Objective

The objective of this tutorial is to show you how to set auto-approval rules to make the application auto-approve the timesheets.

Overview

Access from your: Computer
Applies to: Manager and Supervisor

The 'Timesheets Auto-Approval Rules' allows you to set rules for your employee's timesheet to be auto approved. On clock out, if a time-sheet follows the rules you set - it will be automatically approved.

Setting up the timesheet auto approval process is based on the following:

  • Timesheet Length (Shift not necessary)
  • Shift Deviation (Shift necessary for the corresponding date)

Time Sheet Length

By increasing the ‘Minimum’ and ‘Maximum’ under ‘Timesheet Length Rules’, the ‘Auto-approval Rules’ will observe the corresponding timesheets automatically.

Shift Deviation

‘Shift Deviation Rules’ requires a corresponding shift to auto-approve the timesheet against that shift.

This rule ensures that, if an employee has clocked in and clocked out according to his scheduled timings, then only the timesheet can be auto-approved. 

Note: Having no shift for the date of 'Timesheet' entry will void the auto-approval rule.

You can select whether you want only one rule to be followed for auto-approval or you want both the rules to be followed for the auto-approval to work.

Deviation from shift start and Deviation from shift end:

The values which we set under (Deviation from shift start +/- and Deviation from shift end +/-) allow you to set up the least acceptable time deviation.

Choosing both rules means: The timesheet must obey both the rules which are set under the 'Timesheet Length Rules and Shift Deviation Rules' to get auto-approved.

Choosing at least one rule: Satisfying any 'one' out of the set rules under 'Timesheet Length Rules' and 'Shift Deviation Rules' will endorse the Timesheet for auto approval.

Things to know before you begin:

  1. You must have a manager/admin and supervisors access privileges in Humanity to create auto-approval rules.
  2. The auto-approval timesheet rule would be applied to the clock in and clock outs.
  3. The shift-deviation rule would be applied if the user is assigned on a shift.

The scenario outlined in this tutorial consists of the following building blocks:

  1. Set Auto-approval Rules
  2. Remove Auto-approval Rules

Set Auto-approval Rules

Step 1: Click ‘Time Clock’ module as shown in Image 1.

Image 1

Step 2: Click ‘Auto-approval Rules’ tab from the left-hand side as shown in Image 2.

Image 2

Step 3: Slide the shift length to the appropriate hour length under “Select minimum and maximum timesheet length as shown in Image 3.

Image 3

Step 4: If you want to include ‘Shift Deviation Rules’, check the option ‘Include timesheet deviation from shift’ as shown in Image 4. 

Image 4

Step 5: Select the time from the drop-down under ‘Deviation from shift start and end (+/- minutes)’ as shown in Image 5.

Image 5

Note: If you want the timesheets which were accurately recorded against the shift times to be auto-approved then set '0/Off' from the drop-down menu.

Step 6: Select ‘both’ or ‘at least one’ tab as shown in Image 6.

Image 6

Notes:

  1. Choosing both rules means: The timesheet must obey both the rules which are set under the 'Timesheet Length Rules and Shift Deviation Rules' to get auto-approved.
  2. Choosing at least one rule: Satisfying any 'one' out of the set rules under 'Timesheet Length Rules' and 'Shift Deviation Rules' will endorse the Timesheet for auto approval.

Step 7: Click ‘Save’ as shown in Image 7.

Image 7

That’s it, ‘Auto-approval Rules’ are created. Any timesheet that falls within the parameters of the set rules would be auto-approved.

Remove Auto-approval Rules

Step 1: Click ‘Time Clock’ module as shown in Image 8.

Image 8

Step 2: Click ‘Auto-approval Rules’ tab from the left-hand side as shown in Image 9.

Image 9

Step 3: Click ‘Remove rules’ tab as shown in Image 10.

Image 10

Step 4: Click 'OK' to confirm removal of the auto-approval rule as shown in Image 11.

Image 11

If you have any further queries, please don't hesitate to reach us at support@humanity.com. Happy Scheduling!

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