Approval of the staff's clockin and clockout times is possible via the Scheduler.

📝 Invoicing is not impacted by this process.

To change the time the client is invoiced for, edit the shift to change their times.

This workflow is similar to the approval from the staff's timesheet. For reporting timesheet details to your payroll software, approving shifts is not necessary, ShiftCare will report the scheduled times.

🏁 If you're new to payroll, this article will get you started with payroll.

Shifts with approved time will be displayed with a tick rosette.

Within a shift, this is shown with the rosette icon next to the staff member's name.

Approving clockin and clockout times

With the shift details open, clocking on the blue More Actions button gives the option to Approve timesheet.

⚠️ For those new to approving timesheets, please note accepting or rejecting the clockin/out times will alert the staff via the app - either the acceptance or the reason for updating the clockin/out times. Learn where to turn off the Notify Attendance Approval notification for each staff member.

The options are:

  • Accept shift with scheduled times

    • This results in the staff being paid based on the scheduled shift time.

  • Accept shift with clockin/out times

    • This results in the staff being paid based on their clockin & clockout times.

📝 Invoicing is not impacted by this process.

To change the time the client is invoiced for, edit the shift to change their times.

There are multiple scenarios covered by the approval process:

Accept shift with scheduled times

Shift with a single carer and no clockin/out times

Since the staff member hasn't clocked in or out, in this scenario you are applying the scheduled shift times to the worker's timesheet.

When you click the next button, the system will allow you to add any expenses, mileage or allowances to the shift.

Please note: to pay your staff for the mileage or expense, these allowances should be added to the shift. Your client will be invoiced these amounts as separate line items on the invoice to the hours on the shift.

Shift with multiple carers and no clockin/out times

This is similar to approving the times for one carer, however, in this case you can approve all carers at once or only some carers.

Selecting and approving just one person results in their time showing as being approved and a button to "Approve timesheet" for the remaining workers.

Clicking the "Approve timesheet" button will allow you to select the remaining workers.

At this point, you won't be able to remove the approval of the first worker approved, to do this please see the section upparove timesheet below.

Accept shift with clockin/out times

Approving a shift that has clockin/out times

Approving the shift times when one staff member has clocked in and others have not.

👉 Click here to use scheduled times for missing clockin/out times.

Unapprove timesheet

To remove the approval of the worker's time, click on the blue more actions button and select Unapprove timesheet from the menu.

Staff timesheets

The breakdown of the individual's timesheet reports will show two icons - green or orange when approved.

"Accept shift with scheduled times" = green thumb up.

"Accept shift with clockin/out times" = orange thumb up.

App messages to staff

Before a shift is approved it is listed as Completed. Once reviewed it is shown as Approved.

Depending on the options selected the app will show different messages in the notification.

Accept shift with scheduled times

Message sent: Scheduled time approved

Accept shift with clockin/out times

Message sent: Clocked in/out times approved

Further reading

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