Shift Approvals

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).

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.

You can include additional information in the Note section to explain the reason for your selection. This information is visible to Support Workers and helps minimise back-and-forth communication by clearly outlining why shift times have been approved or declined. To see how this appears to Support Workers, visit the Support Worker App Grid guide.

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 Support Workers actual values. If these differ from the scheduled values, the approver will need to determine the appropriate value to charge/pay, or remove them where travel was not undertaken.

Notes can be added to Travel Approvals to provide transparency with the Support Worker and reduce the amount of back-and-forth communication by clearly outlining why Travel has been approved or declined. To see how this appears to Support Workers, visit the Support Worker App Grid guide.

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.

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.

Undo Shift Approval

Occasionally, a shift may be approved by mistake and the approval will need to be removed. This can be done from the Shift Approvals page, provided the support has not yet been invoiced or included in a Timesheet Batch. Before making any changes, make sure you have selected the correct date range so the relevant shift is displayed.

Steps to undo a shift approval

1. Navigate to the Shift Approvals page.
2. Select the relevant date range to locate the shift you need to update.
3. Change the status filter to Approved.
4. Find and expand the affected shift.
5. Choose one of the following options:

• Click Delete All Approvals to remove all approvals from the shift, or
• Click the bin icon next to the Approved icon in the relevant field to remove a specific approval only.

1. The shift will revert back to Needs Review if any approvals are removed.

Viewing Shift Alerts from Shift Approvals

If there are outstanding Shift Alerts within the date range selected on the Shift Approvals page, these alerts will appear in a red banner above the shifts. This notification allows you to quickly identify and navigate to any shifts requiring attention, such as missed clock in/out, or cancelled shifts.

You can find more information on Shift Alerts by clicking here.

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.

Video Walkthrough for Shift Approvals