount of time an employee has worked in a given Area, including their start time, end time, and any breaks taken. It may even include the geolocation, or the photo taken at the time of punch. Time Sheets are typically associated with a scheduled shift, and populated automatically when the employee clocks in and out, but it can also be generated or edited manually, if permitted.
Note: Timesheets are also generally associated with pay, but it is not required to approve pay when approving time in Deputy.
1. Approve Time Sheets
This Permission allow anyone with this role to approve only the time portion of Time Sheets. They can do this for all employees that sit below them in the management structure and that have worked within a department that the they manage. This Permission is required above any other in this category.
Deputy toolbar without this permission:
Deputy toolbar with this permission:
Notice the "Timesheets" button between "Schedule" and "Reports."
2. Can Approve Pay Conditions
Timesheets are records of time worked, but are also associated with pay. Depending on your organization’s structure, you may want certain roles to be able to approve only the time portion of timesheets, without having visibility to the pay associated with that time.
An example would be a supervisory role, who works with and approves their team’s hours, but is not a manager, and should not know how much other employee's are paid. In the below timesheet, the Supervisor has approved the time worked but is not permitted to approve pay. The timesheet status (1) is approved, meaning the supervisor's work here is done. Notice that Progress (2) is listed as Time Approved, whereas the sheet below it shows Pay Approved. On the right side of the timesheet (3), Pay Approval is "Pending." This means someone else will still need to approve the pay condition portion of the timesheet, before it can be exported to Payroll.
Here is the same timesheet as viewed by a manager who is permitted to approve Pay Conditions. The Status (1) now shows pending, because there is still something that the manager needs to approve. When pay is approved, the Progress (2) will change to "Pay Approved." On the right side of the Time Sheet (3), the Approve Pay button is visible.
3. Can Approve for All Departments
This permission is blue in Deputy, to indicate that it is very important. It allows anyone with this role to approve timesheets for employees that have worked within any department they belong to. In the below example, Aaisha is a Location Manager who belongs to two Locations: Bar & Grill, and Restaurant.
While Aaisha only manages the Bar & Grill, this permission would also let her approve timesheets for the Restaurant.
Note: This Permission is unrelated to the ability of a manager to approve Timesheets generated by employees lent to another Location.
4. Can Approve for All Employee Roles
This permission is blue in Deputy because it's very important. This permission allows anyone with this role to approve timesheets for everyone in the organization, including you. This permission overrides the management structure, and managed departments, giving this role full timesheet approval privileges for your entire company. This is typically reserved for System Administrators.
5. Can Approve Outside the Current Period
If an overnight shift begins on the evening of last day of the pay period, and ends on the morning of the first day of the next pay period, Deputy will associate all of that shift's hours with the first pay period, provided they are within 12 hours of its end. This permission allows anyone with this role to approve timesheets that are outside of the 12 hour grace period.