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Deputy

The Deputy modules allow you to watch, create, list, retrieve, and delete the locations, employees, timesheets, news feed, information about the account, and schedules in your Deputy account.

Getting Started with Deputy

Prerequisites

• A Deputy account

In order to use Deputy with Ibexa Connect, it is necessary to have a Deputy account. If you do not have one, you can create a Deputy account at deputy.com.

Connecting Deputy to Ibexa Connect

1. Go to Ibexa Connect and open the Deputy module's Create a connection dialog.

2. In the Connection name field, enter a name for the connection and click Continue.

3. Enter your login credentials, select the organization, and confirm the access by clicking Authorize.

The connection has been established.

Locations

Get Location Details

Provides details about the specified location.

Location ID	Select the Location ID whose details you want to retrieve.

Get a Location Settings

Provides settings of a specific location.

Location ID	Select the Location ID whose settings details you want to retrieve.

List My Locations

Lists a user's locations.

Limit	Set the maximum number of locations Ibexa Connect should return during one scenario execution cycle.

Create a Location

Creates a new location (workplace/company).

Location Name	Enter a name for the location.
Location Timezone	Select the timezone of the location.
Address	Enter the street address of the location. The employees will be able to see this information.
Address Note	Enter any additional information which you want to mention for the address.
Country	Select the country where the location is located.
Latitude of the location	Enter the latitude details of the location.
Longitude of the location	Enter the longitude details of the location.
Location Code	Enter the three-character location code.
Area Names	Add the location area names. For example, chef, cashier.

Update a Location Settings

Update location settings.

Location ID	Select the Location ID whose details you want to update.
Week Start	Enter the location business starting day of the week. For example, Monday.
Location Open Time	Enter the location's opening time in 24-hour format. See the list of supported time formats.
Location Close Time	Enter the location's opening time in 24-hour format. See the list of supported time formats.
Default Shift Duration	Enter the shift duration in hours. Default is 8. Enter a value between 0 and 24.
Default Mealbreak Duration	Enter the meal break duration in minutes. Default is 30. Enter a value between 0 and 240.
Apply and Report On-Costs	Enter a number to add an on-cost percentage to all wage and salary costs shown on the Schedule screen (including Daily, Weekly, and Monthly Stats) and on the Schedule vs Timesheets vs Sales report. For example, if you enter 10 here, an additional 10% will be added to wage and salary costs.Enter a value between 0 and 100.
Prevent Modification	Select the option to prevent the changes to the shift after the specified period: Never After 1 Day After 3 Days After 7 Days
Shift Notifications	Select the option for sending shift notifications like late employee notifications and shift swap approvals. Schedule Creator Scheduling Managers of Location Scheduling Managers of Location & Working Best Fit
Require Shift Confirmation	Select the option to confirm the published rosters after which they will be automatically turned into open shifts: Not Required 12 Hours Before Start Time 1 Week Before Start Time 2 Week Before Start Time 30 Days Before Start Time
Sort Scheduling Suggestions	Select the option to sort the scheduling suggestions: Alphabetically (A-Z) By Wage Cost (Low to High) By Hours Scheduled (Low to High) By Best Fit
Allow Employees to View Each Other's Schedule	Select the option for employees to view each other's shift schedule: Only Allow Same Day's Schedules Allow All Schedules Don't Allow All
Allow Employees to Swap Shifts	Select whether employees are allowed to swap their shifts. This is only allowed if employees can view other employee's shift schedules.
Shift Swapping Require Manager Approval	Select whether a manager's approval is required if an employee accepts shift swapping with another employee.
Allow Employees to Offer Shifts	Select whether an employee can offer his shift to another employee if they cannot work on their shift.
Schedule Allow SMS with Full Name	Select whether publishing the schedule through SMS is allowed. Use the location's full name and area when publishing schedules via SMS.
Can Bump Shift via Desk	Select whether employees are allowed to start, pause, and end their shifts in a web browser.
Can Mobile Bump Shift	Select whether employees are allowed to start, pause, and end their shifts with a mobile.
Can SMS Bump Shift	Select whether employees are allowed to clock in and clock out by sending SMS.
Require Kiosk Photo Bump Shift	Select whether employees are required a photo to be taken when starting and ending their shifts in Kiosk.
Can Submit Shift via Desk	If selected yes, allows employees to amend existing timesheets and create timesheets in the past in a web browser or using Mobile.
Can Modify Timesheet on End	Select whether employees are allowed to modify their timesheet before ending shift.
Timesheet Maturity	Enter the time in minutes before which an employee may submit their timesheet before the scheduled end time. The value must be higher than or equal to 1.
Timesheet Closest Block	Enter the time in minutes based on which the timesheets submitted through mobile and are shorter than the specified time to get automatically deleted.
Mealbreak is Paid	Select whether the employee's meal break is paid. If yes, employees are paid for the duration of all meal breaks they take and these breaks will be recorded in timesheet reports.
Timesheet Auto Round	Select whether to enable the auto-rounding off timesheets for a location. Then the timesheets that are submitted to that location using mobile or Kiosk shall get their start time, end time, and break length rounded according to the corresponding settings.
Timesheet Auto Time Approve	Select an option for timesheets to be automatically time approved. For example, 5 minutes.
Can Clockin Shift Earlier	Select whether employees are allowed to clock in early to their shift.
Timesheet Match Schedule	Select an option of how the unscheduled timesheets linked to a scheduled shift within the same day: Best Fit If Timesheet Area Matches with Scheduled Shift Area If Timesheet Location Matches with Scheduled Shift Location If Timesheet Is within a Time Variance of a Scheduled Shift
Can Clockin Shift Earlier Minutes	Enter the time in minutes before which the shift is scheduled to start, that an employee is allowed to clock in.
Can End Break Earlier	Select whether the employees are allowed to end their break early.
Auto Suggest Break	Select whether to automatically suggest break duration for breaks not taken by an employee at the end of shift.
Can Display Break Warning	Select whether to display alerts for the missed breaks and if breaks are shorter in duration than scheduled.

