Deputy is a staff scheduling system that integrates with Tenzo letting customers see and analyse their planned and actual labour costs and labour hours centrally alongside sales, inventory, and other crucial business insights.
We are also able to push sales forecasts into Deputy from Tenzo if you are using the Tenzo Planning Module using our mutual Zapier integration. Check out this article for more information.
Setting up the integration
Your Tenzo Customer Success Manager (CSM) will project manage the set-up of your Deputy data in Tenzo. To kick this off you'll be asked to create an admin-level login for Tenzo to your Deputy portal. We'll then set up an OAuth connection which lets Tenzo's platform access your Deputy account via a 'secure delegated access' using access tokens.
Your CSM will complete a review of your data in Tenzo when this has been set-up to confirm that it's flowing through correctly.
What Deputy data can I see in Tenzo?
Within Tenzo you're able to pick a date range and look at actual and planned (scheduled) costs and labour hours broken down by:
- House Parts (known as Areas in Deputy)
- Hour of the day
Please note you will never be able to see employee names and their individual salary details in Tenzo.
How does the Tenzo data match what is in Deputy?
Your actual labour data matches the Timesheet Wages AND Salary costs in the 'Schedule vs Timesheet vs Sales' Report accessible via the Reports Dashboard. Please note that you'll need to approve timesheets in Deputy to see the actual costs in Tenzo! If timesheets haven't been approved then no actual costs will show in Tenzo. Check out this Deputy article for more information
Your scheduled labour cost and hours in Tenzo also matches the data in the 'Schedule vs Timesheet vs Sales' report for future weeks.
As part of your Tenzo onboarding process, your Tenzo CSM will perform a Quality Audit of your labour data in Tenzo to confirm that this matches the information from Deputy.
How regularly does the data from Deputy get pulled into Tenzo?
Your Tenzo account will be set-up to pull data in from Deputy a minimum of twice per day. We recommend this happens:
- Once at the close of your business day at a time when timesheets for that day should have already been approved off e.g. 3 or 4 am; and
- Once late morning / early afternoon the following day to account for any late approvals.
Please chat to your CSM if you'd like to set up specific times for your Deputy <> Tenzo data sync.
How are labour overheads managed?
In Tenzo you can toggle on and off to see your labour costs with or without labour overheads (payroll tax, holiday accrual, pensions or any other costs you pay in addition to your employees salary cost). We pull in the schedule cost from Deputy this may include labour overheads if you have set these up as 'On-costs' for a location in Deptuy.
You can set up On-Costs in Deputy for each location. Check out this article in their Help Centre here to see how to do this. Your Tenzo CSM will review the On-Costs you have set up to ensure that Tenzo matches Deputy if you have set these up.
If you haven't set these up in Deputy but would like the ability to add these in Tenzo so you can see your fully loaded cost then please share with your CSM the percentages for each category of overhead you'd like to be included so they can set these up for you.
How are cost allocations managed for...
1) Salaried workers
Deputy allows you to choose how you allocate salaried workers costs - check out this Help Centre article to find out more about how to do this. In Tenzo we allocate salaried workers costs evenly across the year so even on days an employee doesn't work there will still be an associated labour cost for that person. Tenzo may therefore show different costs for salaried workers than Deputy.
Overtime pay is included in the Timesheet Wages and Salary cost from Deputy. Tenzo does not receive the exact time that the overtime was worked and so the cost for overtime is spread evenly over all hours worked by the employee that day.
Break length and whether these are paid or unpaid is included in shift data that Tenzo receives from Deputy. Please note we do not get break times.
4) Borrowing employees from other locations
Deputy supports scheduling employees who work in one location to work in another location also known as 'borrowing an employee' read this article for more information on how this works. Deputy timesheets show the total hours and costs that an employee worked in the location(s) they worked in. In Tenzo we also allocate hours and cost to the place the shift was worked so we will match what is shown in Deputy.
Trouble-shooting your Deputy data in Tenzo
I you notice your Deputy Actual Labour Costs are different to Tenzo then please check your cost allocation for points 1 -4 above. If this doesn't answer your question then please email email@example.com
What labour insights can I see in Tenzo?
To find out more about the different labour insights and how best to monitor your labour costs using Tenzo check out our best practice guide.
If you've got any further questions please contact firstname.lastname@example.org or have a look at the Deputy Help Centre.