Visualising the Data and Workflow
Getting started integrating with Deputy
Deputy has integrations with many popular POS systems and payroll providers. Before you begin, explore our full list of integrations and ensure your providers are supported.
Integrate with your Payroll provider
The first step is to set up the integration between your payroll provider and Deputy. Many of the supported payroll integrations can be configured inside your Deputy account. Learn more about how to turn on the integration with your payroll provider.
As part of the integration setup, if available, you need to turn on the employee data sync and import your employees to Deputy. Examples of integrations that include an employee data sync are ADP, Xero, and Gusto.
If your payroll provider does not have an employee data sync, you can manually enter your employee information or upload a list of employees from a file.
Note: You MUST ensure that your employees' payroll ID is entered in Deputy. This enables Deputy to match the employee's timesheet data to their profile in payroll accurately. If you used the employee data sync from payroll integration, this ID will be set automatically.
Integrate with your POS system
Next, you need to configure the integration with your POS system in the same way you did with your payroll provider. Some popular integrations we support are Clover, Lightspeed Kounta, and Square.
As part of the integration setup, you need to turn on the timesheet data sync. This will enable the in and out time data to flow from your POS system into Deputy.
Note: If you have already turned on the employee data sync from your payroll provider, you should NOT enable the employee data sync from your POS system. This can create conflicting information which will prevent you from exporting the timesheet data to your payroll provider later.
IMPORTANT: you MUST ensure that the employee details (e.g. first and last name) are the same across all three systems: POS, Deputy, and payroll. If the details do not match, it can break the data flow and result in inaccurate or missing information about the employee's worked time and pay.
Test your Integration Workflow
It is important to test the data is flowing correctly between all three systems: POS, Deputy, and payroll.To check if everything is working correctly, do the following:
- Clock on and clock off using your POS system. You will need to wait 15 minutes between the clock on and clock off to ensure a valid timesheet will be sent over to Deputy.
- Go into the Timesheets tab in your Deputy account, and look for a new timesheet. The timesheet should match the date and time in and time out you used in your POS system.
- Approve the timesheet.
- Export the timesheet. This process will vary based on your payroll provider. The three forms this will take are:
- Using the Deputy supported integration with your payroll provider to export the data to your payroll provider via API. Popular examples include ADP, Xero, and Gusto.
- Using an integration built by your payroll provider to pull the data out of Deputy and into your payroll account. Popular examples include Rippling and Onpay.
- Downloading a file from Deputy and uploading it into your payroll provider. Popular examples are Paylocity, Paycor, and Sage.
- Log in to your payroll provider system and ensure the time data matches the timesheet data in your Deputy account. If it does, you are done!
If you are not seeing the time data across all three systems: Check the employee details. First and last name MUST match across the POS, Deputy, and the payroll provider.
If you are having issues exporting the timesheets to your payroll provider: Check that the employee's payroll ID is present in the Deputy Employee Profile under Employment Details.