Timesheets

Second Approval for Corrections

Make every time correction wait for a second person, and work the queue of proposed changes and pay adjustments on Schedule > Adjustments.

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Before You Start How It Works Switch It On Approve or Reject New Adjustment Rules and Limits Troubleshooting Related Guides

Before You Start

Who does what.

Before you start

  • Switching second approval on or off: a super admin, in the agency console. It applies to both consoles.
  • Approving or rejecting in the agency console: the Coordinator preset, Admin or super admin, but never the person who raised the change.
  • Client dashboard: a Manager can raise adjustments; an Admin approves or rejects them (never their own). Changes raised by the agency are decided in the agency console.

How It Works

Maker and checker.

Two kinds of row land on the Adjustments page:

Time change: a correction held back because second approval is on. Anyone other than a super admin who corrects a time (on the entry, on Timesheets, on Manual clock, or by accepting a client's change) sees "Change sent for a second approval" and the entry does not change yet.
Pay adjustments raised by hand or from Batch Edit: minutes added to or taken off a shift's paid time. These always wait for a second person, whether second approval is on or not.

Approving applies the change: a time change edits the entry (audited, lock-checked, and an approved shift goes back to pending); a minutes change is added to the shift's pay adjustment, which the pay engine reads.

Switch Second Approval On

Super admin, agency console.

Agency console: Schedule > Adjustments. The client dashboard shows whether it is on but cannot change it.

Find the setting

The card Second approval for corrections shows On or Off.

Switch it

Click Switch on (or Switch off). The change is written to the audit log.

Approve or Reject

Work the queue.

Agency console: Schedule > Adjustments. Client dashboard: Schedule > Adjustments.

Pick a tab

The tabs are Pending (with a count), Approved, Rejected and All. In the agency console, filter by Client and click Filter.

Read the change

Each card shows the status, the type, the worker, the client, the old and new times (or the minutes), the reason and note, and who raised it. Click Entry (the entry number) to see the shift and its history.

Decide

Add a Decision note if you want (optional), then click Approve or Reject. If you raised it yourself you see "Waiting for someone else to approve" instead of the buttons.

Raise a New Adjustment

For a one-off pay or time change.

Open the form

Click New adjustment. The New shift adjustment box opens.

Pick the shift and type

Enter the Time entry ID. Choose the Type: Time change, Add paid minutes, or Take off paid minutes.

Enter the change

For a time change, fill in New clock in and New clock out. For minutes, fill in Or minutes (+/-), for example 60 or -30.

Give the reason and raise it

Choose the Reason, fill in What happened, and click Raise adjustment. A different person must approve it.

Rules and Limits

Worth knowing.

A super admin's own corrections are applied straight away, even when second approval is on.
With second approval on, deleting a time entry and backfilling complete shifts need a super admin, because they cannot wait as a proposal.
Nothing changes on the entry, in payroll or on the charge schedule until the adjustment is approved.
An adjustment on a shift in a locked pay period cannot be approved until the period is unlocked.
A shift's total pay adjustment is capped at 600 minutes either way.
The page shows the latest 200 adjustments for the tab you are on.

Troubleshooting

Common questions.

What you see Why, and what to do
"A different person with approval rights must decide this adjustment." You raised it, or your role cannot decide it. Ask a colleague.
No Switch on button Only a super admin sees it.
"Raised by the agency" in the client dashboard Agency changes are decided in the agency console.
My correction did not change the times Second approval is on. Look on the Pending tab.
A Coordinator's Day
Editing Time Entries
Batch Edit
Audit Trail
Previous Shift Queries Next Handling Exceptions
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