If you are still using manual spreadsheets to manage your staff rotas and timesheets then we think we've found a better way. If your accounting is cloud based, your staff scheduling should be too.
Deputy was the Xero add-on partner of the year this year, so obviously we had a good look at it to see what all the fuss was about and here's our verdict: it's intuitive, it's nifty and if you have team of staff working shifts and recording time sheets then it's obvious, you will save yourselves loads of time by using Deputy. In addition your staff will find it easier to know when they're working, which shifts are available and be able to record their hours on an app, with data held securely in the cloud. Win-win.
Schedules made easier
If you've tried to schedule a fluid work force over a week of shifts you'll already know how time consuming it can be create a rota with the right number of trained staff to meet your business requirements. And what happens when someone calls in sick or there is a gap in the rota? Alternatively, you don't want to find yourself overstaffed and over budget on labour costs.
Deputy keeps records of your staff and their level of training, so you always have the right people for the job. Deputy creates your rota based on your specs and then your staff can see when they are working via the mobile app. You can even put in safeguards to make sure that no-one works more hours than they are allowed to by law. It even works across multiple locations.
Simple for your staff
Your staff have access to the mobile app, which tells them exactly when they are working. It also allows them to update their availability instantly so that your rota works, even when their schedule is changing. If a shift suddently becomes available (someone calls in sick, for example) all staff who meet the criteria receive a notification via the app and can claim that shift, allowing you to fill any gaps quickly and without the endless ringing round, texting and emailing.
Remove the admin pain
By streamlining the time consuming administrative tasks Deputy allows small business owners to be more efficient. Recording your staff hours is simple - staff log in and out using Deputy, either on their app or on a central kiosk at work, so there is a secure record of their timesheet. Deputy automatically calculates overtime, penalty rates and allowances and the information goes straight to your payroll system, removing the need to key in hours worked.
Keep on budget
Staff costs make up a huge part of your budget, and can make or break your profit margins. Using Deputy not only means you have the right staff in the right place at the right time but also (and this got us very excited) allows you to manage your fixed labour costs and plan your labour budget in advance: you can tinker with the created rota to ensure that you remain profitable and stay on top of your cash flow. Deputy syncs pay rates from your payroll data so your budget it always up to date.
Stronger communications
Using the app not only lets you communicate with your staff when they are working, you can also use the notifications to keep in touch with staff and create and assign tasks, all accessible on the mobile app. They check the task as complete, you get a notification - great when you're off site. You can even use the Journal feature to comment on staff performance and identify your top performing employees.