As a Deputy System Administrator and business owner, if you find that you need to split your Deputy Premium account into multiple accounts, this guide will step through the process:
- Why might I consider splitting my Deputy account?
- Create a new Deputy account
- Decide on an organisation structure for the new account
- Decide on a 'go live' date for the new account
- Move your team members
- Ask your 'new' team members to log into the new account only
- Archive old team members and locations in the original account
- What will not migrate across automatically?
- Tying up the loose ends
Why might I consider splitting my Deputy account?
There are various reasons why you might need to split your Deputy account to create multiple accounts including:
- your organisation has sold off part of your business OR
- your organisation is breaking up into separate company entities that need to operate independently.
Having multiple Deputy accounts allows each Deputy account to operate separately from the other, with its own company and billing details. Each account will receive its own subscription invoice.
Each account can have its own System Administrator or a single System Administrator can still have access to both accounts if required but the Deputy accounts themselves will operate independently of each other.
Create a new Deputy account
Any Deputy user can start a Deputy account trial to set up a new organisation following these instructions.
This will be a 'fresh' trial account that you will need to configure. You can use the following steps to help you set up in the same way as the account you are splitting away from.
When the free trial expires you will need to sign up for a Deputy subscription plan to continue using it.
Decide on an organisational structure for the new account
Have a think about how your physical work sites are set up in your new organisation and how the work areas within those sites will be represented in the new Deputy account.
Add locations - bulk upload locations
You will need to add locations to your new account. If you don't want to configure each location from scratch, you can export the required locations from the original account. Open and edit the data in the spreadsheet to ensure it contains only the locations and areas you wish to import and then import these locations and areas into your new account:
Since the bulk import process does not bring all location settings you will need to configure these to match the locations as they were previously set up in the old account:
If you have multiple locations set up with identical settings you can configure just one location and then use the Copy Location settings to configure the other locations with the same settings as the first.
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 will need to connect these integrations to the new locations.
Set up any location or area-related Tasks or labor modelling 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 original account to the new account you should decide on a go live date to communicate to staff which account they will operate from on which date.
Since Schedules and Timesheets will not be migrated to the new account you should ensure the migration occurs at the end of a pay cycle.
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 original 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:
- Bulk import or bulk update training modules and training records
- Bulk import or bulk update employment terms
Ask your 'new' team to log into the new account only
On the agreed go live date, ask your team members in the new account to log into that account and begin to use only the new account for scheduling and other Deputy tasks.
Archive old team members and locations
Once you have set up the new account locations and areas and transferred your team to the new account you can remove the team members you no longer need from the old account to avoid paying unnecessary per user subscription costs in the old account:
Note: we do not recommend you delete team members.
Although there is no additional cost to leave the old locations in your original account you may decide to archive them for efficiency reasons. When you are ready, you can:
What will not migrate across to the new account from the old account
This data will not be transferred to the new account from the old account:
- News Feed posts
- Leave balances and Leave requests
If the new owner of the account requires historical records of certain aspects of the old account they can be downloaded from the old account using:
Note: the Deputy data exporter can not be used to import data into another Deputy account - it is just a historical record for archive purposes.
Tying up the loose ends
Once both Deputy accounts have been set up and are successfully operating independently of each other there might be some loose ends to tie up especially if ownership of the business if being transferred to another entity:
- Update your payment details if required
- Update your company details if required
- Remove an email address from an invoice if required
- Ensure both Deputy accounts have a System Administrator assigned who can log in to Deputy. If the business has been sold, you can add the new owner with System Administrator access and then the new owner can archive the original System Administrator when they are no longer required.