Deputy
Deputy is where your staff are rostered and clock on and off. Connect it to a venue and every shift recorded in Deputy arrives in Tip Sheet as it happens, so tips are shared against real hours — nothing to export, nothing to re-key. If you pay staff by ABA file, Deputy can bring across their bank details too.
At a glance
| What it's for | Timesheets — the hours tips are shared against |
| How you connect | Sign in to Deputy and approve Tip Sheet. Tip Sheet never sees your Deputy password |
| How often it updates | As it happens |
| You will need | A Deputy System Administrator login; the Manage 3rd party integrations permission on the venue in Tip Sheet; a decision on whether to bring across bank details; and a list of which Deputy locations and areas belong to this venue |
What comes across
- Shifts — date, start and finish, total hours, meal break and any other breaks, plus whether Deputy has the shift approved, discarded, on leave or disputed.
- Staff — name, email and mobile, created the first time one of their shifts comes across. They arrive as Incoming, in the Tip Sheet department whose name matches the Deputy area they worked in, if there is one.
- Locations and areas — so you can pick which of them feed this venue. Add, rename or delete an area in Deputy and Tip Sheet keeps up on its own.
- Bank details (optional) — account name, BSB and account number, for paying staff by ABA file. Only when banking is on, and only the first time a person comes across.
Deputy's permissions screen says onboarding covers personal details, tax, superannuation and banking. Tip Sheet reads bank details only. Tax file numbers, super and personal details are never asked for, stored or recorded, even though Deputy sends them alongside.
Before you start
Integrations are set up in the admin view, under a venue's Integrations tab.
- In Tip Sheet, you need the Manage 3rd party integrations permission for the venue. Without it you can see what the venue is connected to, but you cannot connect, manage or disconnect anything.
- A venue can have one timesheet system at a time. If another one is connected, Deputy is folded away under Show the other 6 timesheet systems and greyed out. Disconnect the current one first.
- In Deputy, use a System Administrator login. A smaller login cannot approve Tip Sheet for the whole Deputy account, and the connection will not finish.
- Decide about bank details first. Banking is off to begin with, and you are only asked once, on the way to Deputy. Turning it on later means connecting again.
Connecting it
1. Open the venue's Integrations tab
In the admin view, go to Venues, open the venue, and select the Integrations tab. Deputy is under Timesheets. See the overview for how the tab looks.
2. Select the Deputy tile
The tile reads Connects instantly. Selecting it opens the Connect Deputy box.
3. Decide whether to bring across bank details
The Connect Deputy box has one switch:
Allow Tip Sheet to access onboarding data and bank details
It starts off, which brings across shifts only (Optional. Leave off to sync timesheets only). Turn it on if you pay staff by ABA file: the box then shows a preview of the extra permission Deputy will ask about. Cancel closes the box without connecting anything.
4. Select Continue to Deputy
The next screen belongs to Deputy.
5. Sign in to Deputy and approve
Sign in as a System Administrator, then approve the request.
If you turned banking on, also turn New Hire Onboarding on here. Tip Sheet asks for exactly what you chose, so leaving this off after asking for banking makes Deputy refuse — see If banking was not granted.
6. Check Deputy reads Connected
Deputy sends you back, and Manage Integration opens so you can choose which locations feed the venue. Once you save, Deputy is one row under Timesheets, tagged Connected, with Banking sync on or Banking sync off underneath, a Manage button and a ⋮ menu.
The other six timesheet systems fold away under the row.
If banking was not granted
If you asked for bank details but New Hire Onboarding was not turned on at Deputy, a Banking permission not granted box offers three choices:
| Choice | What happens |
|---|---|
| Reconnect & allow banking | Back to the Connect Deputy box with banking already on, so you can try again and turn New Hire Onboarding on at Deputy. |
| Connect timesheets only | Connects without banking. Shifts come across as normal; the row reads Banking sync off. |
| Cancel | Nothing is connected. |
Choose what's included
Manage Integration, under Select locations to sync with this venue, lists your Deputy locations, with each location's areas underneath (open one with its arrow). Tick the locations, or the individual areas, whose shifts belong to this venue, then Save. Only what you tick comes across. Hide inactive is on to begin with; untick it to see locations Deputy has switched off.