Delete a Location

Deletes a location in Deputy after migrating associated employees to another location.

Source Location ID	Select the Location ID you want to delete.
Target Location ID	Select the Location ID to migrate the employees associated with the source location.
Delete Associations	Select whether to delete the associations with the location.

Employees

Note

You do not have to add the webhooks in the Deputy as it is automatically done for you once you add and save an instant trigger module to your scenario.

Watch New Employees

Triggers when a new employee has been created.

Webhook Name	Enter a name for the webhook.

Watch Employees Updates

Triggers when an employee has been updated.

Webhook Name	Enter a name for the webhook.

Watch Employees Deletion

Triggers when an employee has been deleted.

Webhook Name	Enter a name for the webhook.

Watch New Leave Requests

Triggers when a new leave request has been submitted.

Webhook Name	Enter a name for the webhook.

Get an Employee

Provides details about the specified employee.

Employee ID	Select the Employee ID whose details you want to retrieve.

List Employees

Lists all employees.

Limit	Set the maximum number of employees Ibexa Connect should return during one scenario execution cycle.

Create an Employee

Creates a new staff employee.

First Name	Enter the employee's first name.
Last Name	Enter the employee's last name.
Location ID	Select the Location ID for the employee.
Role ID	Enter the employee's Role ID.
Gender	Select the employee's gender.
Stress Profile	Select the shift for the employee.
Date of Birth	Enter the employee's date of birth.
Start Date	Enter the employee's start date with the location.
Mobile Phone	Enter the employee's mobile phone.
Annual Salary	Enter the employee's annual salary information. This field is applicable only to employees with annual pay and not for hourly-paid.
Timesheet Export Code	Enter the employee's timesheet export code.
Weekday Rate	Enter the employee's hourly rate on weekdays.
Saturday Rate	Enter the employee's hourly rate on Saturday.
Sunday Rate	Enter the employee's hourly rate on Sunday.
Public Holiday Rate	Enter the employee's hourly rate during a public holiday.
Country Code	Select the employee's country code.
Street	Enter the employee's street name.
State	Enter the employee's state name.
City	Enter the employee's city name.
Postal Code	Enter the area postal code.
Emergency Contact Name	Enter the contact name to reach out during the emergency.
Emergency Contact's Phone Number	Enter the emergency contact's phone number.
Employee's Email	Enter the employee's email address.
Send Invite to an Employee	Select whether to send an email invite to the employee.

