Approve timesheets
Check the week’s timesheets on the web or the iPhone, approve the ones that are waiting, and take an approval back.
On this page
There is one timesheet per shift worked: the clock-in, the breaks and the clock-out together. A timesheet with nothing unusual about it is approved by itself and shows Approved with “· auto”. The ones marked To approve were flagged for a reason, shown beside them.
What the flags mean
- In late, In early: clocked in more than 15 minutes after or before the shift’s start, with the minutes.
- Left early, Ran over: clocked out more than 15 minutes before or after the scheduled end.
- Not on rota: no shift on a published rota to match it to.
- Off site, with the distance, and Location off: see Clock in away from the site.
- Forgot to clock out: they were clocked out automatically. See Fix a forgotten clock-out.
- By a manager: a time was entered or corrected by a manager.
On the web
Go to Rota & team, then Timesheets
- Pick the location in the sidebar, and the week. If it says a number to approve in other weeks, press that bar to jump to the earliest one.
- Press the To approve filter to see only what is waiting. The list on the left narrows it to one person.
- Click a row to open the timesheet. On the left are the hours worked against the rota; on the right is what was recorded: the times under Clocked, how far from the site, the map under Where, the Photo if your site takes one, and the History.
- If a time is wrong, correct it first. Then press Approve, or Approve and next to go straight to the next one waiting. It says Approved.
You do not have to open each one. Each waiting row has its own Approve button; Approve all, with the count, approves everything waiting in the list as filtered; and ticking rows gives you Approve for the ones ticked.
On the phone
- Open Team and choose Timesheets. From Hub, the Clock-ins row marked “to approve” goes to the same place. An inbox item headed Clock-in to approve opens that timesheet directly.
- Step to the week with the arrows and choose To approve.
- Tap a timesheet to see what was worked, the rota, the clock times, the map and the photo. Press Approve. It says Timesheet approved.
- To approve everything waiting in the list, press Approve all, then Approve when it asks.
What happens next
The timesheet shows Approved, and under that heading who approved it and when. Only approved timesheets go into the payroll export. Approving does not lock anything: someone with the edit permission can still change the times, and the timesheet is then marked Edited.
Take an approval back
Press Un-approve: on the row or at the foot of the open timesheet on the web, or at the foot of the timesheet on the phone. On the web you can also tick several approved rows and un-approve them together. The timesheet goes back to To approve with its hours as they were, and nobody is told. If it had already gone out in an export it says Already exported, so you know payroll was sent something that no longer stands.
If it doesn’t work
- The page lists hours per person and has no Approve buttons
- The sidebar is set to all locations. Pick one location to approve its timesheets.
- You can see timesheets but there is no Approve button
- You have “See timesheets and clock-ins” but neither approving permission. An Admin can switch on “Approve clock-ins” or “Approve timesheets” for you.
- Approve is greyed out in the open timesheet
- You have changed a time or the break and not saved it. Press Save changes or Undo first.
- “Still on shift — nothing to approve yet”
- They have not clocked out. Wait, or set an end time to clock them out.
- “Discarded — restore it first”
- The timesheet was discarded. Open it and press Restore, then approve it.
- “That timesheet has changed. Look again.” or “No longer approved.”
- Someone else changed or un-approved it after your list was drawn. Look at it again as it now stands.
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