Client Approvals and Amendments
How client approval works from the agency side: making it a payroll gate, seeing each shift's client status, and accepting or declining the changes clients ask for.
Overview
Two approvals: yours and the client's.
Every shift has the agency's approval. Clients with portal access can also approve, reject, query, or propose a change to each shift at their sites. You decide, per client, whether the client's approval is needed before hours go to payroll.
Require Client Approval
Make it a payroll gate for a client.
Open the client
Go to Clients and edit the client.
Switch on Client approval required
Tick Client approval required. The client's approvers then approve each shift in their portal, and shifts they have not approved are treated as not ready for payroll when the week is closed.
Portal users need the Approver role to approve. Supervisors can raise queries but cannot approve; Viewers can only look. Roles and the sites each user can see are set on Portal users.
What You See on Timesheets
The client status travels with the shift.
On the agency timesheets, each shift shows its client status (approved, rejected with the reason, queried, change requested) alongside flags such as an edit after clocking, outside the site boundary, low face match, a PIN clock for review or a clock sent later from an offline kiosk. The Not client-approved and Client disputes tabs on Exceptions list what is outstanding.
Amendment Requests
When a client asks for different times.
Open Amend requests
Agency console: Time & Pay > Amend requests. Client dashboard: Time & Pay > Amend requests. Tabs show Waiting, Accepted, Declined and All.
Review the change
Each request shows the recorded times, the times the client proposes and their reason.
Accept or decline
Accept updates the shift through the normal correction route, logged with the reason "Client request", and tells the client. Decline keeps the shift as it is and sends the client your note.
Queries and Rejections
You are told straight away.
When a client raises a query, rejects a shift or proposes an amendment, the agency gets a bell notification and an email. Open queries block the week from being locked on Close week, and disputed shifts are left out of billable days. A rejected shift stays out of pay until it is corrected and approved again.
Approval Reminders
A nudge for the client's approvers.
On the client, choose a weekly or daily approval reminder. It emails the client's approvers a list of shifts waiting for them, with a link to approve. Weekly goes on the first morning of the pay week; daily goes each weekday morning; nothing is sent when nothing is waiting.
Know who turned up, and pay every hour right.
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