When creating a schedule, there are many competing factors that need to be considered to ensure your coverage is balanced, and on budget.
On the cost side, you have the scheduled hours, and ultimately the cost of wages for scheduled team members, while on the demand side you may be looking at the foot traffic, transaction count, and sales that will be made on the day.
Our Business Insights Dashboard provides you with the opportunity to customise metrics to quantify these factors and display meaningful scheduling statistics in your Stats panel.
With our Stats Panel, you can see all of these factors in a simple snapshot on the Schedule page, providing real-time budget guardrails as you schedule.
This article will cover:
- How to add demand data
- How to set up accurate costs
- View the stats panel
- Hide the stats panel
- Viewing other statistics
Before we begin, ensure you are logged in as a Location Manager or System Administrator
How to add demand data
Your 'Demand data' refers to the inputs that will determine how 'busy' your business is going to be on any given day, such as sales, foot traffic, line abandonment or transactions.
You can add sales data to Deputy through an integration with your POS provider, or manually.
For more information on how to get your sales data into Deputy read How to add sales data.
You can add other demand data such as foot traffic or transactions by adding a custom metric and importing the data into Deputy.
Please read How to add custom metrics for more information.
How to set up accurate costs
Adding pay rates for your team members will ensure that your schedule is properly costed. You can assign hourly rates, salaries, pay based on area, and awards (if applicable in your region).
View the stats panel
Access the Stats panel on the Schedule page by:
- selecting Show stats panel from the Insights menu
- expanding the arrow on the left-hand side of the Schedule
as shown in the example below:
The stats panel is designed to help inform the decisions that you make while scheduling.
It can display the following for each period
- The number of hours scheduled
- The amount of staff required
- The wage cost
- The total value of sales (or other custom metrics)
- The labour percentage (wage cost as a percentage of sales)
Stats Panel Graph View
The Stats Panel graphically displays your Required and Scheduled Staff numbers, Scheduled Hours, Scheduled Wage Cost, Sales data as well as any Custom Metric added through Business Insights. See our summary explanation of what each of these terms represents.
Weekly summary - see the summary of key numbers over the entire period
Edit graph - toggle on/off metrics to focus on what is important
Daily summary - see how your business is performing day-to-day
Graph - easily notice trends and comparisons in a visual format
Mouse over the graph to see shift, wage and sales stats by the hour
When you hover your mouse over the graph itself, a pop up shows a summary of the different values of each statistic for that block of 1 hour.
There is also an option to configure the blocks to show a 15 minute summary for weekly views rather than 1 hour blocks. To enable this option, go to Business Insights and select the Schedule tab and then select the box for Show extra detail in stats panel on week view. Don't forget to Apply changes.
The key in the pop up indicates the colour and pattern for the corresponding statistic on the graph.
Note: in the example above, Home Deliveries is a custom metric created by the customer.
If you'd like to focus on only specific metrics in the graphs, you can toggle each of them on and off by selecting or deselecting them in the Metrics drop-down menu.
To see a summary of the whole day's statistics, hover your cursor over the cost figure at the top of each day column.
Stats Panel Table View
If you find that the graph view provides more data than you need and would like a simpler representation of key data you can use the Table View.
On the left-hand side of the Stats panel click on Edit and select the metric you wish to view.
In this example, we will choose Wages. You can see the budgeted, scheduled and actual wages listed in table format above each day's schedule for the week.
By clicking on Edit, you can select and view the data in Table View format for :
- Labor % (this will only appear if you have wage and sales data entered)
- Sales per hour
or return to Weekly summary (graph) view if you prefer.
If you click on the data shown in the Stats Panel Table View it will take you to the Business Insights Dashboard.
