Approving Timesheets
Approve shifts on Timesheets, see why a shift cannot be approved yet, and understand what approval does and does not lock.
Last checked against the product:
Before You Start
Who can approve.
Before you start
- Agency console: the Coordinator preset, Admin or super admin (the approve permission). The Payroll and Read-only presets can look but not approve.
- Client dashboard: a Manager or Admin. A Viewer can only look.
- Shifts must be closed (clocked out).
Two Approvals
Yours, and optionally the client's.
Every shift has our approval (the agency's) and, where the client uses the portal, a client approval. Timesheets filters on both and shows the client's status on each shift. If the agency has made client approval a payroll gate for that client, a shift also needs the client's approval before the week can be closed. See Client Approvals and Amendments.
Approving in the Agency Console
Tick and approve.
Agency console: Time & Pay > Timesheets.
Filter the list
Set From, To, Client, Worker and Location. Set Our approval to Pending to see only what is left. Click Filter.
Tick the shifts
Tick each shift in the Approval column, or tick the box in the column header to select every shift on the page that can be approved. A bar at the bottom shows how many are selected, their hours and their value.
Approve
Click Approve in the bar, or press the A key when you are not typing in a field. A summary at the top of the page tells you how many were approved and how many were skipped, with the entry numbers.
Step 2 of Close week (Approve all remaining) approves everything left in a pay week in one go. It needs an Admin or super admin: the Payroll preset cannot approve and the Coordinator preset cannot open Close week. Coordinators approve on Timesheets before Payroll closes the week.
Approving in the Client Dashboard
Managers and Admins.
Client dashboard: Time & Pay > Timesheets. There is no Client filter: you only see your own organisation.
Tick the shifts
Tick the shifts, or tick the box in the header to select them all.
Approve or dispute
Click Approve Selected. To push back instead, click Dispute Selected, give a Reason for dispute and click Submit Dispute.
What Is Skipped
The server decides, in both consoles.
Bulk approval never approves these. In the agency console the row shows a grey box instead of a tick box; hover it for the reason.
Use the Needs attention filter to find skipped shifts.
After Approval
What approval does and does not do.
Reverting to Pending
When an approval was wrong.
Open the shift: Fix entry on Exceptions, the Edited badge on Timesheets, or Edit on Time & Pay > Manual clock after Load entries for that date (agency console); Edit on Timesheets in the client dashboard. In Revert approval to pending, choose a Reason, say why it needs re-approval, and click Revert to pending. The revert is audited. It is not available for a shift in a locked period.
Troubleshooting
Common questions.
| What you see | Why, and what to do |
|---|---|
| No tick boxes at all | You do not have the approve permission. Payroll and Read-only cannot approve. |
| "Approved 0, 5 skipped (5 locked)" | Those shifts are in a locked payroll period. |
| A shift will not tick | Hover the grey box. Clear the reason (clock-out, query, change request) and try again. |
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