Your manager may send you notifications, reminders, emails or messages via Deputy from time to time. Let's look at the different ways you can stay on top of what's happening at your workplace using Deputy:
How can Deputy contact you?
Depending on what information you have entered in your employee profile, Deputy can contact you via any of the below methods:
- push notification on your phone
- SMS
Some important notes when reading this guide:
- Not all notifications listed in this guide are standard notifications available by default in Deputy. Some reminders are optional and will depend on your organisation or manager enabling them.
- Receiving an email notification depends on you having your email address entered in your employee profile in Deputy.
- Receiving a push notification on your mobile phone from Deputy, depends on you downloading the Deputy mobile app, allowing Deputy to send you push notifications and being logged into the Deputy mobile app at the point of time when the notification is sent.
- Receiving an SMS notification from Deputy depends on your organisation enabling SMS notifications and you having your mobile phone number listed in your employee profile in Deputy.
- If you have previously sent a STOP message to stop Deputy sending you an SMS then you will need to text START again to continue receiving SMS messages from Deputy.
Let's look at the different types of notifications or reminders you might receive from Deputy:
Getting started with your Deputy account
| Notification type | Automatic or optional | Notes | How are you notified? |
| Progression in a job application via a Deputy careers page | Optional - dependent on the manager choosing to send the message | (Deputy HR is only available in AU and UK) | SMS |
| Request to complete onboarding documents | Automatic | (Deputy HR is only available in AU and UK) | Both SMS and email |
| Invitation to join Deputy | Automatic |
OR it is also possible to receive a link to join Deputy via Whatapp or social media
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| Password reset | Automatic upon password reset request | Team members can reset their own password or managers can also initiate the reset. | |
| PIN request for Deputy Kiosk for iPad or Deputy Web Time Clocks | Automatic upon PIN request | SMS or email according to how you select to receive the PIN when you request it |
Managing your shifts and schedule
| Notification type | Automatic or optional | Notes | How are you notified? |
| Being informed of new shifts you are scheduled for OR a manager amends and republishes existing shifts | Optional - dependent on the notification method the manager chooses when they publish shifts | Note: it is possible for managers to publish shifts without sending a notification. | Can be email, SMS or push notification depending on what the manager chooses |
| Being informed you have new shifts to confirm | Automatic | If a shift requires confirmation then the notification will be sent when the manager publishes the shift | Can be email, SMS or push notification depending on what the manager chooses |
| Being informed of new available shifts to claim | Automatic | Managers can also publish open shifts without sending a notification. | Can be email, SMS or push notification depending on what the manager chooses and whether you are logged into the Deputy mobile app at the time of sending the shift offer |
| Being informed a shift you requested has been approved or declined | Automatic | Dependent on a manager creating an open shift that requires manager approval |
A push notification if you are logged into the Deputy mobile app and have enabled push notifications. If not, then an email will be sent instead. |
| Being informed of a colleague offering you a shift for you to claim or swap with them | Automatic | Dependent on a colleague offering or swapping shifts (if allowed by your organisation) | Push notification AND email |
| Being informed a shift you asked to swap with another team member was accepted or declined | Automatic | Dependent on you offering or swapping shifts with another team member (if allowed by your organisation) | Push notification AND email |
| Being informed a shift swap request you made to multiple team members was cancelled because everyone you sent it to declined to swap | Automatic |
Dependent on you offering or swapping shifts with another team member (if allowed by your organisation) and everyone declining the swap. You can still send further swap requests to others if required. |
Push notification AND email |
| Being informed a shift you asked to swap with another team member was approved or declined by your manager | Automatic | Dependent on a colleague swapping shifts (if allowed by your organisation) and the organisation enabling the setting to enforce manager approval of such swaps | Push notification AND email to both the team member requesting the swap and the team member accepting the swapped shift |
| Being informed a shift you were assigned has been deleted from the schedule | Optional | Sent when a shift is deleted if the organisation has enabled this setting | Push notification AND email |
| Reminder about an upcoming shift | Optional | only if enabled by the organisation |
A push notification if you are logged into the Deputy mobile app and have enabled push notifications. If not, then an email will be sent instead. |
| Late to clock on | Optional | only if enabled by the organisation |
A push notification if you are logged into the Deputy mobile app and have enabled push notifications. If not, then an email will be sent instead. |
| Reminder to take a meal break | Optional | only if enabled by the organisation |
