What's New ✨

• Many businesses all across the world tailor leave benefits to acknowledge the dedication of their team members within the organisation, and to retain and motivate their staff.
• Tenure-based rules have been one of the top 3 feature requests for leave accrual customisation within Deputy!
• Previously, you may have had to set up multiple different policies for managing tenure-based policies, which came with its own complexities: moving balances over from old tenured leave policy to the new one for an employee who would be eligible for a tenure-based company leave rule, clearing out balances from the old policy etc. 
• This can now be seamlessly managed within 1 leave policy itself, saving you time and allowing for a more streamlined policy management experience.
  
  

• A tenure-based rule allows different amounts of leave to be accrued depending on how long the team member has been with the organisation.
• For a tenure-based leave policy to function, businesses will need to have their team member's Hire date entered accurately in their employee profile.
• The leave policy will then automatically reference the hire date from the employee profile and perform accruals based on the length of their tenure within the business.
• Tenure-based rules are available for all the accrual methods present in the leave policy builder. 

• Now available to every business using the new leave engine experience on Deputy!
• Relevant help docs have been updated and can be found here.

Whats new ✨ 

Lightspeed has recently released an integration for their Restaurant product (otherwise known as K-Series) to Deputy. The integration is able to sync live sales data from Lightspeed K POS terminals. This allows for real time sales tracking vs labor costs in the Deputy smart scheduling feature. Users of the integration can also select whether they want the Gross (Inclusive of Tax) or Net (Exclusive of Tax) amounts to be sent to Deputy. We know this is one of our your most requested features so we are delighted that our development partner Lightspeed has included this feature.

Deputy worked closely with Lightspeed over the past year to ensure that this integration meets all the hallmarks of a top level integration. It includes features such as mapping individual POS terminals to location areas, importing sales data and mapping employee records from Deputy to Lightspeed Restaurant (K-Series).

How to use it 🤓

The integration with Deputy is installed from within Lightspeed Restaurant (K-Series). For more information about setting this integration up please consult our online help guide here.

Rollout 🚂

The integration from Lightspeed Restaurant (K-Series) to Deputy is now Generally Available. Users of Lightspeed Restaurant (K-Series) can install the integration now in all three of Deputys regions (Australia/USA/United Kingdom).

Do you have feedback to share? Go to Deputy > Help > Give us feedback

What's new ✨

Supercharge your hiring with Deputy Hire's newest integration with Indeed. With this integration, you can post jobs you create on Deputy Hire to Indeed within minutes and sponsor your job all within Deputy.

Benefits of using Indeed

📢 Reach the people that meet your unique hiring needs - from full time job seekers to hourly flex workers to employers, Indeed has 350M+ monthly global unique visitors each month.*

⚡️ Speed up your candidate search - Sponsored Jobs appear more often and for longer in search results than non-sponsored jobs, so they're more likely to be seen by potential candidates.

How to use it 🤓

First, ensure you have a Deputy HR trial or subscription (only available in Australia and UK for now). Deputy HR can be added to your existing Deputy subscription to empower you to attract and retain the best talent. Experience Deputy HR today! (Coming soon to the U.S. in 2024 - sign up for early access)

Once you have access to Hire, navigate to the Settings page and connect to Indeed at the job board section of the page:

After connecting, you can then publish your job to Indeed and promote your job, all within Deputy Hire.

Rollout 

You should be able to try out this integration by the mid December.

Read more about the Indeed integration here.

Deputy HR can be added to your existing Deputy subscription to empower you to attract and retain the best talent. Experience Deputy HR today! (Coming soon to the U.S. in 2024 - sign up for early access)

Do you have feedback to share? Go to Deputy > Help > Give us feedback


*Indeed Internal Data, average monthly unique visitors April – July 2023

What's New ✨

• We've made trigger changes to the new leave management engine, where instead of leave balances updating when “Mark timesheet as paid”, they now occur when managers simply pay-approve a timesheet.
• Managers now do not need to carry out an extra step to make sure leave is accruing and deducting reliably, saving them time every day and every pay cycle!
• Timesheet accrual now kicks in when a regular timesheet is pay-approved, and leave deduction kicks in when a leave timesheet is pay-approved.
  • Leave previously or deducted accrued also reverts if a timesheet is pay-unapproved or discarded.
  • Leave accruals are automatically recalculated when timesheets are recalculated.

Why is this useful for my business? 💪

Up-to-date leave balances: Timesheet approval happens daily, while marking timesheet as paid typically happens at the endthe pay pay period (fortnightly or monthly). Changing the accrual trigger would mean employees submitting leave requests will have a more accurate balance to refer to when applying. Simil,arly managers will be able to make the right decision on approval with the balances being more accurate.

How can I start using this new change?

This change will be rolled out progressively to all accounts using the new leave management engine in the next 2-3 weeks. 

If you're not using the new leave management engine yet, please reach out to get Beta access and get information on how to migrate over to the new experience.

