Increase the efficiency of managing your employees’ shifts by approving and unapproving them in bulk.
Overview
With batch shift actions, you can select multiple shifts in Time Approval and process them simultaneously.
- Batch Approve Shifts: Approve multiple shifts based on either their scheduled times or their clock-in and clock-out times.
- Batch Unapprove Shifts: Unapprove multiple shifts that have already been approved (but not yet processed by payroll), with options to clear associated pay and bill overrides.
Before you start
Here are some things you must do before you start:
- Contact us to activate Batch Approval on your TrackTik portal.
- Once our team activates Batch Approval, automatic shift approval needs to be disabled.
- Go to Settings
- Select BackOffice Default
- Under Payroll & Overtime Default Settings, choose Auto Approval of Shifts
- Select Do not approve automatically
- SAVE DEFAULT SETTINGS
- Sign out and back into your TrackTik portal for the changes to take effect.
Batch approve shifts based on their scheduled times
To approve shifts based on their scheduled time:
- Go to Schedules & Attendance
- Under Approval & Audit, choose Time Approval
- Filter your shifts based on Region, Account, Position, Employee, and Date as needed.
- From the Batch approve shifts drop-down, choose Based on scheduled shifts.
- The selected shifts will be displayed. Deselect any shifts you do not want to approve.
- Choose Approve to continue or Cancel to return to your previous screen.
Batch approve shifts based on their clock-in / clock-out times
To approve shifts based on their clock-in and clock-out times:
- Go to Schedules & Attendance
- Under Approval & Audit, choose Time Approval
- Filter your shifts based on Region, Account, Position, Employee, and Date as needed.
- From the Batch approve shifts drop-down, choose Based on clock in / clock out.
- Specify the time range for clock-in and clock-out using the sliders.
- Select Bill scheduled hours if necessary
- The selected shifts will be displayed. Deselect any shifts you do not want to approve.
- Choose Approve to continue or Cancel to return to your previous screen.
Batch Unapprove Shifts
This feature allows you to unapprove shifts already approved in a batch, provided they have not yet been processed or locked by payroll.
To unapprove shifts in a batch:
- Go to Schedules & Attendance.
- Under Approval & Audit, choose Time Approval.
- You can filter your shifts by Region, Account, Position, Employee, and Date to locate the shifts you wish to unapprove.
- Click the Batch unapprove shifts button.
- A pop-up window will display the approved shifts that meet your filtered criteria. By default, shifts are not selected (checkboxes not ticked).
- At the top of the pop-up window, you will see two optional checkboxes:
- Clear Pay Override: Select this if you want to remove any pay override values from the shifts being unapproved.
- Clear Bill Override: Select this to remove any bill override values from the unapproved shifts.
- Select the shifts you wish to unapprove by checking the box next to them.
- If you want to select all displayed shifts, click the select all checkbox at the top left.
- Choose Save to proceed with unapproving the selected shifts. This will clear the 'Approved Hours' for these shifts. If selected, Pay/Bill Overrides will also be removed.
- You can also choose Cancel to close the pop-up window without making any changes.
Important: Shifts already processed or locked by payroll cannot be unapproved using this feature.
Conclusion
You can manage your shift approval process more efficiently by selecting shifts based on their scheduled or clock-in/clock-out times and approving and unapproving them as a batch.