Review and approve timesheets
- Admin
- Venue Lead
Short answer
Open Timesheets in the Dashboard, pick the week, check each person's clocks against the roster, fix anything that looks wrong, then click Approve or Approve all. You can undo an approval with Unapprove.
Open the week
- In the Dashboard, click Timesheets.
- The page opens on this week. Use the arrows to move back or forward, or click the date to pick Day, This week, Last week, Last 30 days or Custom.
- If you have more than one venue, pick one, or leave it on All sites.
- Set Status to Pending to see only what still needs approval.
Spot the problems
Each person has a card with their shifts. Under each clock, Roux Roster compares it with the roster. It shows On time, how late or early the person was, or Unrostered.
Look out for these:
- Auto-closed · check: Roux Roster closed a shift nobody clocked out of. Check the finish time.
- No-show: a rostered shift with no clock.
- Unrostered: a clock with no matching shift on the roster.
- On shift: the person is still clocked in.
The chips at the top, such as 2 auto-closed or 1 no-show, jump to those rows. All clear means nothing needs a second look.
To change a time or a break, see Fix a timesheet.
Approve one shift
- Find the shift in the person's card.
- Click Approve.
The arrow next to Approve has more options:
- Approve actual approves the clocked hours.
- Approve as rostered changes the times to the rostered times, then approves.
- Edit entry opens the edit sheet.
Approve all shifts for one person
- In the person's card, click Approve all.
- A message asks, for example, Approve 4 shifts for Sam Rivera? Click Approve 4 to confirm.
Approve all only covers shifts that are finished and pending. It skips open shifts and no-shows.
Undo an approval
- Straight after approving, click Undo in the confirmation message. It shows for a few seconds.
- Later, open the row and click Unapprove. The shift goes back to Pending.
If you change the clock in, clock out or venue on an approved shift, it goes back to Pending by itself.
Who can approve
- Admins can approve hours at every venue, including their own.
- Venue Leads can approve hours at their assigned venues. They can't approve their own hours. Their own rows say Your own hours.
- Staff can't approve hours. They see their status in My Roster under Timesheets.
What happens next
When the week is approved, send the hours to payroll. See Send approved timesheets to Xero.
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Still stuck?
Email us at support@example.com. Tell us your venue, your role and what happened.
See who's on shift right now
Open On shift in the Dashboard to see who is clocked in, on a break, late or expected. You can end a shift for someone who forgot to clock out.
Fix a timesheet
On Timesheets, open the shift and click Edit entry to change the clock in, clock out or breaks, then Save. Use Add entry for a shift someone forgot to clock, and Delete entry for a duplicate.