A push notification if you are logged into the Deputy mobile app and have enabled push notifications. If not, then an email will be sent instead. |
| Late to clock off | Optional | only if enabled by the organisation |
A push notification if you are logged into the Deputy mobile app and have enabled push notifications. If not, then an email will be sent instead. |
Leave requests
| Notification type | Automatic or optional | Notes | How are you notified? |
| A leave request has been approved or declined by your manager | Automatic |
A push notification if you are logged into the Deputy mobile app and have enabled push notifications. If not, then an email will be sent instead. |
Timesheets
| Notification type | Automatic or optional | Notes | How are you notified? |
| Reminder to submit a timesheet | Optional | only if enabled by the organisation |
A push notification if you are logged into the Deputy mobile app and have enabled push notifications. If not, then an email will be sent instead. |
| Reminder to review a timesheet | Optional | only if enabled by the organisation |
A push notification if you are logged into the Deputy mobile app and have enabled push notifications. If not, then an email will be sent instead. |
| Timesheet automatically closed | Automatic | If a timesheet is accidentally left in progress it will be automatically closed after approximately 23 hours |
A push notification if you are logged into the Deputy mobile app and have enabled push notifications. If not, then an email will be sent instead. |
Training expiring and documents needing updates
| Notification type | Automatic or optional | Notes | How are you notified? |
| Advising you that your training expiring | Optional | only if enabled by the organisation |
A push notification if you are logged into the Deputy mobile app and have enabled push notifications. If not, then an email will be sent instead. |
| Advising you that you are required to upload or review and sign a new document | Optional - as requested by your manager | (Deputy HR is only available in AU and UK) |
Birthdays, Anniversaries, News Feed and Tasks
| Notification type | Automatic or optional | Notes | How are you notified? |
| Announcement of a work anniversary for a team member in your organisation | Optional | only if enabled by the organisation |
News Feed post in Deputy plus: A push notification if you are logged into the Deputy mobile app and have enabled push notifications. If not, then an email will be sent instead. |
| Announcement of a team member's birthday | Optional | only if enabled by the organisation |
News Feed post in Deputy plus: A push notification if you are logged into the Deputy mobile app and have enabled push notifications. If not, then an email will be sent instead. |
| Announcing a News Feed message has been sent to your workplace or directly to you | Automatic | when another team member posts a message |
News Feed post in Deputy plus: A push notification if you are logged into the Deputy mobile app and have enabled push notifications. If not, then an email will be sent instead. |
| Announcing a News Feed message has been sent to your workplace or directly to you requires confirmation from you | Automatic | when another team member posts a message requiring confirmation |
News Feed post in Deputy plus: A push notification if you are logged into the Deputy mobile app and have enabled push notifications. If not, then an email will be sent instead. |
| Letting you know someone has commented on a News Feed post you created | Automatic | when another team member adds a comment to a post you created. This is dependent on comments being enabled on the post. |
News Feed post in Deputy plus: A push notification if you are logged into the Deputy mobile app and have enabled push notifications. If not, then an email will be sent instead. |
| A task has been assigned to you | Automatic when another team member assigns you a task | when another team member assigns you a task |
A push notification if you are logged into the Deputy mobile app and have enabled push notifications. If not, then an email will be sent instead. |
User data deletion
| Notification type | Automatic or optional | Notes | How are you notified? |
| Being informed that your Deputy account and data have been permanently deleted | Optional | only if email notification for the employee is requested by the manager at the time of deletion |
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Notifications troubleshooting
If you aren't receiving the expected email notifications from Deputy please check:
- The emails are not going to your spam or trash folder
- You have the correct email address entered into your Deputy profile.
- For some notifications (as listed in the tables above) you will not receive an email if you have already received a push notification on your phone. In those situations, you would need to be logged out of the Deputy mobile app to receive an email instead.
Push
If you aren't receiving the expected push notifications from Deputy please check:
- You have enabled push notifications on your phone for the Deputy mobile app.
- You have the most recent version of the Deputy mobile app installed on your phone.
- Try logging out of Deputy, deleting the app and then reinstalling the app.
SMS
If you aren't receiving the expected SMS notifications from Deputy please check:
- Your phone number has been correctly entered into your Deputy profile.
- You are in a location with a good mobile phone signal.
- Your organisation has not disabled SMS notifications.
- You haven't told Deputy to stop sending SMS messages but texting "STOP". If this is the case you will need to text "START" to allow us to send you messages again.