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Review and approve assignments
Use the Assignments register to check the times, correct them if needed, and approve each worker after the shift.
Last updated · 10 November 2026
After the worker clocks out and submits their progress note, review the assignment, its support allocation, breaks and travel. You need Scheduling edit access for review actions. Approving confirms the delivered work. Enabled billing and payroll features use the approved record for their respective next steps. It does not issue an invoice or finalise payroll.
Open the Assignments register
Go to Schedule›Assignments. The register lists published assignments with their scheduled and actual times. All active excludes approved and cancelled work. Use Awaiting approval to find finished assignments with both clock times that have not yet been approved, or choose another status to find older records.
Review the assignment
Select a row to open the review drawer. It is the same Worker assignments drawer used to manage the shift, scoped to that one worker. Its Timesheet section shows Clock in, Clock out, Total time worked and Workflow status, followed by Participants serviced. A Progress notes section below it shows the worker’s submitted note (or “No progress note submitted yet.”), any Shift summary text, and a Photos gallery of anything the worker added on mobile.
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This genuine submitted visit shows 5.21 net minutes after its recorded break. Ready for review is the office decision still to make.
On a group run, Participants serviced carries an attendance status per person: Complete, Left early, No show, Cancelled, and two that need your attention:
- Not picked up (a warning, 0 min): the worker clocked off without ever collecting this participant.
- To pick up: the run has not reached them yet.
Two more only ever show before the worker clocks out, which is before the review you are doing here: Not started (the worker has not clocked in yet) and In session (clocked in, still with this participant).
If the assignment has open claim-risk warnings, a yellow Claim review block appears above Progress notes, headed “This assignment has claim-risk warnings.”, listing each one with “Review each warning before approving.” underneath.
Check the complete assignment before approving:
| Part | Decision to make |
|---|---|
| Clock in / Clock out | Compare recorded times with planned work and independent evidence. Do not replace clocks merely to match the roster. |
| Total time worked | Check the net recorded support time after breaks, rather than assuming the planned duration was worked. |
| Participants serviced | Confirm who actually attended and review group pickup/departure or cancellation outcomes. |
| Progress notes / Shift summary / Photos | Read the current submission and supporting evidence. A title or summary alone is not the full note. |
| Support code timing / support table | Add post-service codes when required and check each support and the billable minutes or quantity. |
| Breaks / Travel | Resolve missing, incorrect or unreviewed entries through their own controls before sign-off. |
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Read the full submitted note and separate Shift summary. This genuine note is awaiting office review; Edit and Reject are different correction choices.
Correct the clocked times, if you need to
Select Edit times while the assignment is unapproved to open Edit clocked times. Correct the assignment’s single Clock in and Clock out pair. The end must be after the start.
Enter Reason for changing times whenever you change the clocks, then select Save times. This saves the correction; approval is a separate action.
Worker recorded remains visible as your reference. The worker’s original clock evidence is preserved alongside the office correction and its reason.
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This unsaved example proposes an 8:55 pm finish. The required reason is blank and Save times has not been selected; the original 8:54 pm finish is unchanged.
Support allocation is separate from the clocks. If minutes need to move between time-based support codes, edit Billable time (MIN) in the support table where the assignment has multiple time-based supports, then close the drawer normally or continue the review action so the changes are saved. Reopen to verify if you leave the review before approval. A single time-based support uses the calculated time. Check the allocation against the corrected time after breaks before approving. Do not try to enter a separate clock pair for each support code.
Note
Where billing applies, approval of the corrected assignment normally carries the time review into Billing. Check any remaining Needs attention warnings and the Edited time comparison. A further source change can require fresh review; an approved clock correction alone does not require a second Billing confirmation.
Approve
Select Approve, then confirm in the dialog.
- With no warnings it reads Approve assignment? / “By approving, you confirm that you have checked the actual clock times.”
- With claim-risk warnings it lists them and asks you to review each one before approving.
- After a time correction it reads Approve edited times? and shows a diff table: the date, then Worker recorded and Changed to, with rows for Clock in and Clock out and the changed values emphasised. It widens when the edit crosses days.
When every worker on a shift is approved, the shift becomes Approved; while only some are done it shows Part approved.
Example: review a late finish
Suppose Jordan was booked 9:00 AM to 11:00 AM, recorded 9:02 AM to 11:10 AM and explains the late finish in the submitted note. Compare that explanation, attendance and any break or travel evidence. If the recorded times are correct, approve the actual record rather than forcing it to the planned finish. If the worker confirms the finish was recorded incorrectly, use Edit times, enter the correct date/time and a factual Reason for changing times, then read the changed-time comparison at approval.
After approval, reopen the assignment and check Workflow status for the saved approval time. On a multi-worker shift, repeat this check for the other workers. An Approved result confirms office sign-off, not eligibility for every possible participant charge or payroll item.
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The same visit is now Approved with its saved office-review time. Clocks and 5.21 net minutes are unchanged. Undo is a separate permitted correction workflow.
The attendance warnings at approval
The Claim review block can show these attendance warnings. Resolve the underlying attendance before approval. A participant recorded as a no-show, or never picked up on a finished group run, needs a saved cancellation or no-charge decision; attempting to approve unresolved attendance can show Resolve participant attendance before approving.
{Name} was never picked up. Confirm with the worker what occurred. If they did not attend, record the correct cancellation outcome and separately assess whether a cancellation charge is permitted.
