Approving employee timesheets

Review the week, correct or add a shift, approve or reject, and lock the pay period.

The weekly approval flow

1. End of pay period: go to Team → Pending approvals
2. Requests and shifts appear under separate headings: Time off, Edit requests, then shifts grouped by employee
3. Review each row. A shift the employee edited shows an Edited badge with what changed
4. Approve or reject each shift with its own buttons, use Approve all or Reject all per employee, or select a set of shifts and act on the whole selection. To unlock a shift you already approved, use Reopen in that employee's shift history

What to look for

• Outlier durations. Was there a 14-hour shift that should have been split?
• Geo-fence flags. A yellow flag means the punch was allowed but the GPS fix was coarse. Clox also flags a punch whose location was reported as mocked or that jumped an impossible distance since the previous punch. A punch just outside the worksite radius can still land within the GPS accuracy grace, and it shows an Off the worksite readout so you can review it before approving. Punches far outside the fence, or with a fix too coarse to use at all, are blocked at clock-in for geofenced workers.
• Clock-in location. A pending shift with a captured location shows a Map link and an at-a-glance readout of where the punch happened.
• Missing punches. Did someone forget to clock out and have it auto-corrected?
• Project tags. Are shifts assigned to the right job for cost tracking?

On a pending shift with a clock-in location, a Map link sits beside View selfie and opens the exact spot in Google Maps. Next to it, an instant readout reads On site · <N>m from <worksite> or Off the worksite · <N>m from <worksite>, so you can see at a glance how far the punch was from the nearest worksite. Shifts clocked in without GPS show neither.

Rejecting vs. correcting

Reject sends a shift back. It doesn't delete it. You're asked for a reason, and the employee sees it. The shift stays on their timesheet marked Rejected so they can correct it and resubmit for approval. If a shift is merely wrong and you know the right times, don't make them do the round-trip: correct it yourself, or reopen it so they can fix it (both are covered below).

Correcting or adding a shift

Open the employee's shift history (Team → their name → View shift history). Any shift that isn't approved yet shows an Edit button: open it to fix the start time, end time, or project. Use Add a shift for time they worked but never clocked. Either action re-opens the shift for approval and clears the worker's certification, so they confirm the new times, and the audit log records that you made the change.

You can also correct a clocked shift from the mobile app. On the Roster tab, tap a team member and then a shift in their list, or edit one of your own from the Clock screen under Recent shifts. The pickers let you set the exact minute, not just quarter-hour steps. A mobile edit saves right away, is written to the audit log, and sends the shift back to Pending for you to re-approve, the same as an edit on the web. A shift you have already approved is locked, so reopen it on the web first. You can also fix a running shift from the app: adjust your own start from the Clock screen, or a team member's from the Roster tab while they're on shift.

Reviewing edit requests

Your crew can ask for a time correction from the mobile app. Those requests arrive in the Edit requests section of Pending approvals, kept separate from shifts. Each one shows the shift's original start and end next to the times the worker is asking for, plus any project or reason they added.

Approve applies the corrected times and approves the shift in one step. Reject discards the request and returns the shift to your normal approval queue unchanged. While a request is pending, that shift sits under Edit requests and is held out of the shifts list, so you never act on it twice. You can review edit requests here on the web or from the Approvals screen in the mobile app.

A request can also arrive while the shift is still running. Those rows read still on the clock instead of an end time, and approving one moves the start time only. The shift stays open and comes back through your normal queue after clock-out.

After approval

Approved shifts are locked. Neither the employee nor you can edit them in place. This keeps your exports consistent and protects you in an audit.

Reopening a locked shift

Need to fix an already-approved shift? Open that employee's shift history (Team → their name) and click Reopen. It unlocks the shift so it can be corrected and re-certified, then re-approved. The Edit button reappears so you can fix it, or the employee can fix it themselves. No deleting and re-adding, and the audit log captures every change.