Reviewing Timesheets: Issues & Approval

Approval is what turns punches into pay. This page is the manager's weekly routine: find what is wrong, fix it, approve it.

The Timesheets tab

Every timesheet in the studio, one row each, with date and time, employee, status, expenses, clock in/out, role, job, work schedule, location, recurrence, notes, and team. Pay-rate roles also see pay. Filters:

Filter	Use
Has Issues	Only timesheets Airstudio has flagged. Start here.
Approved Timesheets / Approved Clock In / Out / Approved Expenses	Show or hide by each approval.
Employee, Team, Role, Job, Timesheet Recurrence	Narrow to a person, region, or source.
My Timesheets	Your own.
Timesheets From / Until	Date range.

Switch to Calendar for a week grid by employee showing in and out times and hours per day.

What the issues mean

Issue	Trigger	Usual fix
No Clock Events	The period ended with no punches at all.	Confirm the employee worked; add both punches, or delete the timesheet.
Missing Clock In	The start time has passed with no clock in.	Add the clock in. With Create Timesheets When Employees Are Assigned to Jobs on, this also catches a shift the employee never clocked into at all, which would otherwise leave no timesheet to flag.
Missing Clock Out	The last punch is a clock in.	Add the clock out, or wait for the automatic end-of-day clock out and correct its time.
Clock In More Than 30 Min Late	First clock in is over 30 minutes after the scheduled start.	Read the explanation; approve or adjust.
Clock Out More Than 30 Min Late	Clock out is over 30 minutes after the scheduled end.	Confirm the overrun was worked; adjust if it was a forgotten punch.
Unapproved Clock Event	A punch added or edited by the employee, or created automatically, has not been approved.	Review and tick its approval.

Lateness issues apply to job timesheets, where a scheduled start and end exist.

Fixing a timesheet

Open it. Under Clock In / Out, add a missing punch with Add Clock In / Out, edit a time, or remove a wrong one. Every change is recorded in History and, when made by a manager, notifies the employee through Clock Event Edited. Add a note explaining the correction.

Approving

Timesheet: the approval switch on the timesheet or the check in the list. Approving sends Timesheet Approved to the employee when that notification is on.
Clock events: each punch has its own approval; the timesheet's Approved Clock In / Out status reflects all of them.
Expenses: approved individually or with Approve Expenses on a selection.
In bulk: on a Payroll Report, Approve All approves every timesheet in the range; Unapprove All reverses it. Select timesheets on the list to approve or unapprove together.

An approved timesheet locks its rate. Employees with edit permission cannot change approved timesheets.

Deleting

Delete removes a timesheet and its punches. For recurring timesheets the dialog offers to delete the employee's other timesheets from the same schedule at once.

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Work the week in this order: Has Issues → fix → Approved Clock In / Out off → approve punches → Report → Approve All → Download. Nothing reaches payroll that a person did not look at.

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