What's new ✨

Employee's can now be grouped by additional employment types, depending on region.

USA + UK:
- Full Time
- Part Time
- Casual
- Contractor
- Hourly
- Salary

AU and elsewhere:

• Full Time
• Part Time
• Casual
• Contractor
  
  For more information, read here: https://help.deputy.com/hc/en-au/articles/4658201155215-Set-up-a-team-member-s-pay-details#h_aa27d25286
  
  
  

What's new ✨

• managers will be able to track the total hours and costs breaking down by Shifts, Leave, Salary costs, Open Shifts' costs to better understand the performance of their business.
• a leave toggle has been introduced to allow managers to config if leave hours and costs to be included or excluded from the total hours/costs

• managers will have a better glance view to track total hours breaking down by Shifts, Leave, Required Staff hours to easily adjust their schedules.
• you can also toggle time-off section or the leave toggle from the dropdown list in any area views to decide if leave hours/costs should be included or excluded from the total number.

• Open shift costs have been added as an individual row to be shown in the report to make the total cost data to be consistent.
• Leave hours and costs have been extended to include both future leave as Scheduled hours/costs, and approved past leave as Actual hours/costs to ensure data consistency with BI and Stats Panel.
• Employee list shown in the RSTS report has been restructured to be consistent with Schedule Views.

Why is this useful for my business? 💪

Managers could rely on the solid data provided by Deputy platform to monitor how your business is running.  With leave toggles in place, it is all under your control to decide if leave data should be included or not into the total hours and costs.

How can I start using these new features?

Those new features will be progressively rolled out to every account in the next few weeks.

You can also sign up for our Beta program to get first access today. 

Sign up for early access

Say goodbye to juggling multiple software tools. With Deputy’s expanding workforce management capabilities you can now hire great talent, seamlessly onboard employees, and efficiently manage their documents — all within one place.

Document management is here to give you the power to manage employee documents seamlessly throughout their employment period—not just during onboarding.

What's new ✨

• 🗂️ Centralised documents hub - store and access contracts, certifications, and training documents in individual profiles for swift retrieval when needed.
  
• 📥 Request for what you need - request various documents from team members at any stage of their employment journey. From training certifications and licenses to even quirky requests like pet photos—we've got you covered.
• 🔔 Stay organised and never miss a beat - keep track of your team’s documents with a breeze and get a heads up when they’re about to hit their expiration dates.
• ✍🏼 Capture signatures without the ink - streamline the process of capturing signatures by sending contract renewals when team members are promoted or changing roles, all while keeping digital copies of every signed document.

How to use it 🤓

Read more about Documents here.

Deputy HR can be added to your existing Deputy subscription to empower you to attract and retain the best talent. Experience Deputy HR today! (Coming soon to the U.S. in 2024 - sign up for early access)

Got feedback to share? Go to Deputy > Help > Give us feedback

What's new ✨

Deputy’s Fair Workweek pay rates are now progressively rolling out to our U.S. customers!

Businesses that use Deputy scheduling features in New York City (Fast Food) and the City of Los Angeles can now apply pay rates that meet Fair Workweek Predictability Pay requirements, also known as Schedule Change Premiums. 

Why is this useful for my business? 💪

Designed to streamline your payroll process, Deputy will ensure you comply easily on a city-by-city basis with the following new features:

Accurate Fair Workweek Calculations: Deputy goes beyond basic calculations by factoring in complex elements such as shifts, overtime, breaks, and predictability pay. Now, you can ensure that your employees are compensated fairly in accordance with labor regulations.

Predictability Pay Integration: Keeping up with the intricate requirements of predictability pay is now effortless. Deputy identifies shifts subject to predictability pay and automatically includes them in the calculations, eliminating errors and saving you valuable time.

Employee Attestation: Deputy tracks changes from the predefined schedule and proactively asks employees on clock in and out for the reasons for variations, to ensure you aren’t caught out by last minute changes that create predictability pay premiums. If a shift needs to be extended, team members can give consent to stay late on any device, including the Deputy iOS Kiosk, Android Time Clock and the iOS and Android mobile apps.

Clopening Consideration: Clopenings can be a challenge, but not anymore. Deputy recognizes these instances and ensures that employees receive the compensation they deserve for working consecutive closing and opening shifts, promoting fairness and employee satisfaction.

City-Specific Tailoring: Each city has its unique labor laws. Deputy offers city-specific pay rates for both New York City Fast Food and Los Angeles, adapting to local regulations seamlessly while alleviating the complexity of compliance. More cities to come, including San Francisco, New York Retail, Chicago, Philadelphia and Oregon - stay tuned!

How can I start using these pay rates?

Premium customers in New York (Fast Food industry) and the City of Los Angeles can apply Fair Workweek pay rates in their team member profiles. Refer to this help document on how to set up pay rates. 

Together with other Fair Workweek features, we will be rolling out Fair Workweek pay rates to Enterprise customers and other locations (e.g. San Francisco and Oregon) progressively this year. To learn more, please get in touch with your regular Deputy point of contact. 

