Reviewing and approving timesheets

If you run the time clock, Timesheets gives you a live view of today and a register for any period. You need the Manage time clock permission (owners have it).

Today: the live roster

Today shows who is on right now. Step to another date with the arrows. The band across the top counts Scheduled, Clocked in now, Running late, Late clock-ins, On leave and Attendance.

When something needs a look, a notice reads "3 attendance items to review" with the names, and Review attendance filters the roster to them.

The roster lists each person with a status — Scheduled, Clocked in, On break, Clocked out, Running late, Late clock-in, On leave or Off — plus their schedule, job, clock-in and clock-out and daily total. Narrow it with All workers, Needs review and Clocked in, or Filters (which adds On leave), and search by name. Columns chooses what shows. Click a person to open their timesheet.

Arriving from a missing clock-out link filters the roster to Missing clock-outs; clear the banner to see everyone again.

The review register

Timesheets covers a period — pick Day, Week, Month or Year, and step with the arrows. The heading says whether the period is an Open period or Locked. The band totals Worked, Regular, Overtime and Issues for everyone in it.

A shift counts, whole, on the day it was clocked in. A night from 18:00 to 04:00 belongs to the day it started, with its daily overtime and day score, and a period holds the shifts clocked in on its dates. Today still shows anyone whose shift from last night touches the day.

Below, the register lists every worker. Tabs show All workers, Submitted, Approved and Reopened; Search workers finds one person; Team and Workstream narrow it to one team (or No team) or to the people who clocked time on that workstream in the period; Filters narrows to those With issues; Columns chooses from Worked, Regular, Overtime, Breaks, Paid leave, Issues and Submission.

Team and Workstream appear once somebody in the period has a team or has clocked time on a workstream's jobs. With one chosen, the band above totals those people only. Search and the tabs find people within them and leave the totals alone.

View: at the head of the register's toolbar saves the tab, search and filters as a view, with the length of the period (Day, Week, Month or Year) but not its dates, so a view always opens on the current one. See Saved views.

One person's timesheet

Click a worker to open their period, day by day, with Scheduled beside Clocked and a Review & action column. Once a day is approved, that column says who approved it, "Approved by {name}", or Auto-approved where the clock was within your tolerance. From here you can:

• Approve week once they have submitted it. Before that it is greyed out: "Available after submission."
• Reopen a submitted or approved week. You give a reason, and it goes back to them.
• Add entry for time that was never clocked.
• Export, beside it: Export CSV, or Export PDF of their days and entries with who approved each one.

• On each entry: Clock details (where and when it was stamped), Edit, Approve entry and Delete.
• View activity to see everything that has happened to the week.

Delete asks "Remove this entry?" — the shift stops counting towards their hours, the worker is told, and the audit trail keeps what it was. It works on a shift that is still running. Nothing can be edited, added or removed in a locked period.

A day covered by leave shows as Paid leave or On leave, so a week off doesn't read as a week of missed days.

If you manage only some workstreams

Someone limited to the workstreams they manage (see Workstream scope) sees the people who clocked time on those workstreams' jobs or routes in the period. They see each person's whole timesheet, so the totals and overtime match everyone else's, but entries in other workstreams show only their minutes, as Another workstream, with nothing to open or change.

• They can edit, delete or approve only entries in their workstreams, and add entries only to their workstreams' jobs.
• A correction or a submitted week is theirs to decide only when everything in it is in their workstreams. Otherwise the week reads "This week has time outside your workstreams, so someone who manages every workstream decides it." Only people who can decide a correction or a week are told about it.
• A period lock covers the whole workspace, so locking and unlocking need someone who manages every workstream.
• Their exports, and the time cards on their dashboard, hold only their workstreams' time.

Issue flags

Maliru flags entries that need a look: Overlapping entries, Missing clock-out, Outside site geofence, Off scheduled window, No job and Over daily maximum. An entry close enough to its scheduled window (your Tolerance, under Policies) lands as Auto-approved; anything else is an Exception. Flags never stop anyone clocking in — they bring the entry to you.

Corrections and change requests

Two kinds of request wait for a decision:

• Corrections — a worker's Correct my shifts from their phone, sent as one batch. A banner reads "1 correction awaiting review"; Review correction opens it. Each change is labelled Times changed, Missing shift added or Shift removed, with the worker's reason. Approve shift (or Approve 3 shifts) applies them all; Decline needs a Note — "Required if you decline." — so they know what to fix.
• Change requests — single requests made in the office, for a missing entry or a time change. The strip reads "2 change requests"; Review requests opens the queue. Approve request applies the new times; Decline request asks for a Reason (shared with the worker).

Notifications about timesheets, corrections and leave open the person's own week or leave record, not just the tab.

Export and lock

• Export offers Export CSV and Export PDF for the period on screen. Exports count towards your plan's monthly export allowance, if it has one.
• Lock period closes the period for payroll: "Lock {start} to {end} for payroll? Changes are blocked until unlocked." If some weeks are not approved it warns — "3 timesheets are not approved yet. Lock anyway?" — but does not force approval first.
• Period tools (the ⋯ button) repeats the exports and lock, and lists Period locks. Unlock asks for a reason, which is logged in the audit trail.

On a phone, the exports and locks sit behind the same ⋯ button.

Tip: work the Exceptions before you lock. Auto-approved entries are already within tolerance, so the exceptions are the ones worth a human look.

Route duties

A published route counts as one scheduled duty for everyone who holds it. The roster, the timesheet and any correction keep that route context. Review the person's route and their actual hours once — a route of many jobs is not many separate shifts of paid time.

If you run pay in Maliru, pay runs read the hours worked out here — see Running pay.