Approvals

Approve the timesheets waiting for you

1. Choose a pay period under Pay periods. The page opens on the latest one that has ended, and each period says how many timesheets in it are for you.
2. To see only your own team, press Only the people who report to you.
3. Open To approve, or Second sign-off for shifts another approver has already signed once.
4. Read each person's card: their shifts, hours, categories and notes. An amber edge marks a shift that Needs a category or Needs a note, and Sent late marks a time that reached us 60 minutes or more after a phone with no signal recorded it.
5. Check the shifts you agree with, a whole card with the box beside the name, or press Select all.
6. Press Approve.

Then: A line says how many were approved, with Undo beside it to take them back while it shows. Each person is told once their shifts are approved. Where the unit asks for two sign-offs, yours is the first: the shift says Signed once, and the approvers who can give the second are told it is waiting.

Rather not? Where rosters are kept, the As rostered box above the list approves, with one press of its button, every shift that matches its published shift. Or press the timesheet icon beside a person's name to open their whole timesheet, its route and its days, and approve it there.

Who: Whoever approves time where the shift was worked. Payroll reads the approved hours on Payroll, opened from the period's header.

Grace leads a youth center paid every two weeks. On Monday the page opens on the period that ended on Sunday, with 9 timesheets to approve. Grace reads the two cards with an amber edge, checks all 9, and presses Approve. The line says how many were approved, and each volunteer is told.

Approve a whole pay period at once

1. Choose the period under Pay periods.
2. Press Approve this whole period in the period's header.
3. Read what it will do: how many timesheets and shifts in it are yours to approve.
4. If you are an Owner or Admin, write why in the box to step in on the timesheets that are for the people on their route too, or leave it empty to approve only your own.
5. Press Yes, approve them.

Then: Every timesheet in it that is yours to approve is approved, with the same checks as one at a time. Your own time, and anything still waiting for its person to confirm it, is left as it is, and the line says what was skipped and why.

Rather not? Press Cancel to leave the period as it is. To approve one person at a time, open their timesheet from the icon beside their name, or with Open on the other lists, and press the approve button at its foot.

Who: Where only the people on a timesheet's route may approve it, the Owner and Admins can still step in, with a note saying why. The note is kept on each shift, where its approvers and its person see it, and the timesheet says stepped in under Done.

Daniel is an Admin. A region's lead is away, and 6 timesheets wait with the people on their route. Daniel presses Approve this whole period, writes "Lead away this week; checked against the rota" in the box, and presses Yes, approve them. Each of those shifts keeps the note.

Ask about a shift before you approve it

1. Find the shift under To approve.
2. Press Send back with a question under it.
3. Type what you need to know.
4. Press Send back.

Then: It says Sent back with your question, and the timesheet moves to Waiting on others. Its person is told, with your question, and answers it from their timesheet; the shift then comes back to To approve.

Rather not? When you already know what is wrong, press Correct this shift and put it right yourself.

Who: Only the person who worked the shift answers it. Nobody else is told.

Sokha sees a Saturday shift at the hall on a day it was closed. They press Send back with a question, type "Was this the setup for Sunday's event? Please add a note", and press Send back. The timesheet waits under Waiting on others until the volunteer answers.

Correct or remove a shift

1. Press Correct this shift under the shift.
2. Change Clocked in or Clocked out. The times are on the clock where the shift was worked, which the sheet names.
3. Change a break, remove one with its ×, or press Add a break.
4. Write what happened under Why. The person reads it.
5. Press Save the correction.

Then: It says Corrected. The person is told what changed and why, the change is in the audit log, and the punches from the phone or the kiosk stay on record. A shift whose hours change after it was approved waits for approval again.

Rather not? For a shift that should never have been recorded, a clock-in pressed by mistake or at the wrong place, write why, press Remove this shift instead, then Remove the shift. Its hours come off the timesheet, and the person is told why.

Who: Somebody who approves time where the shift was worked. Nobody corrects their own hours: they ask for a correction from My timesheet, and it comes to Corrections.

Dara forgot to clock out and pressed it at 9:40 PM, four hours after leaving the center. Grace presses Correct this shift, sets Clocked out to 5:30 PM, writes "Left at 5:30 PM, confirmed with the site lead" and saves. Dara is told, with Grace's reason.

If a timesheet is not in To approve

1. Check the pay period: every period with something waiting is listed, the latest first, and older ones fold under the line that counts them.
2. Open Waiting on others: a timesheet sent back with a question, signed once by you, or for the people on its route waits there.
3. Open Not confirmed to see who has not said their hours are complete.
4. Press Remind beside a person, or the Remind button in the period's header for everybody.
5. Press Everyone you can approve, and take off any filter, if you narrowed the list.
6. Look in Corrections for a shift nobody clocked out of: it has no hours to approve until it is closed.

Then: A reminder reaches them as a notice asking them to check and confirm their hours, by the day your organization sets. It does not say who sent it.