Summary of our Stats Panel Terms
Let's look at all the terms we use in our Stats Panel and define how the values are calculated.
|The total number of hours Deputy calculates you will need to schedule team members to cover the selected time period
|A calculation Deputy makes when you run Labor Modeling after setting up Labour Model rules.
|The total number of hours you have scheduled a team member on a shift in the selected time period
|A calculation Deputy makes based on the shifts in the schedule for the selected time period with team members assigned to them.
|The total number of hours budgeted for the day
|Set by a System Administrator or Location manager
All scheduled shift hours including empty/open/assigned shifts.
|All unapproved or approved leave request hours
|Leave requests submitted and/or approved.
|This total scheduled wages includes hourly-paid wages, salary allocation, leave cost, and any on costs you have applied.
|Calculation of shift hours scheduled x the wage cost of each team member scheduled in the selected time period. Open/Empty shifts costs is included. Note: the accuracy of this statistic relies on the team member's pay rate being entered in Deputy.
|The total wage cost of all shifts worked so far in the selected time period.
|Calculation of the hours x the wage cost of each timesheet submitted so far for the selected period.
|The total budgeted wage cost for the selected time period.
|Wages budgets are set by Managers in Business Insights > Budgets
|Sales - Forecast
|The amount of Sales Deputy forecasts for the selected time period
|Calculated from your past actual sales history data in Deputy and based on the settings you configure.
Sales - Manager Forecast
|The volume of Sales your Manager forecasts for the selected time period.
|This data is entered by your manager in Business Insights > Metrics
|Sales - Actual
The volume of Sales your organisation actually records in the select time period.
|This data can be manually entered in a similar method to the Manager forecast Sales Data or else you can set up a Sales Data Integration to have your sales data automatically imported into Deputy.
|Sales per hr - Forecast
Deputy Forecast Sales divided by Budgeted Hours
|Sales per hr - Scheduled
Manager Forecast Sales divided by Scheduled Hours
If Manager Forecast Sales are not set then Deputy Forecast Sales will be used
|Sales per hr - Actual
Actual Sales divided by Actual Hours worked.
|Labor - Actual Labour %
|The ratio of your actual wage cost as a percentage of your actual sales
A calculation of Actual Wages / Actual Sales expressed a percentage
|Labor - Scheduled Labour %
|The ratio of your scheduled wage cost as a percentage of your Manager Forecasted sales.
|A calculation of Scheduled Wages / Manager Forecast Sales expressed a percentage
Note: If you do not want to include leave hours and costs into total hours/costs, simply toggle off leave from the Time off section or completely hide the Time off section in the schedule.
Hide the Stats Panel
If you do not want to display the Stats Panel, simply toggle it off by selecting Show Stats Panel from the Insights dropdown menu at the top of the Schedule page.
Viewing Other Statistics
In addition to being able to review your statistics in the Stats panel, you can also find statistics in the following areas.
Team Member Costing Panel
Located on the left side of the Schedule, this panel will list the team members assigned to the location you are viewing. Each team member in the list will have a total of all their hours and a total cost for their schedules shown in the current view.
You can change the order team members display in the list by selecting different filters such as scheduled cost and total hours and the lowest to highest or highest to lowest toggle.
These values update in real-time, so if you are viewing your Monday-Friday schedule on Tuesday, the hours and cost for Monday will come from the team member’s actual Timesheet data, not what was scheduled.
For example, if a team member is scheduled to work 5 days of 8 hours per day, the total will show as 40 hours. If that team member clocks out after 9 hours on Monday, then on Tuesday you will see this total update to 41 hours instead of 40. This will allow you to keep track of your team member’s hours and help avoid overworking team members when adding last-minute schedules to the week. Read more.
Your salaried staff won’t show their cost in this panel, as they are costed differently in Deputy. For more information on setting up salary, please see this article on Salary Allocation.
You can also generate a sales versus hours report in more detail on the Reports page.
For more information read more about Reporting.
Read more about our other Smart Scheduling features.
We would like to hear your feedback regarding Business Insights or Labor Optimisation - book a 30min meeting with us.
Otherwise for help with Smart Scheduling please get in touch with our 24/7 support team.