Move from Deputy

We have an importer for Deputy. It is not a button in the app and it is not self-service: we run it for your restaurant as part of setting you up. There is a longer piece on the decision itself, including what Deputy does that Yes Chef does not, on our blog: Switching from Deputy to Yes Chef.

What comes across

• The location. Named as your company is in Deputy, unless you ask for another name.
• Its areas. Each of the areas you schedule into in Deputy becomes an area in Yes Chef, by the same name.
• People. Name, email, mobile number, date of birth, start date, whether they are still active, and a leaver’s last day. Each person is put in the areas they have worked. Their level follows Deputy’s: employee, supervisor or manager. Someone who already has a Yes Chef account with the same email is not changed: they are added to the new location and nothing else of theirs is touched.
• Published shifts. The rota you have already published, in the right areas, with any note on the shift.
• Timesheets. The hours people worked, approved ones as approved and the rest as waiting for approval.
• Leave. Approved leave, and requests still waiting whose dates have not passed. Approved holiday is counted against the person’s holiday balance.

So your team, the rota already out, the hours people have worked and the leave on record are there when you start, rather than a blank week.

What does not

• Availability is not brought across. If your staff have set the days they can and cannot work in Deputy, that needs setting again. See Say when you can work.
• Unpublished shifts. Only shifts published in Deputy come across, and open shifts with nobody on them do not.
• Some timesheets and leave. Left behind: timesheets that were discarded or are still in progress, leave that was declined or cancelled, and leave requests nobody answered whose dates have passed.
• Pay rates as such. Deputy’s pay rates are not read. Where a person’s timesheets or shifts carry a cost, an hourly rate is worked out from it. Check every rate before relying on wages or labour %.
• Anything not in the list above. Assume it does not move, and ask us before you decide.

What we need from you

• Your Deputy data. The import works from an export of your Deputy account: its employees and their contact details, areas, rota, timesheets and leave. We will tell you how we take it when we speak. It holds personal data about your staff, so it is your decision as their employer to hand it over.
• The name you want the location to have.
• Who should be an Admin. The import never makes anyone an Admin. Someone who is a System Administrator in Deputy arrives as an Employee unless they already have a Yes Chef account, and we set levels with you afterwards.
• A date. Check your Deputy agreement for its billing period before you plan one.

How we run it

First a dry run, which writes nothing and tells us what would come across and what would be left behind, with a reason for each thing left. We go through that with you. Then we run it for real. Running it again later changes nothing that is already there, so it is safe to repeat after a correction in Deputy.

What to check afterwards

• The staff list. Everyone is there, leavers are marked as not active, and each person is at the right level. See Find people on the staff list and Change someone’s level.
• Emails. Anyone with no email in Deputy, or sharing one with someone else, is given a stand-in address and cannot be invited until you put their real one in. We give you the list. See Edit someone’s details.
• Areas. People are in the areas they have worked. Someone with no shifts on record is put in every area: trim that down.
• Pay rates. Check each one. See Set someone’s pay.
• The rota. Open this week and next and compare them with Deputy. See How the rota works.
• Timesheets waiting. Timesheets that were not approved in Deputy are waiting for approval here. See Approve timesheets.
• Holiday. Check a few people’s balances against Deputy, and set the holiday rules for the location. See See everyone’s holiday balances.

Then invite your team

When the list is right, invite people from the staff list. Each person opens the invitation email, and the record that was imported for them, with its shifts, hours and leave, becomes theirs. See Invite someone and Sign in for the first time.

Staff need an iPhone or a web browser. There is no Android app. Ask everyone to set their availability again once they are in.

How to start

Write to omar@1273.co.uk with how many sites and people you have and which till you use. If your till is not SumUp POS Pro, say so first: see Other tills and past sales.