Timesheets

Batch Edit

Add or take off paid minutes on many shifts at once, for example a missed break across a whole shift, with one reason. Each change waits for a second person to approve it.

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Before You Start When to Use It Find the Shifts Adjust Paid Time Approve Selected What Happens Next Limits Related Guides

Before You Start

Who can use it.

Before you start

  • Agency console: the Coordinator preset, Admin or super admin.
  • Client dashboard: a Manager or Admin.
  • A second person to approve the adjustments on Schedule > Adjustments: you cannot approve your own.

When to Use It

The same change on many shifts.

Use Batch edit when the same paid-time change applies to a group of shifts: a site-wide 15-minute briefing that was not clocked, a break that was not taken on one shift, or a deduction agreed with the client. To change the clock times of one shift, use Editing Time Entries instead.

Find the Shifts

Filter, then select.

Agency console: Time & Pay > Batch edit. Client dashboard: Time & Pay > Batch edit.

Filter

Set the Client (agency console only), From, To (the last 7 days by default), Location, Status (Pending, Approved or Disputed) and Search by worker name. Click Filter. Only shifts are listed, not breaks.

Read the list

Each row shows the client, worker, location, date, clock in and out, Hours, the Adjusted paid time where a pay adjustment already applies (with a count of pending adjustments), and the Status.

Select

Tick the shifts, or tick the box in the header to select them all. A bar appears with the number selected.

Adjust Paid Time

One reason for all of them.

Open the adjustment

Click Adjust Selected. The Batch Adjustment box shows how many entries it applies to.

Choose the type and minutes

Choose the Type: Paid minutes (+/-) (use a minus for a deduction), Add paid minutes or Take off paid minutes. Enter the Minutes (+/-), for example 15 or -30.

Give the reason

Choose the Reason and fill in What happened. Both are required.

Apply

Click Apply to All Selected. You see how many adjustments were raised for approval, and how many were skipped because the pay period is locked.

Approve Selected

A quick approval, with fewer checks.

Approve Selected approves the ticked shifts. It skips shifts that are still open, already approved, or in a locked period.

Important

Approve Selected on Batch edit does not check client rejections, open queries or client change requests. For shifts with a client status, approve on Time & Pay > Timesheets, which skips them.

Each selected shift gets its own adjustment, waiting on Schedule > Adjustments.
A different person approves or rejects each one. Approving adds the minutes to that shift's paid time, which payroll and the charge schedule use.
An approved shift whose paid time changes goes back to pending, so it is approved again.
Every adjustment and decision is written to the audit log.

Limits

Worth knowing.

Batch edit changes paid minutes only. It does not move clock times.
A shift's total pay adjustment is capped at 600 minutes either way.
Shifts in a locked pay period are skipped.
The list shows shifts by clock-in date. Widen the dates if a night shift is missing.
The list shows at most the 500 newest shifts for the filters and does not say when more exist. The header tick box selects only those. Narrow by client, location or dates before you select all.
A Coordinator's Day
Second Approval for Corrections
Editing Time Entries
Payroll Reports
Previous Manual Clock In & Out Next Client Approvals and Amendments
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