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Deputy

Streamline Staff Scheduling with the Xola + Deputy Integration

Deputy is a powerful workforce management platform designed to simplify and streamline your team’s day-to-day operations. Whether you’re creating guide schedules, swapping shifts, assigning tasks, or keeping staff informed, Deputy makes it all easy, intuitive, and efficient.

When connected with Xola, this integration takes your operations to the next level by automatically syncing real-time reservations from Xola directly into your Deputy dashboard. This gives you a centralized view of both your staffing needs and guest demand, allowing you to make smarter, data-driven scheduling decisions. With up-to-date information at your fingertips, you can optimize shift coverage, reduce overstaffing, and ensure your team is always prepared and in position to deliver exceptional guest experiences.

 

User Access: Admin roles have access to set up Deputy in Xola.

To grant access to users, click here. 

What's covered in this article:

How to Get Started

  • Ensure You Have a Deputy Account
    • If you don't have a Deputy account, you can sign up at www.deputy.com.
  • Connect Deputy in Xola
    • In your Xola account:
      • Go to the App Store Tab, find Deputy, and click Install.
      • Authorize the Integration by clicking on Authorize.
      • In the separate window, enter your Deputy primary username and password to authorize the connection.

How it Works

Once integrated, all new reservations made in Xola will appear within your Deputy account as Open/Empty Shifts. From there, you can:

  • Assign guides to these open shifts.

  • Allow guides to assign themselves to shifts.

  • Manage schedules, swap shifts, and assign tasks directly from the Deputy dashboard. 

This integration ensures that your scheduling reflects real-time events, streamlining operations and enhancing staff coordination.

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Tips for Success

  • Train Your Team: Ensure that your staff is familiar with both Xola and Deputy platforms to maximize the benefits of the integration.

  • Monitor Schedules Regularly: Regularly check the Deputy dashboard to manage and adjust schedules as needed, ensuring optimal staff allocation.

  • Use Notifications Wisely: Leverage Deputy’s notification settings to automatically alert guides about new shifts or schedule changes as soon as they're assigned.

  • Set Up Shift Templates: Use templates in Deputy for recurring shift types (e.g., tour start times, cleaning breaks) to speed up scheduling and reduce errors.

  • Leverage Auto-Scheduling: Take advantage of Deputy’s auto-scheduling feature to quickly fill open shifts based on staff availability, qualifications, or preferences.

  • Encourage Self-Assignment: Empower guides to self-assign shifts through Deputy, giving them more control over their schedule and reducing manual workload for managers.