- What is Zapier?
- Why use Zapier?
- What kind of Zaps can I set up from Deputy triggers?
- What kind of Zaps can I set up that action in Deputy?
Work through a step-by-step example of setting up a Zap:
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What is Zapier?
Zapier is a third-party service that helps you automate repetitive tasks between two or more apps. When an event happens in one app, Zapier can tell another app to perform a particular action.
Zapier calls this automated workflow a Zap. Every Zap has a trigger and one or more actions. A trigger is an event that starts a Zap and the action is what your Zap does for you.
Why use Zapier?
Some of the automations you can configure in Zapier are already provided for free within the Deputy extension integration.
However, if there isn't a Deputy extension (see list here) for the task you want to automate, Zapier may be able to assist, especially if you want to action another app beyond Deputy.
Zapier polls the trigger app for updated information every 1 - 15 minutes so automation can occur in near real-time.
What kind of Zaps can I set up from Deputy triggers?
You can set up Zaps using triggers in Deputy to perform actions in another app. Here are some real-life examples of Zaps:
- automatically add Deputy shifts to your Google Calendar
- send a Slack message when a new Deputy shift is added or it's someone's birthday
Here is a list of Deputy triggers you can work with to configure Zaps:
| Deputy trigger event | Explanation |
| New colleague | Triggers when a new person is added to your workplace. (subject to workplace visibility permissions) |
| New Area/ Department | Triggers when a new Area is added in Deputy |
| New Post | Triggers when a new News Feed post arrives |
| New My Schedule | Triggers when there is a new schedule for me |
| New My Timesheet | Triggers when there is a new timesheet saved for me |
| Break started or finished | Triggers when an Employee starts or finishes their break |
| New location | Triggers when a new location is added to Deputy |
| New Employee | Triggers when a new employee is added |
| Forgot to End Shift (Timesheet Incomplete) | Triggers when a timesheet needs to be completed because an employee has forgotten to end their shift. |
| New Late Employee | Triggers when someone is late to start their shift |
| New Leave | Triggers when a new Leave request is submitted |
| New Notification | Triggers when there is a new notification for you. |
| New Role | Triggers when New Role/permission set |
| New Schedule | Triggers when there is a new schedule |
Is there a Deputy trigger you'd like to see on this list? Send us feedback to see if we can add it!
What kind of Zaps can I set up that action in Deputy?
You can set up Zaps using triggers in other apps to perform actions in Deputy. Here are some real-life examples of Zaps:
- Copy new Shopify orders in Deputy Sales data
- Create sales data in Deputy from Google Sheets
- Add new employees in Deputy from Google sheets
Here is a list of Deputy actions you can work with to configure Zaps:
| Deputy action event | Explanation |
| Create a Company | Creates a new Location in Deputy |
| Create Employee | Creates a new staff member in Deputy |
| Create Location | Creates a new Location in Deputy |
| Create Announcement | Creates a new News Feed Post |
| Create Area/Department | Creates a new area in Deputy |
| Create My Unavailability | Adds your unavailability in Deputy |
| Create Shift | Creates a new shift |
| Create Task | Creates a new task for the specified employee in Deputy |
| Create Sales Data | Creates new sales data in Deputy. Ideally, this is an invoice or a transaction at its most granular level. We overlay this data for schedule charting and other reporting. |
| End Shift | Ends a shift in progress in Deputy |
| Start Shift | Starts a shift in Deputy |
Is there a Deputy action you'd like to see on this list? Send us feedback to see if we can add it!
Let's look at one example of setting up a new Zap step by step.
How to use Zapier to add Deputy shifts to your Google Calendar
You can sync your Deputy shifts to your Google calendar within Deputy however Google only polls updates to its web calendars every 8-24 hours whereas Zapier polls for new data every 1-15 minutes.
Note that Zapier is still using Deputy's old logo (displayed in the screenshots below) but is in the process of updating it to our new logo.
Before you get started, ensure you have access to:
- your Deputy account
- your Zapier account
- your Google calendar (you may want to create a dedicated calendar for Deputy shifts)
Firstly, log in to your Zapier account and click on Create Zap.
Configure the trigger
1. Type "Deputy" into the Trigger App event field and click on the latest Deputy listed.
2. Choose the event in Deputy you would like to trigger the Zap. For this example, we will choose New My Schedule.
3. Click Continue.
4. Click Sign in to sign into your Deputy account.
5. Sign into your Deputy account with your email and password.
6. Click Allow access for Zapier to connect to your Deputy account.
7. You can see the name of the Deputy account that Zapier is connected to. For this example, the Deputy account belongs to Ed Kingsley. Click Continue.
8. You can now test your trigger to ensure Zap finds the correct information.
9. The results will be displayed. Click Continue.
Configure the action
1. Type Google into the Action App event field and click on Google Calendar as listed.
2. From the Event drop-down list, select Create Detailed Event and click Continue.
3. In the Google Calendar account field select Connect a new account to connect your Google Calendar to Zapier.
4. Select your Google account you wish to connect to Zapier and click on Allow.
5. Now you can begin to configure the Calendar action you want to create.
First, select the specific Google Calendar where you want the events to be added by Zapier. See Google help for instructions on how to create a new calendar in your Google account. For this example, we've created a calendar called "Ed's Spark and Co shifts".
6. Once your calendar has been selected, you can configure the data fields.
Click on the Summary field and in the insert data field type "activity" and select it from the list.
7. Continue to complete the remaining data fields. Some are required and the others can be left blank or configured as you see fit. The required field and the data options to be selected are summarised here:
| Calendar Event Field name | Deputy data option to select from list |
| Summary | Activity |
| Location | Location |
| Start Date and Time | Start Time: YYY-MM-DDTHH:MM:SS+HH:MM |
| End Date and Time | End Time: YYY-MM-DDTHH:MM:SS+HH:MM |
Once you have selected the required data fields click Continue.
8. Click Test and review
9. Check your google calendar to see if the Deputy shift has been added as an event.
10. Click Publish Zap to publish your Zap.
The Zap is now active and will continue to create new events in Ed's Google Calendar whenever new shifts are scheduled for Ed in Deputy. Note: Zapier polls for new data every 1-15 minutes so the action may not be instantaneous.
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