Portal Timesheets & Approvals
How client portal users check, approve, reject, query or propose changes to the hours worked at their sites, on a computer or a phone.
Last checked against the product:
Overview
For your client's supervisors and approvers.
Before you start
- Client portal: an Approver to approve or reject. An Approver or Supervisor to query or propose new times. A Viewer can only look.
- At least one site ticked on your account. You only see shifts worked at the sites ticked for you.
Client portal: Timesheets. The page shows the shifts worked at your sites, with the hours, and the charge for Approvers. Pay rates are never shown. Every action is recorded with your name and the time. The agency is told straight away about rejections, queries and proposed changes.
Viewing Hours
Filter to the week and site you need.
The page opens on the last 7 days. Use From, To, Worker, Site and Approval to filter, then click Filter. The Approval filter has Pending approval, Approved, Rejected, Disputed and Amendment pending.
The summary shows Shifts, Billable hours, Workers and Pending approval. Approvers also see Charges. Export CSV downloads the list. On a phone the page shows one card per shift.
The Dashboard shows a yellow bar when entries from the last 35 days are waiting for your approval. Click Review to open them.
Approving
One shift, a selection, or everything pending.
One shift
Click Approve on the shift.
Several shifts
Tick the shifts and click Approve selected.
Everything pending in the view
Click the green Approve all button, which shows the number waiting (for example "Approve all 12 pending"). It changes to "Tap again to approve all 12". Click it again within 5 seconds to confirm.
If the agency needs your approval before payroll, shifts you have not approved are not paid until you approve them. Approve before the pay-week cut-off your agency gives you.
Rejecting
When a shift should not be charged.
Click Reject, or tick shifts and click Reject selected. Give a reason; it is required. The shift shows "Rejected" with your reason, the agency is told, and the shift stays out of pay until it is corrected and approved again.
Proposing New Times
When the times are wrong.
Click Amend
On the shift, click Amend. The Propose new times box opens with the current times filled in.
Enter the times and a reason
Change Clock in, Clock out or the unpaid break, and write why in the reason box. Click Send amendment.
Wait for the agency
The shift shows Amendment pending. The agency accepts or declines it. The shift then shows Amendment accepted or Amendment declined, and an accepted change updates the times.
Raising a Query
When you need to ask about a shift.
Click Query. In the Raise a query box, write your question and click Send query. The shift shows "Query sent" until the agency answers, then the answer. A shift with an open query is left out of the pay week until it is resolved.
Who Can Do What
Set by the agency, or your client admin, for each portal user.
| Role | Can |
|---|---|
| Approver | Approve, reject, query and propose changes; request workers; see charges. |
| Supervisor | Query and propose changes; request workers. Cannot approve, reject or see charges. |
| Viewer | Look at timesheets and attendance. Cannot change anything. |
Each portal user sees only the sites ticked for them. On a client with more than one site, a user with no site ticked sees no timesheets at all until the agency ticks their sites. See Setting up portal users.
Troubleshooting
When a button is missing or refused.
| Problem | Why, and what to do |
|---|---|
| No Approve or Reject buttons | Your role is Supervisor or Viewer. Ask the agency to change it. |
| A shift shows Locked | The pay week is closed. Contact the agency if something is wrong. |
| "Please give a reason." | A reject, query or amendment needs a reason of at least 3 characters. |
| A shift is missing | Check the dates and the Site filter. A shift still in progress shows On shift and cannot be approved yet. |
Know who turned up, and pay every hour right.
Face-verified clock-ins, live geofencing and payroll-ready timesheets in one system. Tell us how your shifts run and we will show you how it fits.
Hosted in the EU · Your largest site live first, with us alongside · No app needed to clock in