Three locations ticked, so Tip Sheet warns that they merge into one venue.
- Tick at least one location, or saving shows You must select a location.
- Ticking more than one merges them. Tip Sheet warns that Multiple locations will merge timesheets into one venue.
- Closing the box with nothing ticked disconnects the integration and stops everything coming across. You are asked to confirm first.
Reopen it any time with Manage on the Deputy row. Cancel leaves things as they were.
Keeping it running
Shifts arrive as they happen. Create, edit or delete a shift in Deputy and Tip Sheet follows. So do areas: add, rename or delete one and Tip Sheet updates. A deleted area is marked inactive rather than removed, so older timesheets that used it still make sense. Renaming or deleting an area also sets tips recalculating for the venue.
Bringing in past shifts. Import past data, in the ⋮ menu, pulls in the last two pay periods. Tip Sheet asks Import time sheets for last two weeks (pay periods)?; choose Import, or Later to leave it. It runs in the background (watch the job message at the bottom left and in the notifications bell) rather than finishing while you wait. Use it after connecting a venue mid-period, or after ticking more locations.
Bank details come across once per person. With banking on, Tip Sheet asks Deputy for someone's bank details the first time that person comes into the venue, and never again. Details already in Tip Sheet that are verified or on file are never overwritten. To fetch banking for someone who came across earlier, use Import Banking Info on the staff list in the venue view — as a bulk action under Banking, or from one person's menu. It needs the Can manage onboarding permission.
Turning banking on later. If the row reads Banking sync off, open the ⋮ menu and choose Reconnect to enable banking import. It opens the Connect Deputy box with banking already on. Nothing is lost: your timesheets, staff and ticked locations stay as they are.
Staying connected. The connection keeps itself signed in, and only ever asks Deputy for the permissions this venue already gave — so a timesheets-only connection stays that way, and a banking one keeps its banking. If that access is removed at Deputy or lapses, shifts stop arriving with Integration token is expired or revoked, please reconnect Deputy Integration for your venue, Tip Sheet support is alerted, and you need to connect Deputy again.
Disconnecting. Disconnect, in the ⋮ menu, stops everything coming across and removes Tip Sheet's access at Deputy's end. Timesheets, staff and tips already imported stay in Tip Sheet — disconnecting ends the updates, it does not erase history. You are asked to confirm first (Are you sure? This will impact all automated imports, then Confirm).
If something looks wrong
| What you see | Why | What to do |
|---|---|---|
| Deputy is greyed out under Show the other 6 timesheet systems | Another timesheet system is connected | Disconnect the other system first |
| No tiles, Manage or ⋮, and a note about permission | You lack the Manage 3rd party integrations permission | Ask someone with the permission to connect it |
| Banking permission not granted after approving at Deputy | You asked for bank details but New Hire Onboarding was not turned on there | Choose Reconnect & allow banking and turn it on, or Connect timesheets only |
| The row reads Banking sync off | The connection was made without banking — including one made before bank details could be brought across at all | ⋮ → Reconnect to enable banking import |
| Connecting fails with a message about permissions | Your Deputy login cannot approve Tip Sheet for the whole account | Try again with a System Administrator login |
| Shifts from one location or area never arrive | It is not ticked in Manage Integration | Tick it under Manage, save, then Import past data for the last two pay periods |
| Shifts stopped, and you see Integration token is expired or revoked | Tip Sheet's access at Deputy was removed or has lapsed | Connect Deputy again on the Integrations tab |
| Staff came across without bank details | Bank details are only fetched the first time a person comes across, or they were not onboarded through Deputy | Check the row reads Banking sync on, then use Import Banking Info on the staff list |
| Neither Banking sync on nor Banking sync off shows | Bank detail import is not switched on for this Tip Sheet site | Nothing to fix at your end — contact Tip Sheet support if you need it |