Setting Up Time Entry Approval Workflows

Learn how to use time entry approvals in VeriClock to lock approved time events and prevent edits after payroll processing. This guide explains how admins and managers can approve or unapprove time entries, enforce edit restrictions, track changes using edit history, filter approved time in reports, and sync only approved events with payroll integrations like QuickBooks or Sage 50.

Our approval feature allows you to lock in time events to prevent them from being edited. In this way admin or managers with permission can approve time events and let other admin know at a glance that the event has been approved. This is a way of locking in an approval of a time event to prevent editing of time that has already been sent to payroll of for which an employee has already been paid. 

• To prevent approved time from being edited, go to Settings → Time → Settings → check the box next to this option and click Save. 

• To approve time, go to Time → Activity → Select a time period to view → to approve a particular event, click on the circle at the left of the employee time event, as indicated in the screenshot below.  This approves the event and will send a warning if anyone attempts to edit this time event.

• If an admin or manager with permissions needs to edit a time event, they will need to click the approval circle again or the little box to the right of the time event to un-approve the event before edits can be made.

• Every time an event has been edited, approved or unapproved, these changes to a time event will be logged under Edit History. To view the edit history of an event, click on the time event → scroll down to the bottom of the time event → under Edit History, rows are displayed noting any changes made to the clock event.

• You can print a report and include all time, only approved time, or only unapproved time.  In your report, select the time events you wish to view.  See Customizing Your Reports & Templates 

• Additionally when integrating with QuickBooks or Sage 50, there is an option to only sync time events that have been approved.

See How to Approve Time Events - For Managers