Approve flagged clock-ins
A clock-in that is too long, too short or never stopped waits for your decision before it is paid. Approve it, correct its hours or reject it.
The video for this guide is coming soon.
When a cleaner is paid on clocked hours, the software sets aside the clock-ins that are unusual: they are not paid until you have approved or corrected them. Use this article before each payroll, or as soon as the "… clock-ins to approve" pill is shown. Allow one minute per clock-in.
Once the clock-ins are dealt with, check the hours for the period. For cleanings done without a clock-in, see approve completed cleanings.
Understand why a clock-in is flagged
Each flagged clock-in carries a label that says why.
| Label | What it means |
|---|---|
| Longer than 12 h | The clock-in lasted more than 12 hours |
| Shorter than 5 minutes | The clock-in was started then stopped almost at once |
| More than double the planned duration | The cleaner clocked more than twice the planned time of the job |
| Forgotten clock-out: closed automatically | The cleaner did not stop their clock-in: the software closed it |
| Declined by a manager | The clock-in has already been rejected |
| To check | Another case, to look at |
Under the cleaner's name, the row gives the property, the date, the start and end time, the time clocked and the time planned.
Approve a clock-in
Do this when the clocked hours are right.
Step by step
- 1
Open Finance › Cleaner payroll, then click the "… clock-ins to approve" pill in the "Before paying" banner, or, in the Table view, the "Clock-ins to approve" button. The number of clock-ins waiting is written on the button.
- 2
Check the period in the "From" and "To" fields: the list shows the clock-ins for these dates.
- 3
On the row of the clock-in, click Confirm. The message "Clock-in approved" is shown and the row leaves the list.
Correct the hours of a clock-in
Do this when the cleaner did work, but the hours are wrong.
Step by step
- 1
On the row of the clock-in, click Correct the hours. The "Start" and "End" fields appear.
- 2
Enter the right start time and the right end time.
- 3
Click Save and approve. The message "Clock-in corrected and approved" is shown: the corrected hours are counted in payroll.
- "Cancel" closes the fields without changing anything.
Reject a clock-in
Do this when the clock-in does not match any work.
Step by step
- 1
On the row of the clock-in, click Reject. The "Reason for rejection" field appears.
- 2
Enter the reason, in a few words.
- 3
Click Confirm rejection. The message "Clock-in rejected" is shown.
Avoid clock-ins to approve
Two settings reduce the number of flagged clock-ins. They are in Settings › My company › Organisation, "How do you pay your cleaners?" block.
| Setting | What it does |
|---|---|
| On planned time | The cleaner is paid on the planned time of the job, whatever the clock-in: their clock-ins no longer need approval |
| Clocked hours | The cleaner is paid on their approved clock-ins; without a clock-in, the planned duration applies |
| Cap on hours paid | The hours paid stop at a percentage of the planned duration. Beyond that, the cleaner sends "Report a discrepancy" |
Frequently asked questions
Why does the "Clock-ins to approve" button not appear?
Nobody in your company is paid on clocked hours. The button comes back as soon as one person moves to this pay basis.
Is a flagged clock-in paid in the meantime?
No. It is not paid until an administrator has approved or corrected it.
What happens if I move a cleaner to planned time?
Their clock-ins awaiting approval no longer need approval and their jobs are paid on planned time. Nothing is deleted: if you go back to clocked hours, they come back as they are.
The list is empty, is that normal?
Yes. The message "No clock-ins to check in this period." means that everything is in order for the chosen dates. Widen the period to see the previous months.