You can also sign up for our Beta program to get first access to new Fair Workweek features. 

Sign up for Beta

I’m already compliant with Fair Workweek by using Deputy - how does this impact me?

If you are a Deputy customer who is already Fair Workweek compliant, these new pay rates will not change your current solution and there is no action to take. Your Deputy point of contact will work with you to identify a migration path as well as a timing that suits you to ensure you always have the latest Fair Workweek compliance solution as we continually invest in this space.

Fair Workweek is a comprehensive set of laws that governs how workers’ schedules should be set and distributed. An ever-growing number of locations in the US have been rolling out these complex laws that are extremely difficult to manage manually. These regulations have large-scale impacts that enforce some or all of the following based on your workplace location:

1. Ensure workers have a predetermined schedule well in advance of their shifts
2. Require signed and documented consent from workers for a range of schedule changes
3. Calculating a variety of pay penalties for those applicable schedule changes

With regulators in the US now handing out fines that are in the millions, it’s important to make sure your workplace is covered and Deputy’s new Fair Workweek offering is the easiest way to begin this journey.

When is this going live and how can I become compliant?

In line with the City of Los Angeles enforcement date of September 28, Deputy’s Fair Workweek offering will start to be available before then:

• September 1 - Pay premiums for New York Fast Food and Los Angeles - other cities coming soon
• October 1 - Regular schedule and employee consent for regular schedule changes
• November 1 - Trigger and gather employee consent for working schedule changes

If you’d like to get on board with the full solution as early as possible or just find out more - please get in touch with your regular Deputy point of contact or sign up for our beta program.

Sign up for Beta

The Deputy Fair Workweek Solution

The Deputy solution can be broken down into 4 easy-to-use parts that will keep your workplace compliant:

1. Auto calculation of Fair Workweek pay premiums

Designed to streamline your payroll process, Deputy will ensure you comply easily on a city-by-city basis with the following new features:

Accurate Fair Workweek Calculations: Deputy goes beyond basic calculations by factoring in complex elements such as shifts, overtime, breaks, and predictability pay. Now, you can ensure that your employees are compensated fairly in accordance with labor regulations.

Predictability Pay Integration: Keeping up with the intricate requirements of predictability pay is now effortless. Deputy identifies shifts subject to predictability pay and automatically includes them in the calculations, eliminating errors and saving you valuable time.

Clopening Consideration: Clopenings can be a challenge, but not anymore. Deputy recognizes these instances and ensures that employees receive the compensation they deserve for working consecutive closing and opening shifts, promoting fairness and employee satisfaction.

City-Specific Tailoring: Each city has its unique labor laws. Deputy offers city-specific pay rates for both New York City Fast Food and Los Angeles, adapting to local regulations seamlessly while alleviating the complexity of compliance. More cities to come, including San Francisco, New York Retail, Chicago, Philadelphia and Oregon - stay tuned!

2. Trigger and gather employee consent for schedule changes

Stress less about having to understand and remember the huge amount of schedule change scenarios that require an employee's consent alongside needing to manually document them. 

Your Deputy schedule will now be able to integrate city-specific Fair Workweek consent laws and bear the burden of helping you comply with them.

Depending on your location, we’ll have the right setting configuration for you that both triggers consent for any schedule changes where required, as well as documents them in a reportable, auditable way:

• Adding or reducing hours
• Work schedule variance with regular schedule exceeding 15% (NYC Fast Food only)
• Clopenings (i.e. back-to-back shifts across two work days)
• Other schedule changes (e.g. location, breaks)
• Timesheet attestation (starting and ending shifts that vary from scheduled hours)
• Schedule change compliance warnings to keep managers informed at every step

3. Create regular working schedules (Good Faith Estimates)

A cornerstone of the Fair Workweek laws is that employees have a mutually agreed upon, predictable schedule which remains as similar as possible each work period. Deputy’s regular schedule enables you to:

• Build a repeating schedule for each of your employees
• Request and record employee consent for any changes
• Use Deputy’s auto-schedule feature to roster your whole team in a single click. 

4. Auditable Reporting

With complex laws, rules and premiums that have to be paid to employees, it’s important to have easy visibility on how these laws have been applied to your schedule (especially if the regulators ask) and also what impacts the premiums have on your bottom line. Deputy’s Fair Workweek reporting out of the box will provide:

1. Pay premium reporting - Understand how much pay premiums from Fair Workweek mandated penalties are costing
2. Schedule change history reporting - Have easily auditable compliance to keep Fair Workweek regulators happy

I’m already compliant with Fair Workweek by using Deputy - how does this impact me?

If you are a Deputy customer who is already Fair Workweek compliant, these new features will not change your current solution and there is no action to take. Your Deputy point of contact will work with you to identify a migration path as well as a timing that suits you to ensure you always have the latest Fair Workweek compliance solution as we continually invest in this space.