The approval queue

The approval queue is the manager’s surface, visible only to managers and administrators. The queue is organised per person and day: a day appears when it has entries that are pending or self-approved. Filter by group, person, dates, and status.

Per person, planned versus realized time shows with the variance, and the queue flags what needs a look: break below minimum and missing clock-out (entries left running).

Handling days

• Approve day / Reject day — the decision covers all the day’s entries. Rejection takes an optional note shown on the person’s period.
• Un-approve day — reverts a decision back to pending, with an optional reason shared in the history.
• Once all of a day’s entries are handled, the day locks.

Adjusting individual entries

Every entry can be adjusted — clock in, clock out, break — while the week is submitted. The original times are always preserved: the entry is badged Modified, and the tooltip shows what was there before. This is also where the cost center is set per entry.

Everything is tracked

Approvals, un-approvals, rejections, and time adjustments are written to the entry’s history with who and when — see Corrections.

Shifts left running

An entry that was never clocked out is flagged No clock-out — entry left running once it has been open for more than 16 hours. The threshold is fixed and cannot be set per organisation.

Sixteen hours rather than “clocked in before today”, deliberately. A get-out running 20:00–01:00 is an ordinary shift, and a day-boundary rule would flag it the moment the clock passes midnight. A shift nobody closed crosses 16 hours overnight regardless.

The same shifts appear in the Open shifts widget on your dashboard, oldest first, so you catch them without opening the queue.

Export and shift swaps

Export downloads the queue’s contents — filtered as you see it — in CSV, plain text, Excel, PDF, or RTF, with a choice between realized hours, planned + realized, or everything including approval status. See Exporting.

Shift swaps that need a manager’s decision also live here, in the Shift swaps awaiting approval section — see Shift swaps.