Automatically approving timesheets that match the roster

Available from 1st March 2022

Timesheets that match the roster exactly can be automatically approved.

Timesheet Settings

The setting that will enable the system to automatically approve a timesheet that exactly matches a rostered shift can be found in the Timesheet Settings menu.

By default, the option to 'Automatically approve a timesheet that is identical to the rostered shift' will be deselected for all new and existing businesses, to allow you the option to turn this on if desired.

Automatically approve a timesheet

Once the Timesheet Setting 'Automatically approve a timesheet that is identical to the rostered shift' has been enabled and a timesheet is created that is identical to a rostered shift for

• Work types
• Location
• Date
• Start and end times
• Break start and end times
• Higher classifications
• Shift conditions

then the timesheet will be automatically approved.

Timesheets can be created either by Swag, employee portal, or via full access user, restricted user, import or API.

Once a timesheet has been automatically approved, an auto approved icon will be shown on the Approve Timesheets screen.

Rostered shifts 

A rostered shift that has been used to automatically approve a timesheet will not be able to be edited.  A banner will be shown in the shift details to say  'This shift cannot be edited as it has been used to auto approve a timesheet'.

Modifying an automatically approved timesheet

Please refer to the article Timesheets - Modifying When Approved.

Timesheet reports

Once a timesheet has been automatically approved, it will be shown in the Timesheet report as 'System Approved' in the reviewed by column.