Approval of the staff's clock-in and clock-out 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 clock-in and clock-out times
With the shift details open, clocking on the blue More Actions button gives the option to Approve the timesheet.
⚠️ For those new to approving timesheets, please note accepting or rejecting the clock in/out times will alert the staff via the app - either the acceptance or the reason for updating the clock in/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 clock-in/out times
This results in the staff being paid based on their clock-in & clock-out 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
Accept shift with clockin/out times
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
