Approving and locking a weekly timesheet will:
Approve all shifts shown on that timesheet (including shifts from other settings/departments), and
Make the timesheet non-editable.
Checking the status of shifts from other settings
When viewing a weekly timesheet that includes shifts from another setting, you’ll see a Status label on each shift.
If a shift from another setting shows Status: Shift approved, this means the other setting has already approved that shift for the worker. In this case, you can safely click Approve and Lock on the weekly timesheet. This will approve all shifts on the timesheet and lock it so no further changes can be made.
Rule of thumb: Whoever approves the last outstanding shifts is responsible for approving and locking the weekly timesheet.
If the other setting’s shifts are Shift approved, you should approve and lock the weekly timesheet.
If the other setting’s shifts are still Submitted for approval, just approve your shifts via the Shift approval page - it will then be their responsibility to approve and lock the weekly timesheet once they’ve approved their shifts.
Please note: Approving and locking the weekly timesheet will prevent further edits and mark it as final.
Declaration step when approving weekly timesheets
When you click Approve and Lock on a weekly timesheet, you’ll be asked to complete a short declaration.
To proceed:
Tick the checkbox confirming that:
You have reviewed the shifts and all details are correct.
You understand that once the timesheet is approved, it will be locked and no further changes can be made.
Click Approve and Lock to finalise the weekly timesheet.
Approving an individual shift (when the other setting hasn’t approved yet)
If the other setting has not approved their shifts, the Status will show Status: Submitted for approval.
This means you just need to approve your own shift(s) for the worker. You can do this from the weekly timesheet.
On the weekly timesheet, find the shift you want to approve.
Click the shift reference number on the right-hand side to open the Shift details page.
Approving the shift
Once the Shift details page is open:
Review the shift information for accuracy.
At the bottom of the page, click Lock and Approve.
A confirmation box will appear asking you to acknowledge that:
All details are correct, and
The shift will be locked once approved.
Tick the declaration checkbox, then click Approve and Lock to finalise the shift.