Activate a Terminated Employee

Activates a terminated employee.

Employee ID	Select the Employee ID whom you want to activate.

Invite an Employee

Invites an employee.

Employee ID	Select the Employee ID whom you want to invite.

Update an Employee

Updates employee details.

Employee ID	Select the Employee ID whose details you want to update.
First Name	Enter the employee's first name.
Last Name	Enter the employee's last name.
Location ID	Select the Location ID for the employee.
Role ID	Enter the employee's Role ID.
Gender	Select the employee's gender.
Stress Profile	Select the shift for the employee.
Date of Birth	Enter the employee's date of birth.
Start Date	Enter the employee's start date with the location.
Mobile Phone	Enter the employee's mobile phone.
Annual Salary	Enter the employee's annual salary information. This field is applicable only to employees with annual pay and not for hourly-paid.
Timesheet Export Code	Enter the employee's timesheet export code.
Weekday Rate	Enter the employee's hourly rate on weekdays.
Saturday Rate	Enter the employee's hourly rate on Saturday.
Sunday Rate	Enter the employee's hourly rate on Sunday.
Public Holiday Rate	Enter the employee's hourly rate during a public holiday.
Country Code	Select the employee's country code.
Street	Enter the employee's street name.
State	Enter the employee's state name.
City	Enter the employee's city name.
Postal Code	Enter the area postal code.
Emergency Contact Name	Enter the contact name to reach out during the emergency.
Emergency Contact's Phone Number	Enter the emergency contact's phone number.
Employee's Email	Enter the employee's email address.
Send Invite to an Employee	Select whether to send an email invite to the employee.

Terminate an Employee

Terminates an active employee.

Employee ID	Select the Employee ID whom you want to terminate.

Delete a Discarded Employee

Deletes a discarded/terminated employee's account in Deputy.

Employee ID	Select the Employee ID whom you want to delete.

Tasks

List My Completed Tasks

Lists a user's completed tasks.

Limit	Set the maximum number of locations Ibexa Connect should return during one scenario execution cycle.

Create a Task

Creates a new task.

User Responsible	Select an assignee for the task.
Question	Enter the task name and details.
Due Date	Enter the date by which the task must be completed.
Comment	Enter any other information you would like to mention about the task.

Journals

Create/Update a Journal

Creates or updates a journal.

Comment	Enter the comment text for the employee when approving the text.
Employee ID	Select the Employee ID for whom you are creating or updating a journal.
Category ID	Select the category ID of the comment: Positive Negative
Journal ID	Select the Journal ID you want to update. If you are creating a new journal, leave it blank.

Area/Departments

Watch New Area/DepartmentTriggers

Triggers when a new area or department has been created.

Note

You do not have to add the webhooks in the Deputy as it is automatically done for you once you add and save an instant trigger module to your scenario.

Webhook Name	Enter a name for the webhook.

Create an Area/Department

Creates an area/department.

Company ID	Select the Company ID for which you want to create an area or a department.
Area/Department Name	Enter a name for the area or department.
Show on Schedule	Select the checkbox to display the area or the department in the employee schedule.
Active	Select whether the area or the department is active.
Address	Select the address of the area.
Parental Operational Unit	Select the parental operational unit of the area or the department.
Color	Select the color for the area or the department to display in the schedule in HEX format. For example, #ff1100 for red color.

Timesheets

Note

You do not have to add the webhooks in the Deputy as it is automatically done for you once you add and save an instant trigger module to your scenario.

