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Approving timesheets

Each week, the contractors working at your sites submit a timesheet showing the hours and shifts they worked. You review and approve those hours so your agency can pay the contractor and invoice your organisation correctly.

Opening the Timesheets tab​

  1. Sign into the portal.
  2. Open Timesheets from the main navigation.

The list defaults to the current week, showing every timesheet awaiting your decision. Use the week selector at the top of the list to view earlier or later weeks. Filters let you narrow by candidate, location or status (Pending, Approved, Rejected, Changes requested).

Viewing a timesheet​

Click a row to open the timesheet. You'll see:

  • The candidate's name, for example Sarah Williams.
  • The week the hours cover.
  • Hours worked per day, broken down by shift type (day, night, weekend, on-call).
  • Total hours for the week.
  • Any notes the candidate has added, such as a missed break or an extended shift.

If the candidate has attached a signed paper timesheet or photo, you can open it from the attachments section.

Approving as submitted​

  1. Open the timesheet.
  2. Check the hours and shift types match what you expect.
  3. Click Approve.

The timesheet moves to the Approved list. Your agency processes it in their next payroll run and includes the hours on the next invoice.

Approve by the cutoff

Timesheets not approved by your agency's weekly cutoff move into the next pay cycle, which delays the candidate's pay. Cutoffs are usually Monday morning for the previous week; check with your agency for their exact deadline.

Rejecting a timesheet​

Use Reject when the hours are clearly wrong and a fresh submission is needed.

  1. Click Reject.
  2. Add a reason (for example, "Sunday shift logged but candidate wasn't on rota").
  3. Confirm.

The candidate is notified and asked to resubmit. The timesheet won't go to payroll until they submit again and you approve.

Requesting changes​

Use Request more info (or Request changes, depending on your portal's label) for smaller corrections.

  1. Click Request more info.
  2. Describe what needs to change ("Wednesday should be 8 hours not 10").
  3. Send the request.

The candidate sees your message and can amend the timesheet without starting again. Once they resubmit, it returns to your Pending list.

Bulk approval​

If you have many timesheets to clear in one sitting:

  1. From the Timesheets list, tick the checkbox next to each timesheet you want to approve.
  2. Use Select all to tick every row on the current page.
  3. Click Approve at the top of the list.
  4. Confirm in the dialog.

Bulk approval skips the per-timesheet detail view, so check the totals and shift types on screen before confirming. For anything unusual, open it individually.

What happens after approval​

Once you approve, your agency:

  1. Includes the hours in their next payroll run, so the candidate gets paid.
  2. Adds the hours to the next invoice to your organisation.
  3. Locks the timesheet so it cannot be edited.

If you spot a mistake after approving, contact your agency directly. They can reverse the approval if payroll hasn't yet processed the timesheet.