Viewing & Filtering Timesheets
Find the shifts you need on the Timesheets page, read each row, and export what you see.
Last checked against the product:
Before You Start
What each role sees.
Before you start
- Agency console: the Coordinator preset, the Payroll preset (read-only here), the Read-only preset, Admin or super admin.
- The Cost and Margin columns and pay rates only show to users with "See pay rates and pay totals". The Payroll preset has it; the Coordinator preset does not.
- Client dashboard: any role can view. A Manager or Admin can approve, dispute and correct. Pay is never shown in the client dashboard, only charges.
Open and Filter
Find the shifts you need.
Agency console: Time & Pay > Timesheets. Client dashboard: Time & Pay > Timesheets.
Pick what to list
The pills at the top choose the rows: Shifts (the default), Active now (clocked in within the last 14 hours and not yet out), Breaks, or All entries.
Set the filters
Set From and To (the default is the start of this month to today). In the agency console you can also pick a Client. For Worker, type a name or badge number and choose from the list (the client dashboard has a drop-down). Then Location.
Filter on approval and issues
Our approval: Pending, Approved or Disputed. Client approval: Waiting for the client, Client approved or Client rejected. Needs attention: Queried or disputed, Client asked for a change, Edited after clocking, Risk flags, or Off site.
Apply
Click Filter. In the agency console, Clear appears when an approval or attention filter is set, and removes those three.
The summary line counts the whole filtered set, not just the page: shifts, total worked, and how many the client has approved, is waiting on, or rejected. Click the rejected count to list only those.
Agency Console Columns
What each column shows.
| Column | What it shows |
|---|---|
| Worker | Name and badge number. |
| Location | The site, with the client above it. |
| Shift | Date, clock-in and clock-out time and duration. A shift still open shows "active" and a Fix missing clock-out link. Users who can edit time can click a time to change it, with a reason. |
| Rates | Pay rate (with "See pay rates and pay totals") and charge rate, or Banded when the shift crosses rate bands. Click Banded to see the Rate Band Breakdown. |
| Cost | Pay cost. Only with "See pay rates and pay totals". |
| Charge | What the client is charged for the shift. |
| Margin | Charge less cost. Only with "See pay rates and pay totals". |
| Verification | How the worker clocked: Face with the match percentage, PIN with links to the in and out snapshot photos, or Manual. A paper backfill entry shows a dash here. Its method (Backfill) shows on Time & Pay > Manual clock after Load entries, and in Export CSV. |
| Approval | Active, Pending, Approved or Disputed, plus the badges below, and an Audit PDF link. |
Rows show 100 to a page, with Prev and Next at the foot. The tick box in the Approval column header selects every shift on the page that can be approved. See Approving Timesheets.
Client Dashboard Layout
Same data, a simpler table.
The client dashboard shows six cards (Total Shifts, Total Hours, Unique Workers, Pending, Approved, Disputed) and these columns: Worker, Employee ID, Location, GPS, Clock In, Clock Out, Duration, Rate, Charge, Method, Match % and Approval. Managers and Admins also get Edit and Audit PDF on each row, Approve Selected and Dispute Selected, and can click a clock time to override it with a reason.
Badges on a Shift
Read them before you approve.
| Badge | Meaning |
|---|---|
| Client approved | The client has approved the shift. Hover for the date. |
| Client: waiting | Not approved by the client yet. Amber when the client must approve before payroll. |
| Client rejected | Rejected, with the client's reason underneath. |
| Queried | An open query. Click it to open the query. The shift is left off the charge schedule until it is resolved. |
| Change requested | The client asked for different times. Click it to open the amend request. |
| Edited | The shift was corrected after clocking, with the number of edits. Click it for the correction history. |
| Off site | Clocked outside the site boundary. |
| Locked | In a locked payroll period. It cannot be changed. |
Exporting
Two downloads.
| Button | What you get |
|---|---|
| Export CSV | One row per shift (breaks are never included, whichever pill is selected): worker, employee ID, client, location, clock in and out, duration, paid minutes and hours, approval, client approval, method, match %, IP address, notes and department. It follows the dates, client, worker, location and Our approval filters. It has no pay rates. |
| Weekly Export | One row per worker per site per pay week, with a column for each day from the pay-week start day, and the paid hours from the pricing engine. |
Limits
Worth knowing.
Troubleshooting
Common questions.
| What you see | Why, and what to do |
|---|---|
| No Cost or Margin columns | Your access does not include "See pay rates and pay totals". Ask an admin. |
| A shift is missing | Check the pill: Shifts lists every shift, open or closed, but no breaks; Active now only lists shifts clocked in within the last 14 hours, so an older forgotten clock-out is under Shifts or on Exceptions. Widen the dates; the filter uses the clock-in date. |
| No tick box on a shift | It cannot be approved yet. Hover the grey box for the reason: still clocked in, client rejected, open query, change requested or locked. |
| A shift is still "Active" the next day | The worker forgot to clock out. See Missing Clock-Outs. |
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.
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