Reviewing and approving timesheets

Every shift is one row on Timesheets. You do not approve them one by one: a shift the employee ends normally is approved at once, by itself. Your work is the few rows that still need a decision.

What needs you#

• Shifts under review. Something could not be confirmed, for example the place or the time. They wait in the Pending Clock-out Verifications card at the top of the page and can only be approved there. See Review held shifts: the verification queue.
• Extra hours. Hours over the weekly contract can wait for their own decision. See Overtime and extra hours.
• Pending entries. A finished shift is pending when a manager added, edited or closed it at a location where that needs an admin, or when someone closed a running shift in the edit dialog and left its status on pending. These are the rows you approve on this page.

Read the page#

1. 1

   Choose the period

   Open Timesheets. Pick Daily, Weekly or Monthly and move with the arrows. Select the date to jump back to today.

   • Daily lists every shift, newest first.
   • Weekly groups the shifts by person. The people who need the most attention come first. Select a person to open their shifts.
   • Monthly is a grid with one line per person and one square per day. Select a name to open that person's month.
2. 2

   Narrow it down

   Use All Employees to pick one person, or My Timesheet for your own hours. The location switcher in the top bar limits the page to one location.

   The chips under the cards filter by person: Needs approval (someone has a shift that is pending or under review), Flagged and Overtime (over the weekly contract). Each chip shows how many people it holds. A chip with nobody behind it is hidden.

   

3. 3

   Read a row

   A row shows the location, the date, the clock-in and clock-out, each break, then Expected, Actual and Variance. Variance is actual minus expected: it compares the shift with the schedule and is not overtime.

   • The scheduled start and end sit under the clock times. A late start or an early leave is tinted.
   • Active in place of a clock-out means the shift is still running.
   • Overtime? with a tick and a cross under the actual hours means extra hours are waiting.
   • Clocked offline, Clocked offline · unconfirmed and Offline times mark a shift recorded without a connection. See Clock in without a signal.
   • Flags shows things like a late start or a missed break.
   • Actions shows the status once a shift is approved, rejected or under review. A pending row shows no status word there.

What each status means#

• Pending is not written on the row. With Active in place of a clock-out the shift is still running. With a clock-out and nothing in Actions but the pencil, the entry waits for an approval (admins also see the tick and the cross there).
• Pending Verification: under review, in the card at the top.
• Approved: the hours count.
• Rejected: a manager or admin decided the shift does not count. It stays on the record and leaves the week's overtime calculation.

Approve or reject a pending entry#

What cannot be approved here#

• A running shift. It has no clock-out yet, so it can be neither approved nor rejected. Enter the clock-out first: see Editing and adding timesheets.
• A shift under review. Approve or reject it from the review card.
• As a manager, an entry that needs an admin. Where Manager adds/edits require admin approval is on for the location, only an admin can approve an entry a manager added, edited or started. You can still reject it: a pending entry on the phone, a held shift in the review card.

Managers see the cost figures only when an admin has allowed it. They are worked out from tracked hours, for reference, and are not official pay.

An employee asks why their hours differ? See My hours or pay estimate look wrong.