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Approving timesheets

For
Supervisors
Where
Web app
Time to read
5 minutes
Time to watch
2 minutes

Most shifts approve themselves. When someone clocks in and out on time, at the site, the hours go straight to the export marked Automatic.

The rest wait for a person. That's what Timesheets is for. It should only take a few minutes at the end of a pay period, or a minute a day if you keep on top of it.

Step by step

1Open Timesheets

Click Timesheets in the left-hand menu. Needs a look is at the top, with a count. Under it is the full Pay period.

Hours under Needs a look stay out of the export until someone approves them.

The Timesheets page with a Needs a look list at the top, each shift with its reason and a Review button
The Timesheets page with a Needs a look list at the top, each shift with its reason and a Review button

2See why a shift is here

Each shift says why it's waiting:

  • Away from site: clocked in or out too far from the site.
  • Used "I'm here": the app thought they were away, and they said they were on site.
  • Forgot to clock out: the shift closed at its scheduled end time.
  • Clocked in late: after the start time.
  • Never clocked in: there was no clock-in at all.
  • Fake location app: the phone has an app that fakes its location.
  • Worked 3h 26m, planned 4h: the hours are off by more than your admin's limit.

3Review a shift

Click Review. You see what was Planned, what was Clocked, the Breaks taken and the hours Worked.

If it looks right, click Approve. You can add a Note (optional), and the hours are ready for the export.

The review box showing Planned, Clocked, Breaks and Worked, with an Hours to pay field and an Approve button
The review box showing Planned, Clocked, Breaks and Worked, with an Hours to pay field and an Approve button

4Change the hours if you need to

Change Hours to pay. The note box becomes Why the change, and it's required, so whoever looks later knows what happened. Something like: left at 10, confirmed with the client.

Click Approve changed hours. The original clock times stay on the shift and the row shows Approved by you, (adjusted).

The review box with changed Hours to pay, a Why the change note filled in and an Approve changed hours button
The review box with changed Hours to pay, a Why the change note filled in and an Approve changed hours button

5Check the pay period

The table under Pay period lists each person's shifts with the Date, Site, In and out times, Breaks and Hours, and a total approved beside their name.

Status reads Automatic, Approved by a name, or Needs a look. Use the arrows to go to other periods, and This period to come back.

The Pay period table with shifts grouped by person, showing date, site, in and out times, breaks, hours and status
The Pay period table with shifts grouped by person, showing date, site, in and out times, breaks, hours and status

6Export for payroll

Click Export CSV. The file has each person's name, site, date, in and out times, breaks, hours and who approved them, and opens in Excel or Google Sheets.

Only approved and automatic hours go in. If anything is still waiting, the page tells you how many shifts won't be in the export yet.

Forgotten clock-outs

If someone never clocks out, or clocks out away from the site, KleanProof uses their scheduled end time and puts the shift in Needs a look. Fix Hours to pay if you know when they really left.

Setting what needs a look

An admin sets how far off a shift can be before it waits for a person, under Needs a look when off by in Settings, Features. Your pay period is set in the same place. Turning on Attendance and Proof of Work covers those settings.

Approving from your phone

You don't need a computer. Approving hours from your phone shows how.

Common questions

Can I approve my own hours?
No. An admin approves them. Admins can approve their own.
Which pay period does an overnight shift land in?
The one its start date falls in.
I exported too early. Can I export again?
Yes, as often as you like. Each export has the hours approved at that moment.
Does KleanProof run payroll?
No. It gives you approved hours in a file you can bring into your payroll system.

More help

Approving hours from your phoneOpen a shift alert in the app, see what happened, and approve the hours or change them with a reason.Watching the day on the Today boardSee who is on shift, late, on break or missed, follow routes and know what each alert means.Planning shifts and reading the scheduleAdd repeating and one-off shifts, change a single day and read the week on Schedule.Turning on Attendance and Proof of WorkFlip the switches, follow the setup steps, set alert times and pay periods, and turn it off safely.