Watch New Timesheets

Triggers when a new timesheet has been saved.

Webhook Name	Enter a name for the webhook.

Watch Timesheets Updates

Triggers when a timesheet has been updated.

Webhook Name	Enter a name for the webhook.

Start a Timesheet

Starts a shift for your staff.

Employee ID	Select the Employee ID whose timesheet you want to start.
Area/Department ID	Select the Area or Department ID of the employee.

End a Timesheet

Ends a shift that is in progress.

Timesheet ID	Select the Timesheet ID you want to end.
Meal Break Length	Enter the meal break time in minutes.

Approve a Timesheet

Approves a timesheet.

Timesheet ID	Select the Timesheet ID you want to approve.

Update or Create a Timesheet

Updates a given timesheet or creates a new one.

Type of Action	Select the action you want to perform: Create a Timesheet Update a Timesheet
Timesheet ID	Select the Timesheet ID you want to update.
Employee ID	Select the Employee ID whose timesheet you want to create.
Area/Department ID	Select the Area or Department ID to which the employee belongs to.
Date	Enter the date for which you want to create the timesheet or update. See the list of supported formats.
Start Hour	Enter the starting hour of the timesheet in 24-hour format. For example, 09 for 9:30 AM.
Start Minute	Enter the starting minute of the timesheet. If the employee start time is 9:30, then enter 30.
	Enter the ending hour of the timesheet in 24-hour format. For example, 18 for 6:30 PM.
End Minute	Enter the ending minute of the timesheet. If the employee start time is 18:30, then enter 30.
Meal break Length	Enter the meal break time in minutes. For example, 30.
Comment	Enter the comment text about the timesheet.

Pause/Unpause a Timesheet

Pauses/unpauses a user's timesheet.

Timesheet ID	Select the Timesheet ID you want to pause or unpause.

Information About Me

List My Unaviablility Records

Lists a user's unavailability records.

Limit	Set the maximum number of unavailability records Ibexa Connect should return during one scenario execution cycle.

Get My Details

Provides a user's details.

List My Leave Request

List a user's leave request.

Limit	Set the maximum number of leave requests Ibexa Connect should return during one scenario execution cycle.

List My Colleagues

List a user's colleagues.

Limit	Set the maximum number of colleagues Ibexa Connect should return during one scenario execution cycle.

List My Schedule Shifts

List a user's schedule shifts.

Limit	Set the maximum number of shifts Ibexa Connect should return during one scenario execution cycle.

List My Timesheets

List a user's timesheets.

Limit	Set the maximum number of timesheets Ibexa Connect should return during one scenario execution cycle.

Get My Contact and Address

Provides a user's contact and address.

List My Notifications

List a user's notifications.

Limit	Set the maximum number of notifications Ibexa Connect should return during one scenario execution cycle.

List My News Feeds

Lists a user's news feeds.

Limit	Set the maximum number of feeds Ibexa Connect should return during one scenario execution cycle.

News Feed

Note

You do not have to add the webhooks in the Deputy as it is automatically done for you once you add and save an instant trigger module to your scenario.

Watch New Comments

Triggers when a comment has been added.

Webhook Name	Enter a name for the webhook.
Filter	Add filters for the webhook. For example, if you want to filter the comments for the timesheet if an employee starts a shift.

Watch News Feed Deletion

Triggers when an announcement has been deleted.

Webhook Name	Enter a name for the webhook.
Filter	Add filters for the webhook. For example, if you want to filter the comments for the timesheet if an employee starts a shift.

List Location's News Feeds

List news feeds for a specific location.

Location ID	Select the Location ID whose news feed details you want to retrieve.
Limit	Set the maximum number of locations Ibexa Connect should return during one scenario execution cycle.

Create a News Feed

Creates a news feed announcement.

Announcement Content	Enter the feed content.
Assign To	Select the option to feed the news to: Locations Users Both Locations and Users
Assigned Location IDs	Select the Location IDs to which you want to assign the feed.
Assigned User IDs	Select the User IDs to which you want to assign the feed.
Require Confirmation	Select whether a confirmation is required to add a news feed.
File IDs	Add the File IDs related to the feed.

