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Shift Approvals
This is an Astalty Scheduling feature which may not be enabled on your account.
If you would like to enable scheduling on your account, please click here.
Overview
The Shift Approvals page is where you review and approve shifts before payroll is processed. This includes approving scheduled times, clock-in and clock-out times, and any associated travel claims (including travel, to, from and during support).
Handy Hint
Shifts that have not been clocked in or out will not appear under Shift Alerts and must be followed up on before they can be approved and paid.
The report displays key details for each shift, including:
Support Worker
Date — Start date/time and end date/time.
Duration — Duration format: h = hours, m = minutes.
Status — Shows the current approval status for each Support. Items awaiting approval will be displayed as Pending. Once an item has been reviewed and completed, the status updates to Reviewed and reflects other completed states, such as Timesheet Batched, and will be visible when switching the Review Status filter to Reviewed.
Approving Shifts
Shifts are displayed based on the selected date range and applied filters. You can change the date range using the date picker, which includes preset options of This Week, This Fortnight, Last Week, Last Month, and Last Quarter, or allows you to select a custom date range.
By default, shifts appear in the Needs Review view. To view reviewed shifts, use the Review Status toggle and select Reviewed.
Additional filters are available:
Reviewer Source — User or System
Cancellation Status — Cancelled or Not Cancelled
To view shift details, click the eye icon.
To review items pending approval, click the arrow icon on the shift to expand details for Shift Hours and Travel.
Click on Approve Hours to choose the appropriate approval method.
When reviewing a shift, you can choose to approve based on either:
Scheduled Times — The rostered hours originally set in the schedule.
Clocked In/Out Times — The actual times recorded by the support worker.
Reviewing Travel Claims
You will see separate entries for Travel To Support and Travel From Support.
When approving travel, you can confirm:
Distance (km) — The number of kilometres travelled.
Duration (minutes) – The time taken for the travel.
During (km) — The number of kilometres travelled.
You can approve travel for:
Travel To Support — From the worker’s starting point to the support location.
Travel From Support — From the support location to the worker’s final destination.
During Support — Any travel carried out whilst the Participant is in the vehicle.
The travel options available will depend on how your organisation has arranged travel.
Click on Approval all Travel to choose the appropriate kilometre and duration approvals.
By default, the approval pop-out displays the scheduled values. If these differ from the amounts submitted by the Support Worker, update the values to match, or remove them where travel was not undertaken.
Rejecting Travel
If no travel was carried out, you can follow the above steps and set each value to 0 before approving.
Shift Approvals
While viewing your shifts within the Schedule, you can also view and action the approval of shifts.
Important
Only shifts that are published and have also been clocked in and out by the support worker can be approved.
Begin by selecting the shift you would like to view.
From within the shift, click the ellipsis (3 dot menu) next to the support worker’s name, then select “View Approval Details.”
A dialog box will appear showing all the details that need approval, as well as options to complete the approval steps.
Cancelled Shifts
When approving shifts within Shift Approvals, if the shift was cancelled it will be flagged with a red exclamation within the Status. Hovering your cursor over the this will display the pay behaviours that have been selected.
Charge / Not Charge.
Pay / Not Pay
If a cancelled Support is not displayed in this list, it may be because the Support is sitting on the Shift Alerts page. By default, cancelled shifts will move to Shift Alerts as they will not have been clocked in/out of. Head to Shift Alerts for more information.
Best Practice
Always confirm discrepancies with workers before approving large variations.
Check travel claims carefully to ensure they align with scheduled expectations.
Regularly review Shift Alerts to ensure payroll is not delayed.