Q1. I can't approve the timesheet, and the system says "Error: Rota has outstanding queries and cannot be approved."
This means that there are pending shift approvals. You should go to Shift Approvals and address the queries so you can approve the timesheet.
Q2. Can I approve a shift that has not yet ended?
No, only completed shifts can be approved.
Q3. When are the timesheets updated?
Timesheets are updated once the shift has been approved.
Q4. Can I approve the weekly timesheet if there are pending shift approvals?
No, all shift approvals must be completed before the weekly timesheet can be approved.
Q5. How do I see queries on the timesheets after the shifts have been approved?
Click into Timesheets, then click the Action & Views button to the right of the rota and select Query View. This will switch the view to show the number of hours that have been approved and the query icon. Hover over the icon to view the query.
Q6. What should I do if a user has clocked in, but there are no expected times?
If a user has clocked in but there are no expected times, the clocked times will still appear in Shift Approvals, but the expected shift times will be blank. You can either approve or reject the shift based on the circumstances.
Q7. On the timesheets, why are the shifts grey and others white?
Grey shifts indicate future shifts or unapproved shifts, while white shifts indicate approved shifts.
Q8. Why are there employees showing in the Unassigned Clocked Shifts section?
Employees will show in the Unassigned Clocked Shifts section if the system is unable to determine which rota they should be attached to. This can happen, for example, if an employee accidentally uses someone else’s PIN to clock in or out.
Q9. What do I need to do with employees under the Unassigned Clocked Shifts?
You must attach the employee to an associated rota. Once this has been done, the shift will move to the query section for approval. If you wish to remove the employee from the shift, simply reject the shift in the approval section.
Q10. What do the colours indicate on the query view within timesheets?
Red – Approved hours are more than expected hours.
Green – Approved hours are less than or equal to expected hours.
Amber – Shift has not yet been approved.
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