Deputy Review – Streamline Workplace Communication

The goal of every business owner should be to work smarter, not harder. Deputy is a platform that aids in that process, streamlining basic business management tasks like scheduling, timesheets, payroll, and employee communication. Business owners can spend less time worrying about what their staff is doing, and more time focusing on growing their companies from the ground up.

In this Deputy review, I will test out the people management platform, keeping factors like ease of use and reliability in mind. I will look at the platform from the perspective of both a business owner and an employee to find out if this is a tool that could actually benefit small to mid-size companies.

About Deputy

Deputy is a people management platform meant to help business owners and managers keep track of their employees. Employee management is a multifaceted issue, which is why Deputy offers advanced features that go far beyond most basic communication and scheduling systems. Business owners and managers can use the web-based platform to track timesheets, store staff records, assign tasks, and share important messages with selected employees.

The more employee data a business owner stores in Deputy, the better the platform performs. Deputy takes the data that users input and uses it to spot staff irregularities. Deputy automatically flags any differences between an employee’s scheduled hours and recorded timesheet hours. It also provides users with an overview of staff performance, making it easy to spot any employees whose work isn’t quite up to par.

Main Functionality of Deputy

Setting up work schedules for dozens of employees across multiple business locations is a task that no business owner should attempt on his own. Deputy makes it easy to create schedules, even accommodating availability limitations and vacation requests. Deputy’s scheduling tool takes into account scheduling overlaps and training experience, and notifies staff via text, email, and the Deputy mobile app when new schedules have been set.

Of course, just because an employee was scheduled to work at 9 a.m. on Saturday doesn’t mean that he or she actually showed up. Using Deputy’s mobile iPad kiosk, businesses can require employees to check-in and check-out of work each day. Requiring employees to check-in on the mobile kiosk is also a useful way to ensure employees see important notes (like changes in hours or menu items, or tasks that need to be completed that day). Deputy’s timesheet feature uses geo-location technology to see where employees have started and ended their shifts. Timesheets are validated upon a manager’s “approval,” ensuring that employees are actually getting paid for the time they worked.

In addition to its robust scheduling and timesheet tools, Deputy also offers a number of advanced features like internal communication, task management, recordkeeping, and automatic reporting. The Deputy mobile app makes it possible for business owners and managers to keep an eye on what’s going on inside their stores even when they’re not in the office.

Benefits of Using Deputy

By cutting down on organizational logjams, business owners free up their time to work on external tasks related to a company’s growth. Deputy’s system is web-based, which means it’s accessible from any computer or mobile device, and it offers a simple, streamlined design that even a web-novice could understand.

Deputy integrates seamlessly with a number of the most popular business payroll platforms, including MYOB, Xero, and Wage Easy. Businesses can even use basic CSV files to ensure staff paychecks are accurate and on-time each month.

While the bulk of this review has focused on how Deputy can benefit business owners and managers, the reality is that the platform is advantageous for employees, as well. Employees can get daily task lists sent to directly their smartphones, and they can update managers on their progress from within Deputy’s mobile app. Anyone can make announcements on a company’s Deputy portal, which means an employee can ask if any colleagues are available to cover her shift without calling a team meeting or placing phone calls to each person individually.

The Basics: What Does the Interface Look Like?

Start your workweek by checking out your company’s Deputy portal. View the hours you’re scheduled for in the upcoming week, along with the managers you’ll be working with. Any notices from management (like updated hours due to inclement weather, for example) can be found on this page.

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Click on an employee’s photo to view that person’s profile. Deputy quickly provides you with that person’s contact information, upcoming shifts, timesheets, and vacation requests. You can assign an employee a task by clicking the “Assign a Task” button on the profile page.

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As the account administrator, you have the option to manually approve all timesheets before they’re sent to payroll. Any journal entries created by the employee are shown on the timesheet. Timesheets also show the geo-location of the employee during the shift in question.

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Businesses can run reports comparing the total hours employees were scheduled to work during a given time period to the hours employees actually worked. Any discrepancies can be investigated before payroll is sent out.

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Support Information

Deputy offers a number of support solutions, including a robust help website where users can find answers to their questions by keyword or topic. Users can also submit support tickets (complete with screenshot images) for help with specific issues. Deputy hosts regular 30-minute webinars to help new users get started with the platform.

Pricing Information

Deputy utilizes a streamlined pricing system, charging $1 per person, per week. A company with 10 employees could expect to spend $10 per week on the people management platform. For that price, businesses can add an unlimited number of locations, utilize payroll integration, and get free updates for life. Deputy also offers a free 30-day trial.

The Bottom Line

Business owners would be hard pressed to find a more robust people management platform than Deputy. The web-based system really does cover all of a company bases, providing tools for everything from scheduling to timesheets to task management and internal communication. Mobile applications and geo-location technology keep managers up-to-date at all times, and help ensure that employees can never claim they “didn’t know” about shift changes or important company events.

Ratings: ease of use 5/5, features 5/5, value 5/5 and ease of deployment 5/5

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