Using Deputy's integration with Dropbox, you can upload sales data to Deputy.
- Before you begin
- Connect to Dropbox
- Set up the Dropbox extension
- Review your Dropbox folders
- Uploading sales data via CSV
- Full API call
Before you begin
Ensure you fulfil the following criteria:
- You will need to have System Administrator, Location Manager or Advisor access to your Deputy account.
- You will need to have a Dropbox account
- You will also need to turn off your pop-up blocker so you can successfully connect your service with Deputy. Follow the links below for instructions on how to do this based on your web browser:
Connect to Dropbox
Read Connecting New Integrations for an introduction to connecting to third-party systems.
1. On the integrations page select Dropbox.
2. A pop-up window will appear. Use your Dropbox credentials to log into your Dropbox account.
3. Grant Deputy access to your Dropbox account. Note that if you have multiple Dropbox accounts you will be asked to select which one you are granting access to (as shown below).
Set up the Dropbox extension
1. After successfully connecting your Dropbox account to your chosen Deputy location, click on Configure.
2. Activate the extension for Sales CSV file > Create Sales
3. Ensure DeputySalesData is selected as the folder to read data from. Note: the folder will be created after you save the extension along with one for DeputyPhotos.
4. Select which department/area you'd like the sales applied to. If you want the sales to correspond with the area you designate within the CSV select Match with Given Area Name.
5. Click Save to activate the extension.
Review your Dropbox folders
1. An Apps folder is now created in Dropbox as shown below. Within that folder, you'll be able to find the subfolders for your sales and photos.
2. In the DeputySalesData folder you will see a file named "mapping.txt". Please do not delete this file as it allows the system to correctly read your CSV file.
3. You will also see a sample CSV file in your Dropbox folder, this is the file you use to enter and upload your sales data into Deputy.
Uploading Sales Data
Create your CSV using your sales data
The CSV (comma-separated value) file containing the sales data to be uploaded to Dropbox can be created in Excel or as a text file.
- If using Excel, each column acts as a comma, so you will use the columns as the fields mentioned below and use the rows for each entry.
- If using a simple text editor to create the text file then each value is separated by commas
The headers in the CSV file appear as:
The sales data must be entered into the CSV file as follows:
The first field is the timestamp and must be given in the format YYYY-MM-DD_Hours:Minutes:Seconds.
As an example, May 4th, 2022 at 10:30am = 2022-05-04 10:30:00.
Please note that the hours must be set in 24-hour time, so if the entry was for 10:30pm it would read 2022-05-04 22:30:00. Rather than using a space between the date and the time you may also use T, which would appear as 2022-05-04T10:30:00
The second field is the employee name and must correspond identically with the employee's name in Deputy. If it does not match the sales will not be correctly assigned to the employee.
If we use Ed Kingsley as our example our entry would currently read: 2022-05-04 10:30:00,Ed Kingsley
The third field is the department (rostering/scheduling area) and must correspond identically with the area in Deputy.
If we use our Main Floor as the area our entry so far will read: 2022-05-04 10:30:00,Ed Kingsley,Main Floor
Unique Sales Reference
This fourth field is the sales reference number you'd like to assign to a particular sale. This is what makes the sale unique and is how the system recognises each entry. Each entry must be completely unique and entered in alphanumerics to work correctly. We recommend using your invoice number where possible.
If we give our first sale the reference number 1 our entry so far will be: 2022-05-04 10:30:00,Ed Kingsley,Main Floor,1
This fifth field is for the quantity in the sale. In our example we will use 3. So our entry so far is 2022-05-04 10:30:00,Ed Kingsley,Main Floor,1,3
The sixth field is for the amount represented by the sale. So if the sales was $4.93 this would be 4.93. It is vital that you do not include commas or $ characters in this field. Our entry so far is 2022-05-04 10:30:00,Ed Kinsley, Main Floor,1,3,4.95
This seventh field is the sales type you'd like to assign to a particular sale. This sales type references the sales metric you would like to assign in the Business Insights area of Deputy. By default Deputy has a Sales metric setup, so unless you have custom sales metrics setup, enter Sales here. This field is sensitive to capitalisation and direct matching of names. If we use the default metric setup in Deputy for sales our entry would read so far: 2022-05-04 10:30:00,Ed Kinsley, Main Floor,1,3,4.95, Sales
The eighth field is the name of the Deputy location the sale should be attributed. For example, if you have a location called Super Sandwiches our full entry is 2022-05-04 10:30:00,Ed Kinsley, Main Floor,1,3,4.95,Sales,Super Sandwiches
With Location Name now being available in the file, you no longer need to setup a Dropbox integration per Deputy location if you do not want to.