Schedules

Note

You do not have to add the webhooks in the Deputy as it is automatically done for you once you add and save an instant trigger module to your scenario.

Watch New Schedules

Triggers when a new schedule has been added.

Webhook Name	Enter a name for the webhook.
Filter	Add filters for the webhook. For example, if you want to filter the comments for the timesheet if an employee starts a shift.

Watch Schedules Updates

Triggers when a schedule has been updated.

Webhook Name	Enter a name for the webhook.
Filter	Add filters for the webhook. For example, if you want to filter the comments for the timesheet if an employee starts a shift.

Watch Schedules Deletion

Triggers when a schedule has been deleted.

Webhook Name	Enter a name for the webhook.
Filter	Add filters for the webhook. For example, if you want to filter the comments for the timesheet if an employee starts a shift.

Get a Schedule

Provides details of a schedule.

Schedule ID	Select the Schedule ID whose details you want to retrieve.

List Schedule

Lists all schedules (-12 hours to 36 hours from the current date).

Limit	Set the maximum number of schedules Ibexa Connect should return during one scenario execution cycle.

Create a Schedule

Creates a new schedule/roster.

Start Time	Enter the date and time of the start of the schedule.
End Time	Enter the date and time of the end of the schedule.
Schedule Area ID	Select the Schedule Area ID.
Schedule Employee	Select the employee for whom you are creating the schedule.
Publish	Select whether you want to publish the schedule.
Mealbreak Length	Enter the meal break time in minutes. Must be less than the roster length.
Force OVerride	Select whether to override the present schedule.
Open	Select whether to keep the schedule status open.
Comment	Enter any note about the schedule you want to mention.
Confirm Status	Select the option with which you want to confirm the status of the schedule: Not Required Required Done Declined
Connect Status	Select the connect status of the schedule: Open Filled Deleted
Shift Template	Enter the template details you want to use for the schedule.

Publish a Schedule

Publishes a schedule.

Schedule ID	Select the Schedule ID you want to publish.
Mode	Enter the schedule is available in.
All Locations Mode	Select the checkbox if the schedule is available in all locations mode.

Update a Schedule

Updates a schedule.

Schedule ID	Select the Schedule ID whose details you want to update.
Start Time	Enter the date and time of the start of the schedule.
End Time	Enter the date and time of the end of the schedule.
Schedule Area ID	Select the Schedule Area ID.
Schedule Employee	Select the employee for whom you are creating the schedule.
Publish	Select whether you want to publish the schedule.
Mealbreak Length	Enter the meal break time in minutes. Must be less than the roster length.
Force OVerride	Select whether to override the present schedule.
Open	Select whether to keep the schedule status open.
Comment	Enter any note about the schedule you want to mention.
Confirm Status	Select the option with which you want to confirm the status of the schedule: Not Required Required Done Declined
Connect Status	Select the connect status of the schedule: Open Filled Deleted
Shift Template	Enter the template details you want to use for the schedule.

Delete a Schedule

Discards a schedule.

Schedule ID	Select the Schedule ID you want to delete.

Other

Make an API Call

Performs an arbitrary authorized API call.

URL	Enter a path relative to https://{{your.endpoint}}/api. For example: /v1/me For the list of available endpoints, refer to the Deputy API Documentation.
Method	Select the HTTP method you want to use: GET to retrieve information for an entry. POST to create a new entry. PUT to update/replace an existing entry. PATCH to make a partial entry update. DELETE to delete an entry.
Headers	Enter the desired request headers. You don't have to add authorization headers; we already did that for you.
Query String	Enter the request query string.
Body	Enter the body content for your API call.

Example of Use - List Employees

The following API call returns all the employees from your Deputy account:

URL:

/v1/supervise/employees

Method:

GET

Matches of the search can be found in the module's Output under Bundle > Body.

In our example, 3 employees were returned: