At a glance
| Unit to report | Timesheets. One per person per shift worked. Rostered shifts are counted with them if you have the number. |
| Where the count lives | Timesheets tab on the Deputy website, with the location set to all and the date selector set to a custom range. Export Timesheets over the same range gives an exact row count. |
| Typical years retained | Timesheets stay on the account while it is active. The earliest timesheet in a wide custom range is your start year. |
| What usually makes it valuable | Rostered versus actual, shift by shift: late starts, missed breaks, overtime, swaps, unavailability, and the approval decisions a manager made on each one. |
| What stays private | Employee names, contact details, pay rates and bank details. Location addresses. Anything in the News Feed that identifies a person. |
Paths checked against the Deputy help centre: Exporting timesheets from Deputy, Selecting date ranges in Timesheets and How to export or download your data. Deputy is rolling out a new timesheet experience, so check in your version.
Where the count lives
Nothing needs exporting to get a usable number.
- Sign in on the Deputy website (not the app) as a System Administrator, or a Location Manager for the locations you need.
- Open the Timesheets tab and choose Approve Timesheets.
- Set the location filter to all locations. Open the date selector, click Select Date Range, and set a start date in the year you joined Deputy and an end date of today.
- The list shows every timesheet in the range. Read the count if your version shows one; otherwise choose a single financial year, note the count, and multiply by the years you have been on Deputy.
- Sort or scroll to the earliest entry. Its date is the start year for the intake.
For an exact figure over the whole history, use the Export Timesheets route in the last section: the CSV it produces has one row per timesheet. It only includes approved timesheets, which for most businesses is nearly all of them.
What to put in the intake
| Field | What to enter | Example |
|---|---|---|
| Volume | Timesheets across all locations, rounded. Add the number of locations if you have several. | About 120,000 timesheets, 4 locations |
| Years covered | Start year to now, and any gap or change of platform. | 2018 to now, continuous |
| Estimate | Tick it if you multiplied one year out. | Ticked |
Estimates are fine. Thirty staff working five shifts a week for six years is about 47,000 timesheets; that arithmetic is good enough for the screen.
Why buyers value it
Deputy records the plan and the reality side by side. Every shift has a rostered start and an actual clock-on, a rostered break and the one that was taken, a rostered finish and the time the person left, with the manager's approval or adjustment at the end. Across years and locations that is a dense, labelled record of how a workforce behaves and how a business manages it: when swaps are approved, how unavailability is handled, where overtime creeps in, how a public holiday is staffed. Leave requests and their outcomes add the decision layer. The News Feed, where used, holds the operational messages that went with those decisions. Buyers building models of workforce operations have nothing like this from public sources.
What stays private
- Employee names, phone numbers, emails, addresses, dates of birth and bank details are irreversibly removed before any buyer sees anything, with each removal written to the audit ledger. People become stable role labels, so patterns survive and identities do not.
- Pay rates and award details are excluded at extraction; hours and shift structure stay, money attached to a person does not.
- Location names and addresses are generalised so a site cannot be placed on a map, and News Feed posts are de-identified the same way as chat.
- Buyers receive a prepared, de-identified copy under licence, never a login to Deputy and never the raw export. The Trust and Security pages cover the full process.
If you want to export the full history
Only after an offer is accepted. Until then the intake runs on the counts you type in. In most engagements we connect read-only with your signature and you export nothing. These are Deputy's documented routes if you would rather hand over files.
- Timesheets. Open Timesheets, choose Export Timesheets, set the location and date range, select the timesheets and click Export Selected Items. From the format list choose CSV/EXCEL - All fields, click Export, then Download. Deputy exports approved timesheets only.
- Everything else. Deputy's Data Exporter pulls stored data as CSV. You need System Administrator access. Go to the exporter site Deputy links from its help article, click Connect with Deputy, sign in, pick the organisation and click Authorize.
- Select the data source, date period, employees and locations, and whether to include version history. Click Start Export. Deputy emails a link when the CSV is ready.
- Run one data source at a time (timesheets, rosters, leave, employees) and keep the files together. Check in your version: the exporter's data sources change.
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