Manitoba Vaccine Team


Scheduling


Deputy Overview

Deputy is a simple scheduling system that allows you to accept open shifts, start, end your shifts and record timesheets. Deputy can be accessed through web browsers, iPhones, Android phones and iPads, as well as being fully accessible on the web.

If you have provided your email to your employer, you should receive a link to join Deputy. When you click the link in this email, you will be brought to a page where you can either create a new Deputy account, or log in with an existing account.

iOS App (iPhone, iPad)

Deputy has an iOS app that can be downloaded from the App Store. You can find it at https://itunes.apple.com/au/app/deputy/id477070330?mt=8 or simply search ‘Deputy’ in the App Store. 

Android App

Deputy also can be used on Android phone or tablets. This app allows you to start/end your shifts and breaks. You can download it here. 


Questions and Answers


Q. Why do I get so many emails from Deputy?

A. Once you've accepted the Deputy invitation, and created a profile you will receive emails about open/swap/replace shifts that are available in the locations on your profile. This also includes the news feed posts, which are sent out to active profiles.


Q. What features are available in Deputy?

A. You can update your availability or unavailability, view upcoming shifts (confirmed), Available shifts (Open), and your time sheets. You can also edit your profile details (photo, email, mobile number, Emergency contact. 

The News Feed is a central communications hub accessible to everyone and can be used for announcements, updates on open shifts in different locations or special communications to employees. Updates in the news feed will be sent to your emails in Deputy when necessary. 

The "Tasks" tab allows you to set tasks for yourself or view assigned tasks. 

You can also view and share any relevant shifts you have been scheduled for. Can't work a scheduled shift? Tap “can't work” or offer up your shift (if applicable). 


Q. How do I update my availability?

A. On the Mobile App:

  • Go to the “Me” tab. 
  • Tap on ‘Unavailability’. If you have no unavailability saved, the empty unavailability screen is displayed. If you have unavailability set for future dates, you will see a list of dates and durations for each unavailability entered. 
  • On either of these screens you can tap “+” to add new unavailability. 
  • You can now select dates and repeat options, such as “every Monday” or “every Friday”. Note that only casual employees are expected to fill the “unavailability days”. 

On the website:

  • Select your name in the top right of the page and choose “My Profile” from the list. A panel will slide out from the left of the screen 
  • Find unavailability and click “Add New”. Another panel will slide from the left with the unavailability options. 
  • Click on the “Add” button to create a new unavailability entry. 
  • You can now select dates and repeat options, such as “every Monday” or “every Friday”. Note that only casual employees are expected to fill the “unavailability days”. 
  • You can choose from the following options to create unavailability for the time period and frequency that suits your schedule: a single day, a time range on a single day, a date range, recurring every week, two weeks, four weeks, monthly on a day of the week, or monthly on a date. 
  • When you have finished selecting options click “Add” in the top right of the panel. Your new unavailability will be saved and you will see a list of all your availabilities by date.

Q. How do I reset/recover my password in Deputy?

A. Recovering from the website:

On the Mobile App: 

To recover your password on the app, go to "Forgot your password?" beneath the login options. Please click it, which will take you to your web browser. You will then be prompted to enter your email address that is registered in Deputy and will then be sent an email with a link to reset your password. Please click the link, then enter your new password in the field shown. 

On the website: 

To recover your password, go to “Your Profile”. From there, you will be prompted to log in. Above the field in which you would usually enter your password, you will see "Forgot password". Please click it. Next, you will be prompted to enter your email address. After you've entered your email, click "Let's Do This", which will send you an email containing a link to reset your password. 

Please be advised that you should use the email address registered in Deputy, otherwise you will not receive the link to a new password. 

Please click the link in the email, which will take you to the reset password screen. From there, please enter a new password in the field shown. 


Q. How do I cancel a shift in Deputy?

A.  To cancel a shift, email VITFSchedulingTeam@sharedhealthmb.ca or call 1-877-360-0866.


Q. How long does it take to a get a response from the VITF Scheduling Team email VITFSchedulingTeam@sharedhealthmb.ca?

A. We have dedicated team members that respond to emails daily. Depending on the time we receive your email, you can get an instant response or a resolution to your email within 12 business hours. 


Q. Is there another way to reach the scheduling team?

A. At this time, email is the best way to contact the scheduling team: VITFSchedulingTeam@sharedhealthmb.ca. If you need to call in sick, you can reach us at 1-877-360-0866.   


Q. Why don't I see any available shifts in Deputy?

A.To see available shifts, you must be assigned to the same position and location as the scheduled shift. Open shifts are based on first-come, first-serve basis. You will be alerted when an open shift appears on the schedule, which allows you to claim the shift. 

In instances where you are not assigned an open shift but interested in working that shift, kindly email the Scheduling team at VITFSchedulingTeam@sharedhealthmb.ca. Please note that this is not a guarantee for getting scheduled for the shift, as only available slots will be granted. 


Q. How do I update my locations available in Deputy?

A. You do not have access to update locations in Deputy as this is reserved for the location managers and system administrators. If you want other locations added to your profile, please send your request to VITFSchedulingTeam@sharedhealthmb.ca and our system administrators will add the locations to your profile. 


Q. How can I see how many shifts I have worked in Deputy?

To view how many shifts worked, you can access timesheet history by navigating to your timesheets module, from there you will be able to view the appropriate changes made to: 

  • Start time 
  • End time 
  • Total meal break 

On iOS/ Android devices 

Timesheet history can be found by navigating to the “Me” tab and tapping on “My Timesheets” (Android) or “Timesheets” (iOS). Once you tap on it you will be able to access the history by simply tapping “View History”. 

On the website 

Timesheets can be viewed by clicking on your name in the top right-hand corner, clicking on “Profile” and clicking the “View all” button under the recent timesheets section. 

From there, similar to our mobile application, if the timesheet is approved, you will be able to click on the “History” button.


Q. Who do I contact ifI am having trouble logging into Deputy? 

A. If there are any problems with deputy log in, check if your password and username are entered correctly. You can email the scheduling team to ask for help. If you don't remember your personal data, use button "Forgot Password" and reset your password.


Q. Who do I contact if I haven't received an email inviting me to Deputy?

A. Once you are entered into Deputy, you will receive an email inviting you to create your profile in Deputy. The invitation to Deputy is sent to the email you provided in your pre-employment profile. So, it is advised you provide an email address that you can always access. 

If you did not receive the invitation to the registered email address, please contact the scheduling team and the invitation will be resent. 


Q. How will I get scheduled for a pop-up clinic?

A. You can only be scheduled to work in clinics/sites that are added to your profile. Contact the scheduling team to request a pop-up clinic to be added to your profile. You will be able to view open shifts available in the clinic once added to your profile.