Timesheets

Approving Timesheets

Approve shifts on the agency timesheets, see each shift's client status and flags, and understand what approval does and does not lock.

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Before You Start Two Approvals Approving What Is Skipped After Approval Reverting to Pending

Before You Start

Who can approve.

Before you start

  • The approve permission: Super admin, Admin, the Coordinator preset, or a client dashboard Manager or Admin
  • Shifts that are closed (clocked out)

Two Approvals

Yours, and optionally the client's.

Every shift has our approval (the agency's) and, where the client uses the portal, a client approval. The timesheets page filters on both, and shows the client's status on each shift: approved, rejected with the reason, queried, or a change requested. It also shows flags that deserve a look before approving, such as an edit after clocking, a clock outside the site boundary, a low face match, a PIN clock for review or a clock sent later from an offline kiosk.

See Client Approvals and Amendments to make the client's approval a payroll requirement.

Approving

Tick and approve.

Open Timesheets

Go to Time & Pay > Timesheets. Filter by From, To, Client, Worker, Location, Our approval, Client approval or Needs attention, and click Filter.

Tick the shifts

Tick the shifts to approve. A bar at the bottom shows how many are selected, their hours and value.

Approve

Click Approve (or press a). A summary tells you how many were approved and how many were skipped, and why.

Tip

To approve everything that is ready for a whole pay week in one go, use step 2 of Close week.

What Is Skipped

The server decides.

Shifts still clocked in (fix the missing clock-out first)
Shifts rejected by the client
Shifts with an open query
Shifts waiting on a client change request
Shifts in a locked payroll period

After Approval

What approval does.

Approved shifts are the only ones that go into the Sage payroll file and, by default, the charge schedule.
Approval does not freeze a shift on its own. A correction to an approved shift needs a reason, keeps the original times and sets the shift back to pending, so it is approved again.
A shift is frozen when its pay week is locked on Close week. Only a super admin can unlock a week, with a reason.
Every approval is written to the audit log.

Reverting to Pending

When an approval was wrong.

Open the shift (Fix entry or the edit link), and in Revert approval to pending choose a reason, say why it needs re-approval, and click Revert to pending. The revert is audited with the previous approver. It is not available for a shift in a locked period.

Previous Manual Clock In & Out Next Client Approvals and Amendments
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