How to: approve, edit, or reject a shift

Tags: Payroll, Process, Schedule, Subcontractors

Overview

Approving shifts is an important part of workforce management and payroll:

• Employee Accountability: track employee attendance and punctuality
• Accurate Payroll Calculations: ensure employees are paid accurately for the hours they worked
• Budget Control: track “hours worked” vs. “planned hours”, helping to manage overtime and reduce unnecessary expenses
• Transparency and Trust: employees can be confident that their time is being recorded accurately and that they will be compensated fairly

Process

Navigation

There are a couple of ways that you can review shifts that are pending approval. You can either got to the screen where you can see all of your pending approvals or navigate to the screen where you can see pending approvals for a specific payroll’s pay period.

To all approvals

1. Select the Approvals option listed on the left side navigation bar. Here you will see all approvals that are pending approval regardless of the pay period.
2. By default, you’ll see that the “Shifts” tab is selected. Make sure you’re on the “Shifts” tab in the “Approvals” screen.

To specified pay period

1. Select the Payroll option listed on the left side navigation bar.
2. In the Payroll View screen, you will see a list of your pay periods. Select the View button for the pay period you would like to view.

⚠️ You can only approve, edit, or reject shifts for pay periods that have a status of “Needs Approval” or “In Progress”, not for past pay periods.

1. In the Payroll page, you’ll see a “Pending shifts this pay period” table at the top of the screen. This is the table that will list all shifts that are pending for approval before you can submit payroll.

👉 If you don’t see the “Pending shifts this pay period” table, then you do not have any shifts that are pending for approval for the selected pay period.

Approve a shift

1. To approve a shift, simply click the Approve button on the far right side of the shift you would like to approve. You’ll see a notification at the bottom of your screen confirming that the shift was successfully approved.

Edit a shift

1. To edit a shift, select the 🖊 button on the far right side of the shift you would like to edit. This will trigger the “Modify shift” modal to open.
2. In the “Modify shift” modal, you have the option of editing 3 different fields: “New start time”, “New end time” , and “Project”.
3. After you’ve completed and reviewed all the changes you would like to make, click the Modify button that is on the bottom right corner of the modal.

👉 You’ll see a notification at the bottom of your screen confirming that the shift was successfully modified.

Reject a shift

1. To reject a shift, select the 🖊 button on the far right side of the shift you would like to reject. This will trigger the “Modify shift” modal to open.
2. In the “Modify shift” modal, select the Reject button that is on the bottom left corner.

👉 You’ll see a notification at the bottom of your screen confirming that the shift was successfully modified after you reject the shift.

All set! You now know how to approve, edit, and reject shifts for time-tracking and/or payroll.