Deputy Tutorials - Scheduling employees


Staff Scheduling, Time & Attendance (Time Clock) & More

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Deputy Tutorials - Scheduling employees

Video Transcript

Speakers in this video: Jimmy (GetApp) and John (Deputy)

John: Alright. Since we chose our demo option, there's quite a bit of information already entered in here which is really nice. So at the top, you're going to see the graph. If you have any kind of point of sale in your business, this is going to be really awesome and really useful.

So, you can see the gold data is your sales data. If you're using, let's say Kounta or Vend point of sale, this information is integrated and it's automatically updated every 15 minutes. So, you can see a live feed of your sales data has your scheduling, and if anything in the future is a predicted sale. So, it's going to take into account the weather, any holidays, and all of your historical data, and predict what your sales will be. So, you can make the best scheduling decisions.

The blue line is your labor cost right now. So, you can - every 15 minutes, again, as you go across, you're going to see how many shifts is scheduled and how much it's actually costing you. So that's why it's really important, back on our people tab, to go through and actually take the time to enter wages for all of your staff. Once you do it one time, you're set-up.

And you can see for example on the left, we have all of our - Jake down here at 42.5 hours, so far he's going to cost us 977 dollars for this week. This is really useful, so you can say, "You know what? That's actually way too much. I need to take Jake off for a couple of shifts." John down here has zero shifts, so we can definitely rearrange a little bit, still be covered and not be paying out any overtime and really get control of that.

So let's see how the two ways are to actually creating new shifts. So, remember when we added Cole, and we'll do the dropdown arrow, we actually created CPR training. You can see that right here. And we also created CPR training for Front of House. So if I take Cole and I drag him here and drop, it's going to create a shift and we're going to get no warnings - and that's because Cole's training.

But let's take Bob - actually let's take John since he doesn't have any hours yet, and let's try to drag him over here and drop him.

Now, when we hit Edit Shift, we're going to get a little bit of an error - maybe not. So when we go to publish this, we'll actually get an error and it's going to say, "John's not trained for the shift." And that's because I don't have CPR training. Now, it will still let us schedule him there, but it's of course going to give us the warning so it doesn't happen.

The other way to create a shift is to tap the '+'. Now, we can use the drop-down menu, and anyone that's qualified, again, Deputy's going to do that same check we just spoke about, and it's going to show us the best people for the shift, and they're going to be listed first.

Now, if we go down into the bottom four - they're already working, so overlapping, so it's actually not going to let you select them because they can't be in two places at once. So again, we'll hit Cole. He's the new guy, so we'll give him a few more hours, and if there's any special notes - so this is training day two, and our manager's going to see that and the employee can see that. So, he has an idea of what he's actually going to be doing that day. So, we can save that and now we're set.

So, we can look down and you see two different colored shifts. The green are already published and our staff members know that they're working on those days. The yellow and the blue are unpublished shifts, so we need to let our staff know that they have shifts coming up so they can work. We do that by hitting Publish up in the top right.

So, in this case, we just want to publish the updates and we already have our waiter and our bar staffing knowing that they're working, so we'll just select our first three areas. Now, we can go in and we can do email and text message. If we choose this option, there's actually an ability to confirm the shift. So, 24 hours before the shift starts, our employees have to respond and say, "Yes, I'm going to be there, otherwise the shift goes into open status and somebody else can pick it up. So that way, we're not worried about last minute people not showing up, and you can actually just do email or smartphone, pushing notification which is most commonly used.

Hit 'Next' and we'll publish. Deputy does a few checks to make sure we're all good to go. We got the green check, so we're set and all of our staff know that they're scheduled and we can move forward with the day and not worrying about it.

What's nice about Deputy 2 is you can work as far into the future as you want. So, if you're someone who's very planned, we can go in - I'll just remove these really quick and show you how we can actually import shifts from the past, making it really easy to schedule into the future.

So, this is the week that we were just working on. We can either copy or import shifts. If we copy shifts, we'll take this week and we can move it to any future weeks. If we import shifts, let's say around holiday time we always get really busy, we can go back to 2015, the holiday season, and we can pull that schedule that we created based off our higher sales data, and we can put it directly into the holiday this year, making it really easy to schedule.

But let's go ahead and just copy the shifts forward. We can copy to next week, or we can choose multiple weeks going forward. So, we'll check this, continue; we're going to move all areas forward, and Deputy's doing a check. It's saying, "Is there anyone that we've already approved leave for, or that's requested time off? Or in this case, not trained in CPR?" So, we have Bob as a manager, and he's not trained in CPR. So, we're getting all of these warnings, letting us know we either need to add the training to him, if they do know CPR, or we need to make sure we have the right person there.

But we're going to hit 'OK', and done. And these two, they're all highlighted in pink, letting us know this needs a little bit more of your attention before you move it forward.

Alright, so now that we've copied our schedule, we showed you the two ways to create the schedule, and we've seen that integration with some of the sales data, first your label cost. That kind of winds down scheduling.