Approve a week's timesheets
Check the week, approve it, and understand what locks — plus how to read overtime, paid leave and estimated pay.
Approving a week is how you say "these hours are final." It locks the entries, and it's the point where the week is ready to go to payroll.
You'll need to be a Manager, Admin or Owner.
Before you approve
Go to Time clock (the manager view) and pick the week. Each person shows as Pending or Approved.
Two things are worth a scan first:
- The "Worth a look" card — shifts still running, and anything closed automatically. These are the entries most likely to be wrong.
- Anyone with no hours who was rostered. A missed clock-in looks identical to a no-show until you check. Approved leave is labelled on the day — Off sick, or the leave type's name — so a legitimate absence reads as one rather than a gap.
Fix anything that needs fixing before you approve — see Fix a missed or wrong clock-in — because approving locks it.
Approve
Select Approve for the week. That's it.
Once approved, the week's entries are frozen. Nobody can edit them, including you and other managers, and that's enforced underneath rather than just hidden on screen.
If you need to change an approved week
Reopen it, make the correction, approve it again. The reopen is deliberate friction: it means an amended week is a decision someone made, not something that quietly drifted.
Reading the numbers
Open a person's name for their week day by day, with a summary across the top:
- Regular and Overtime — split at the threshold on their contract type. Overtime pays at its own rate.
- Total hours and Worked days.
- Time off — approved leave in the week. Paid leave adds hours but is counted separately, so it never creates overtime on its own.
- Est. pay — a guide, visible to Owners and Admins only, since pay rates are private. It's an estimate for sanity-checking a week, not a payslip.
Rounding doesn't change what was clocked
If you've set rounding under Settings → Time & attendance, it's applied when the timesheet is worked out — never written back over the times. The clocked times remain the record, so you can always see both what happened and what you're paying.
Getting it to payroll
Export the week as CSV or PDF. The PDF is the readable one for sharing or filing; the CSV is the one to hand a payroll system. Both reflect approved and pending weeks alike, so export after you've approved if you want the final figures.