Deputy is the ultimate workforce management tool, connecting businesses and employees seamlessly through technology, by simplifying rostering, providing accurate timesheet tracking, engaging team communication and effective task-management. Deputy also includes award interpretation that connects seamlessly with your payroll software.
intelliHR has built a custom integration layer that is available for users of Deputy & intelliHR to utilise. The integration takes new hires in intelliHR and creates a new employee in Deputy.
This article covers:
- What will the integration do?
- What is the typical flow of events?
- What fields can be mapped from intelliHR to Deputy?
- How do I get started?
- Video Demonstration
What will the integration do?
✅ When a new job (new hire) is created in intelliHR, a new employee is automatically created in Deputy. (Optionally an award can be set).
✅ An invitation can be initiated to the Deputy employee for self-service and access to their Deputy profile.
✅ When a person is updated in intelliHR, the associated user will be updated in Deputy accordingly. (Limited fields apply).
✅ When a job is updated in intelliHR, the associated employee will be updated in Deputy accordingly. (Optionally an award can be updated accordingly).
✅ When an employee's job ends in intelliHR, the associated employee is terminated in Deputy.
Common Considerations
- No updates in the Deputy platform to employee records will sync back to intelliHR.
- Due to the way Deputy authenticates, you may need to ensure the logins/admins have access to all relevant companies on the Deputy platform.
Flow of Events
1. A new employee is hired by the business and as such an a new person and job is added to the intelliHR platform with all of their appropriate personal and job details. (Either manually added or facilitated by an integration from the businesses ATS platform to intelliHR).
2. Upon creating the new job, the integration catches the employee details associated with the new employee and sends specific fields/data across to the connected Deputy system. (See the Data Mapping section below for an idea as to which fields are passed through).
3. When Deputy receives the data, it proceeds to automatically create a new user profile for the employee, plotting the data received by intelliHR into their profile.
4. Deputy will then take the opportunity to automatically engage with the new user that's been added by automating an email invitation for the new user to complete their Deputy onboarding.
5. At this point, the initial integration data flow has run its course. However, Deputy will continue to listen for updates to the employee's personal information in intelliHR and push these updates through accordingly to Deputy.
Data Mapping
Below is a list of fields that can be pushed from intelliHR to Deputy via the integration template that's available. The integration is not limited to these fields, however this is all that's included in the most basic version of the integration that can be provided.
intelliHR Field | Deputy Field |
Business Entity | Company ID |
Employee Number | Payroll ID |
First Name | First Name |
Last Name | Last Name |
Date of Birth | Date of Birth |
Company Start Date | Start Date |
Gender | Gender |
Date of Birth | DOB |
Primary Email Address | |
Street Suburb State Postcode Country |
Street City State Postcode Country Code |
Primary Phone Number | Mobile Phone |
Emergency Contact Full Name | Emergency Address Contact Name |
Emergency Contact Phone Number | Emergency Address Contact Phone |
Location | Region |
Work Type | Contract: Employment Category |
Work Class | Contract: Employment Status |
Position Title | Contract: Name |
Base Hourly Rate | Weekly Rate, Saturday Rate, Sunday Rate |
Base Hourly Rate * 1.5 | Public Holiday Rate |
Base Annual Salary | Annual Salary |
Connection & Set-up Costs
Steps required to connect the integration and the costs associated are quoted on a case-by-case basis as this integration is facilitated by intelliHR on our custom integration layer.
intelliHR will provide a quote that factors in some of the following activities to ensure that the integration is sustainable for each client.
- Authentication Testing: Requires the client to retrieve an API key from within Deputy admin settings and confirmation of tenant region.
- Field Mapping: As per the section above; ensuring all fields are mapped correctly between intelliHR and Deputy.
- Pre-Deployment & Post-Deployment Consultations: This includes testing the integration with the client to identify use cases and field mapping requirements.
- Deployment: The end-to-end building of the complete integration/automation process.
- Housing & Maintenance: Which party will be hosting the integration (intelliHR vs. Client)? What effort will be required to troubleshoot and maintain the integration long-term?
Video Demonstration
To see an example of the integrations capabilities in realtime, check out the video below.