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Consolidate two organizations' Deputy accounts into one subscription

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As a Deputy System Administrator and business owner, if you find that you have multiple Deputy accounts and subscriptions that would be better managed as one account, this guide will step through the process of merging them.

 

How do I know I have multiple accounts with Deputy?

When you log into https://once.deputy.com you can see all the Deputy accounts associated with your user account.

If you are the System Administrator of these accounts you are able to merge these accounts into one account if desired.

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If you have used two different email logins to access Deputy and create two different organizations then you will not see them both on the same screen as shown above and would need to log into each one separately. However, it's still possible to consolidate these accounts if required.

You may also be receiving multiple subscription invoices from Deputy if you have multiple Deputy accounts.

 

Why might I consider consolidating multiple Deputy accounts?

There are various reasons why you might decide to consolidate multiple Deputy accounts including:

  • your organization bought another business that is already operating its own Deputy account and you'd rather operate just one Deputy account
  • multiple Deputy accounts were set up for each business location initially but you've since realized it would be easier to manage them as separate locations in the one account.
  • All accounts are operated under the same company entity and you'd rather just manage one subscription cost.

Note: If any of your accounts are Enterprise plan accounts you will not be able to close these yourself, please instead email sales-finance@deputy.com.

 

Restrictions for consolidating accounts

Before you can consolidate Deputy accounts please review the current pay cycles in your accounts.

If you have multiple Deputy accounts with different pay cycles you may need to consider:

  • changing the pay cycles in each organization or business so that they are the same before you consolidate your Deputy accounts OR
  • not consolidating Deputy accounts OR
  • moving to a Deputy account plan that caters to different pay centers and pay cycles.

 

Choose which account will remain (new) and which account will be closed (old)

If you have multiple organizations or businesses with Deputy and wish to only operate one then decide which organization account will remain and which one will eventually be closed.

You may decide to keep the one that has been operating the longest or has the most locations or team members operating in it.

 

Confirm your Business settings

Check that the Business settings in the account you are keeping are configured in the old account.

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Decide on an organizational structure for the new account

Have a think about how your physical work sites are set up in your organization and how the work areas within those sites will be represented in the new Deputy account.

organisation

 

Add locations - copy or duplicate or bulk upload location settings

If you need to add locations to your new account, you have a few options:

If you would like to duplicate the location settings from the existing locations in the new account  to create the new locations you can do this:

If you would prefer to export the locations from the old account you will close, you can do this by exporting the Locations from the old account and then reimport these Locations into your new account:

Note that this bulk import will not migrate the Location settings themselves. You will then need to either configure these manually to match your old account locations or if suitable you can:

from the Locations already existing in your new account to the newly imported/created Locations.

Add areas

If you need to export the areas from the old account you will close, you can do this by exporting the areas from the old account and then reimport these areas into your new account:

Ensure any connected integrations apply to newly added locations

If you setting up new locations please check any existing integrations to third-party software you have configured, such as HR or payroll. You may need to complete the process to connect these integrations to the new locations.

Set up any location or area-related Tasks or labor modeling settings in the new Locations areas.

 

Decide on a 'go live' date for the new account

Once your new locations are set up and you are ready to move the team members from the old account to the new account you should decide on a go live date to communicate to staff which account they will operate from.

Since Timesheets will not be migrated you should ensure the migration occurs at the end of a pay cycle.

It would be advisable to minimize the time that both accounts are operating with all team members in both accounts as your subscription will be billed per user for both accounts.

 

Move your team members

Decide on access permissions

Before you move your teams into the new account decide on the access permissions. Most team members would remain at the same access level however perhaps you need to consider whether location managers now need access to multiple locations or just the one they are working at. Consider which users need System Administrator access to the new account.

Move team members from the old account to the new

For the team members you need to export from the old Deputy account you can export their information.

Once their details are downloaded into a spreadsheet you can open the spreadsheet and update any new information such as:

  • new locations they might be assigned to in the new account
  • if you've decided their access level may be different from the old account
  • changing the Send Invite field column to Y so that they are invited to the new account (if you aren't ready to invite them to the new account you can leave this at N and then bulk invite them later when you are ready)

Save the spreadsheet.

When you are ready to add them to the new Deputy account you can upload the spreadsheet to the new Deputy account:

You may also have to follow the same process with these team members to export from the old account and then import to the new account:

 

Ask your team to log into the new account only

On the agreed go live date, ask your team members to log into the new account and begin to use only the new account for scheduling and other Deputy tasks.

 

Download historical data and archive team members

Once you have set up the new account locations and areas and transferred your team to the new account you can begin the process of closing the old account by:

 

Cancel existing subscription for the old account

Once you are happy that the new account is set up correctly and you have all the information you need from the old account then you are ready to close the old account:

 

What will not migrate across to the new account from the old account

This data will not be transferred to the new account:

  • News Feed posts
  • Tasks 
  • Leave balances and Leave requests
  • Timesheets
  • Schedules

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