Upload the CSV to Dropbox
1. Once you have populated your sales data into the excel or txt file, save it as CSV.
2. Upload the newly populated sales_data.csv file to the DeputySalesData folder in Dropbox.
Run the Create Sales extension in Deputy
1. To create sales in Deputy, please return to the Integration page and click Edit next to the active Create Sales extension you just created.
2. Click on the dropdown arrow next to Run now.
3. Select the time period you would like to import sales data for. This should correspond to the dates entered in your Sales_data.csv uploaded to Dropbox.
4. Click Run now.
The resulting number of sales records that were created in Deputy will be displayed.
You can check the sales data has been created in Deputy:
1. Go to the Schedule tab and click on Business Insights.
2. Click on the Sales metric on the left-hand side.
3. Ensure you have selected the correct:
you will see your sales data displayed.
Sales data not showing or not showing correctly?
- To avoid confusion it is best to ensure all your sales data is uploaded as one CSV file rather than multiple files in the one Dropbox folder as the Deputy Dropbox Sales data integration will only access one file at a time, not multiple files.
- If you are uploading a new CSV file periodically, for example, each day or each week, then the integration will only look for the most recently modified CSV file.
Have you ensured the sales data in the CSV you upload is in the correct format including:
- your area name exactly matches between the CSV field and the area name in Deputy?
- each of your sales have a unique identifier such as invoice number?
- The data and time format used in the CSV is exactly as specified. YYYY-MM-DD HH:MM:SS or YYYY-MM-DDTHH:MM:SS.
- the metric you have included in Sales Type exists in your Deputy, and matches exactly character for character (for example, all capital letters match).
- No use of commas to format large numbers. Ensure the sales data does not contain any commas within the numbers. The comma is interpreted as a column delimiter in a CSV file and means that the data will not be interpreted correctly by Deputy and will upload as zero sales for that line of data. You should record the sales in the number format 34067.78, not 34,076.78.
When looking for your sales data in Business Insights in Deputy please check:
- The date and time period for sales entered in the CSV match the time period you are searching in the Business Insights Sales metric?
- You have selected the correct location and area in Business Insights
Full API Call
In addition to being able to upload sales data using CSV file as described above, there is also the option to use another Dropbox extension allowing you to create a CSV file calling up any field entered in the Deputy API.
Using the Call API extension you can create a .csv file that can be populated by any piece of data that is entered into Deputy. This can include sales data, or even employee birthdays, work locations or employee contact details.
1. To enable this, you must connect your Deputy account to your Dropbox account.
2. You then create a custom Dropbox folder to make it easier to navigate. In your Dropbox account, Open the Apps / Deputy folder and add a new folder with your custom name.
3. Return to Deputy Integrations page and select Activate on the extension New CSV > Call API.
4. When you open this extension and select the folder to import CSV you can see your customer folder is now available to be selected:
5. In the field Deputy API to Call enter the name of the API call you would like to make.
Note: It is recommended to leave Turn on for all locations to OFF to prevent errors.
6. Click Save when you are done.
We have a number of different API functions you can call using this new feature. For a full list of API calls, visit https://developer.deputy.com/deputy-docs/docs
Some API Calls You Can Make with Dropbox
|A list of your employees and their address and various other contact information
|When a timesheet is approved, a supervisor can create a journal entry. This will show information about this journal entry, including who made the journal and whether it was positive or negative
|Displays any comments made on timesheets, who made them and at what time
|Shows information about the company within the organisation
|Displays all information about an employee. Contains all data inputted in the employee profile, as well as additional information
|Information and dates on employee unavailability and leave dates, comments made on leave requests and when the request was created
|Displays journal information, creation dates, who created it and who it was assigned to
|Additional leave details, including comments, length of approved dates, total hours and its current status
|Collates news feed posts, displays content, URL, creator and creation dates
|RosterOpen and RosterSwap
|Displays information about open shifts and swapped shifts
|Displays sales figures as entered in the Schedule page
|Lists employees’ stress profile
|SystemUsageBalance and SystemUsageTracking
Used for customers on the Deputy Flexi plan. This tracks the number of users, and the number of active users registered on the system
|Displays all information about timesheets, including total time, start and end times, meal breaks, cost, whether it is in progress and other details
|Returns timesheet pay conditions
|Displays the different training modules that can be applied to employees
|Returns information on training modules, including when it was applied to certain employees, if it is active and who created the training module