Setting Up Third-Party Approvals in VeriClock

VeriClock's Third Party Approval feature helps enhance compliance and reduce billing disputes by enabling clients or third parties to review and electronically sign employee timesheets. To enable the feature, navigate to Settings > Time > Third Party Approval and configure various approval options, including email notifications, SMS requests, and the ability for third parties to sign directly on employee devices or on paper. The feature can be set to send automatic approval requests when an employee clocks out, or on a set schedule. Third party approvers can be assigned to individual jobs, and contact details are stored for easy reference.

Company Settings

To enable this feature, browse to Settings > Time > Third Party Approval 

• Select the checkbox to Enable Third Party Approvals.
• Under 'Contact on the E-mail sent to the third party' select a contact person for third party signatures from your account - this is the person at your company that will the primary point of contact if the third party approver has any questions.
• CC all request emails to the above contact -  this sends a copy of all third party emails to the contact selected in the dropdown box on this page.

Several approval options that can be setup on this page are:

• Third Party can sign on Employee's Device - If this is selected, the employee can hand their device (phone, tablet, computer) to the third party for them to review the time and then electronically sign directly on that device.
• Third Party can sign on Paper - This option allows printing the signoff page so the third party can print out, sign, and physically turn in the printed approval.
• Third Party Requests can be sent by SMS (each SMS costzs $0.10) - Allow a third party approval request to be sent a text/SMS at a .10 charge per SMS sent.
• Automatically send requests when employee clocks out - This is a brand new option that will cause the third party approval request to generate automatically and immediately after an employee clocks out, sending the request to the approver set for each job.
• Automatically send requests - You can also schedule a time to have third party approval requests sent out automatically on a daily/weekly/per pay period basis for specified employees or for specific jobs.

• To save these settings, click Save.

Job Settings

Third party approvers are associated with individual jobs.  One individual can be an approver for multiple jobs.

Go to the tabs Jobs > click Add Job to add a new job, or click the blue Edit button to the right of a job to edit an existing job-->click on the Approver tab-->Select an existing approver or click Create New to add contact details for a new third party approver.

• Fill out this section with the email address and mobile phone number for the approver whom will be signing off on the employee’s time.
• Note: if an email or phone number is not provided, the approver will only be able to sign off using the employee's device
• Click Save. 

For more information, see our full list of Third Party Approval guides