Deputy is a cloud-based workforce management platform designed to simplify employee scheduling, time tracking, task assignments, and labor compliance. It is widely used across industries to manage both small and large teams while ensuring operational efficiency. Deputy’s intuitive interface and features such as shift planning, automated notifications, and employee self-service help businesses save time and improve employee engagement. By integrating Deputy with Frends iPaaS, organizations can automate workflows across HR systems, payroll platforms, and communication tools, ensuring seamless data synchronization and improved workflow efficiency.

Business use cases

Integration with payroll systems

Deputy tracks employee working hours and attendance, which are vital for payroll processing. Frends can integrate Deputy with payroll systems like ADP, QuickBooks, Xero, or SAP for seamless data transfer. For example, Frends can automate the workflow to export approved timesheets from Deputy and upload them directly into the organization’s payroll system, ensuring accurate and timely salary disbursement while reducing manual errors.

Automated shift scheduling notifications

Deputy enables easy shift scheduling, but notifying employees manually can be time-consuming. Frends can automate shift notification workflows by integrating Deputy with communication tools such as Slack, Microsoft Teams, SMS gateways, or email systems. For instance, Frends can send personalized notifications to employees whenever new shifts are assigned or updated within Deputy, ensuring that employees are always aware of their schedules.

Employee onboarding and data synchronization

Onboarding new employees involves entering their data into multiple systems. Frends can automate this process by integrating Deputy with HR platforms like BambooHR, Workday, or SAP SuccessFactors. When a new employee is added to the HR system, Frends can trigger workflows to sync the employee’s details with Deputy, assigning them default roles, schedules, and locations automatically.

Real-time attendance tracking

Deputy supports time and attendance logging, and Frends can enhance real-time tracking by extracting attendance data and integrating it with other systems. For example, Frends can send attendance data from Deputy to ERP systems, dashboards, or compliance reporting tools. Similarly, workflows can issue alerts when irregular patterns are detected, such as late arrivals or missed shifts.

Labor compliance management

Businesses that operate in regulated environments must adhere to labor laws and compliance requirements. Deputy tracks employee working hours to prevent overtime violations, and Frends can extend this functionality by generating automated compliance reports. For instance, Frends can periodically extract attendance and break data from Deputy and transform it into compliance-friendly formats for submission to regulatory bodies.

Integration with task management systems

Deputy’s task assignment feature can be integrated with external task management platforms like Trello, Asana, or Jira using Frends. For example, when a supervisor assigns tasks to employees in Deputy, Frends can synchronize the task data with a project management platform, aligning broader operational workflows across teams and systems.

Employee shift bidding and approval workflows

Deputy’s shift-bidding feature allows employees to request shifts based on their availability. Frends can automate the approval process by integrating Deputy with approver workflows. For example, when an employee places a shift request in Deputy, Frends can trigger workflows to notify the manager, capture their approval decision, and update Deputy with the status while notifying the employee of the outcome.

Performance and labor analytics

Deputy collects workforce data, which businesses can analyze for strategic planning. Frends can automate the sharing of this data with business intelligence platforms like Power BI or Tableau. For instance, Frends workflows can extract labor costs, productivity metrics, or shift data from Deputy and generate custom analytics dashboards to help managers optimize staffing decisions.

Integration with e-commerce and POS systems

For businesses like retail or hospitality, integrating Deputy with point-of-sale (POS) systems or e-commerce platforms can streamline operations. Frends can facilitate the transfer of sales data between POS systems and Deputy, assigning appropriate shifts or tracking staff productivity based on peak hours automatically.

Multi-location workforce coordination

Organizations managing staff across multiple locations often need to ensure coordinated scheduling. Frends can automate workflows that sync data between Deputy and systems like Google Calendar or internal rostering software. For example, Frends can align multi-location schedules, ensuring accurate shift planning and visibility for regional or national managers.

Incident management and reporting

Frends can integrate Deputy with incident management systems to automate reporting of workplace incidents. For instance, when an incident is logged in Deputy, Frends workflows can automatically generate and send a detailed report to the organization’s safety teams or compliance officers, ensuring swift action and documentation.

Integration with training platforms

For businesses that require specific skills for shifts, training data plays a critical role. Frends can integrate Deputy with training platforms like LMS systems to ensure only trained employees are scheduled. For example, Frends workflows can validate employee training certifications from an LMS before assigning them specialized shifts, ensuring compliance and safety.

Flexible shift-based payroll adjustments

Some businesses operate on complex payroll structures based on shifts. Frends can automate workflows to calculate shift-specific allowances, such as night-shift premiums or overtime, by integrating Deputy with payroll systems. For example, Frends can extract shift records from Deputy, calculate payroll adjustments, and update the payroll system accordingly.

Archiving and compliance reporting

Data retention is an essential requirement for many organizations. Frends can facilitate the periodic archiving of Deputy data, such as shift records, employee details, and attendance data, into secure, long-term storage solutions like AWS S3 or Azure Blob Storage for audit-readiness. Automation ensures that compliance data is always accessible and preserved efficiently.