Portal Timesheets & Approvals
How portal users view timesheets, approve entries by week, and raise disputes with notes.
Viewing Timesheets in the Portal
What your clients see when they check their workers' hours.
When a portal user logs in, one of the first things they can do is view the timesheets for their workers. The portal shows a clean, easy-to-read list of every clock-in and clock-out, organised by date and worker.
| Worker | Date | Clock In | Clock Out | Hours | Status |
|---|---|---|---|---|---|
| Sarah Johnson | Mon 10 Mar | 08:02 | 17:05 | 9.05 | Pending |
| James Peters | Mon 10 Mar | 07:58 | 17:01 | 9.05 | Pending |
| Sarah Johnson | Tue 11 Mar | 08:00 | 17:03 | 9.05 | Approved |
For each timesheet entry, portal users can see:
Who clocked in
When the shift took place
The exact times the worker clocked in and out
Automatically calculated from the clock-in and clock-out times
Whether the entry is Pending, Approved, or Disputed
Portal users only see timesheet data for workers at their assigned locations. They will never see workers from other clients or locations they are not connected to.
Filtering & Searching
Narrow down the timesheet view to exactly what is needed.
The portal timesheet page has filters that make it easy to find specific data. Portal users can filter by:
Filters can be combined. For example, a client might want to see "all pending entries for Sarah Johnson at the Birmingham warehouse this week."
Encourage your clients to review timesheets weekly. This keeps approvals up to date and helps catch any issues early, before they become bigger problems at invoicing time.
Approving Timesheet Entries
How clients confirm that hours are correct.
Portal users can approve timesheet entries to confirm that the hours are correct. Approving is a way for the client to sign off on the time worked before invoicing. TempClock supports both individual and bulk approval.
Approving individual entries
Find the entry to approve
On the Timesheets page, locate the entry with a Pending status.
Click the approve button
Click the Approve button (or tick icon) next to the entry. The status changes to "Approved" immediately.
Bulk approving by week
Select the week
Use the date filter to choose the week you want to approve (for example, "Week of 10 March").
Click "Approve All"
At the top of the timesheet list, click the Approve All Pending button. This approves every pending entry in the current view at once.
Confirm
A confirmation dialog will appear showing how many entries you are about to approve. Click Confirm to proceed.
Once an entry is approved, it is locked. This means neither the client nor the agency can change the hours. If a mistake is found after approval, the entry needs to be disputed first.
Disputing Timesheet Entries
How clients raise issues with specific entries.
If a portal user spots something wrong with a timesheet entry, they can dispute it. Disputing an entry flags it for the agency to review and lets the client add a note explaining the issue.
Find the entry to dispute
On the Timesheets page, locate the entry that needs questioning.
Click "Dispute"
Click the Dispute button next to the entry. A dialog will open asking for details.
Add a note
Type a note explaining what is wrong. For example, "Worker left at 3pm, not 5pm" or "Worker was not on-site on this date". Be as specific as possible so the agency can investigate.
Submit the dispute
Click Submit. The entry's status changes to "Disputed" and the agency is notified.
Disputes are designed to be constructive. They give clients a clear way to flag problems instead of calling or emailing, and they create an audit trail that both sides can refer to.
Understanding Approval Statuses
The three states a timesheet entry can be in.
Every timesheet entry in the portal has one of three statuses:
The entry has been created but not yet reviewed by the client. This is the default state for all new entries.
The client has confirmed the hours are correct. Approved entries are locked and cannot be changed.
The client has flagged a problem with this entry. The agency needs to investigate and resolve the dispute.
Viewing Approvals in the Manage Portal
How agency managers see what clients have approved or disputed.
When a client approves or disputes a timesheet entry in the portal, the status change is immediately visible in your manage portal too. This keeps both sides in sync.
Make it a habit to check for disputed entries each morning. The sooner you resolve disputes, the smoother your client relationships will be. Most disputes are simple misunderstandings that can be resolved with a quick conversation.
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