Before You Start
Before you get started, you'll need to have a Dropbox account. If you don't have one already you can sign up here. If you're using the photo upload you'll also need to be using the Deputy Kiosk on your iPad.
How To Create Dropbox Integration
To access the integration, please first log into your Deputy account and visit your Home page. Please click "Settings" on the left side of your screen, next to the location in which you wish to create the integration.
Next, please click "Add-ons" at the bottom of the list of options to the left then click "Select Services". NOTE: If you do not see the screen below you already have existing integrations. After clicking "Add-ons" you'll see the list of your integrations. Just above the list and to the right you will see a button reading "Edit Services". Please click that then follow the steps below.
Here please tick the box below Dropbox then click "Continue".
From here, please click "Authorize" to the right of the integration you'd like to set up. If you have already authorised you'll see "Activate" instead. The system will open a pop up window (please make sure you have pop-ups enabled) requesting your login details for Dropbox. Please enter them and allow access.
On the following screen you'll be asked which folder you'd like to pull data from in Dropbox. The folders will be created after you save the integration. For the Photo Upload please select "DeputyPhotos" and for the Sales Upload please select "DeputySalesData".
When setting up the Sales integration please use the lower selector to select which department you'd like the sales applied to. If you want the sales to correspond with the area you designate within the CSV, please select "Match with Given Area Name". Next, please click "Save" at the bottom of the screen. Doing so will create an "Apps" folder in Dropbox. Within that folder, you'll be able to find the subfolders for your sales and photos. In the DeputySalesData 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.
Now that the subfolder has been created you'll need to run the integration once, after which it will continue to run. If you have not already created a CSV according to the steps on step 2 please do so now. The headers in the CSV would comprise of Date/Time, Sales Transaction, Operator ID, and Monetary Value. For help with this step, please contact Dropbox Support.
To run the integration please click "Edit" next to the integration you just created, then click "Run Now". If you click the down arrow next to "Run Now" you'll be able to run it for the last hour, day, week, or month.
Kiosk Photo Upload
When setting up the Photo integration please use the selector to choose which folder you'd like to upload the photos to. Please select "DeputyPhotos". Next, please click "Save" at the bottom of the screen. Doing so will create an "Apps" folder in Dropbox. Within that folder you'll be able to find the subfolders for your photos (and sales). The DeputyPhotos folder will contain any photos you upload from now on.
You will now be redirected back to the list of integrations. The final step is to run the integration, which will upload the photos. You'll only need to do this once, as afterwards it will continue to run. To do so, please click "Edit" next to the integration you just created. On the next page you'll see the option for "Run Now". You may also click the down arrow to select whether or not you'd like to run (upload) the photos from the last hour, day, week, or month.
After you have done so, please click "Save".
Sales Data CSV
The CSV (comma separated value) file for the integration can be created in Excel or as a text file. If using Excel, each column acts as the comma, so you will use the columns as the fields mentioned below and use the rows for each entry. The sales must be entered as follows:
The first field is the timestamp and must be given in the format YYYY-MM-DD_Hours:Minutes:Seconds. As an example, here is an entry for May 4th, 2015 at 10:30am: 2015-05-04 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 2015-05-04 22:30:00. Rather than using a space between the date and the time you may also use T, which would appear as 2015-05-04T10:30:00
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 Jake Shelley as our example our entry would currently read: 2015-05-04 10:30:00,Jake Shelley
The third field is the department (rostering/scheduling area) and must correspond identically with the area in Deputy. If we use our Kitchen as the area our entry so far will read: 2015-05-04 10:30:00,Jake Shelley,Kitchen
Sales Reference Number
The 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: 2015-05-04 10:30:00,Jake Shelley,Kitchen,1
This is the total number of items sold in the given transaction. If for example we had a customer buy 3 salads and 1 plate of nachos from our Kitchen our entry would read: 2015-05-04 10:30:00,Jake Shelley,Kitchen,1,4
The sixth and final field is the value of the sale. Although our example is in dollars please use the same currency that you usually would in your Deputy account. If the salads and nachos from our example above cost a total of $38.60, our full entry would read: 2015-05-04 10:30:00,Jake Shelley,Kitchen,1,4,38.60
Full API Call
We have added a new Dropbox integration, allowing you to create a CSV file calling up any field entered in the Deputy API.
Previously we have had this option for sales data and photos, which is explained above, but we have now developed a way to 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. To do this, you will need to enable integrations with Dropbox.
To enable this, you must connect your Deputy account to your Dropbox account. To do this, simply follow the instructions above.
You can then create a custom Dropbox folder to make it easier to navigate. Just open up your Dropbox account, then to to Apps > Deputy, then create your folder in here.
After you have connected your Dropbox account, you will see the following screen:
The new feature is under ‘New CSV > Call API’. When you click the ‘Activate’ button, the following will appear:
You can select your custom folder in the drop down box, which will be where the .CSV files will be stored.
Click save when you are complete.
Note: We suggest switching ‘Turn it on for all locations’ off, as it may cause errors.
We have a number of different API functions you can call using this new feature. For a full list of API calls, visit https://www.deputy.com/api-doc/Resources
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 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 amount of users, and the amount 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