{Name} was marked a no-show by the worker. Review the attendance evidence, record the correct cancellation outcome and check charge eligibility before billing.
If the worker’s attendance record is wrong, check independent delivery evidence before correcting it. On an eligible unapproved group assignment, Time serviced MIN accepts whole minutes from zero to the recorded support duration. A positive value changes the attendance to Complete or Left early; zero retains a no-show or not-picked-up outcome. Check Participant attendance updated. and the saved result. Do not enter delivered minutes for someone who did not attend. For a genuine absence, use the cancellation workflow and separately assess any permitted charge before retrying approval.
Watch out
Do not bill undelivered support as delivered care. Use Cancel a shift to record an eligible cancellation, then review the agreement, support item, notice and other published cancellation conditions before choosing whether to charge. A no-show or an approval does not establish charge eligibility.
Check active overnight minutes for a sleepover
When a sleepover support is selected, Timesheet also shows Active overnight minutes. Compare this value with the worker’s submitted account of active support during the night. Enter whole minutes of that active work, not the entire sleepover duration: for example, 45 minutes of active care is 45, not eight hours converted to 480. Leave a missing answer unresolved until you have evidence; an explicit zero means no active support was recorded in this field.
An eligible office edit saves on the assignment. Wait for saving and reopen to verify the value before approval. It does not replace the Clock in / Clock out pair or the separate support-table allocation. When billing applies, the app can calculate an hourly top-up beyond the 120 minutes included in its sleepover charge calculation. Check the delivered service, agreement and resulting charge separately; this field does not by itself establish claim eligibility or determine the worker’s whole pay.
How approval feeds billing
When billing is enabled, approving is the gate to claiming. An approved assignment confirms the times and support that were delivered, which is what billing and claiming draw on. Until an assignment is approved, it is not ready to claim.
Check flat-rate items separately. A sleepover can still generate one flat charge when its edited support minutes are zero. Setting minutes to zero is not the same as removing that charge. Review the service actually delivered and the agreement, then archive an unsupported open charge before generating an invoice. Approval does not establish claim eligibility.
Tip
You can also approve from the shift itself: open it, select Manage assignments, and use the same Approve and Edit times actions there.
Check clock locations and travel evidence
Clock-in and clock-out can include an approximate recorded location even when the workspace’s geofencing check is off. The location is evidence of a point in time, not continuous tracking through the shift. Poor reception may leave a location missing or less precise.
Open each recorded travel leg to compare Snap to Road and GPS Points, check whether its route is GPS-tracked or estimated, and confirm the destination and kilometres. See Travel on a shift. These checks sit alongside the worker’s times, notes and completed tasks before office approval.
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The genuine blocked attempt was 1.11 km from the shift address. It is separate from the later successful clock-in and does not show continuous tracking.
Return a progress note for correction
In Progress notes, select Reject on an unapproved submitted note. In Reject progress notes?, add a Message from the office (optional) explaining what needs fixing, then confirm Reject. The note is returned so the worker can correct and resubmit it. The worker sees Notes returned; the Assignments register filter is Notes rejected. This does not invent a new clock-in or erase the earlier submission.
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This correction request is an unsent draft. Cancel closes the confirmation and keeps the submitted note unchanged; Reject would return it to the worker.
Wait for resubmission before adding office travel or changing breaks. Once an assignment is approved, undo approval before using an eligible correction action. Issued billing or finalised payroll can still prevent a change.
Missing breaks, travel and a copy of the record
- Add or correct a break after checking the worker’s account of what happened.
- Use Add travel for a missing trip, then review and approve it separately. See Travel on a shift.
- For an eligible Completed or Approved shift, export the saved shift to PDF.
For an office correction to the submitted note itself, use Edit in Progress notes before approval. This opens Edit progress notes. Save the corrected text and confirm any staged photo removals. Use Reject instead when the worker needs to make the correction and resubmit.
Use Ready to approve for several assignments
- Open Schedule > Assignments and select Ready to approve. This view contains submitted work whose travel and other approval checks are complete. It is different from the wider Awaiting approval status filter.
- Set Worker or search to narrow the intended group. Open individual rows to inspect or correct them before bulk approval. The count covers all matching pages, not only rows on screen.
- Select Approve all. Read Approve all? and the matching assignment count, then select Confirm only after reviewing that scope.
- Stay on the page while checking and approval run. The dialog shows progress. Completed approvals stay saved if another assignment fails.
- Read each assignment listed as not approved. Correct the cause in its own review, then use Retry remaining where offered, or refresh and review the remaining list. Do not assume the whole action rolled back.
If an assignment is missing from Ready to approve, find it under Assignments using the status and worker filters. Check clock-out, the current submitted note, support allocation where billing is required, and unresolved travel. Read the assignment’s actual blocking message before changing anything.
Undo approval and review retained work
Open the approved assignment and select Undo when a correction is needed. In Undo assignment approval?, read the impact, including any unbilled charges to be removed, type undo into the confirmation field and select Undo. Recorded work stays saved. Recheck the assignment and approve it again after the correction. Issued charges and finalised pay can protect the existing record from changes. At the first actual clock-in, the shift retains its invoicing and payroll choices for all workers, including those who start later. A later workspace change does not rewrite that shift’s choices. A genuine earlier clock recorded offline can establish the earlier start when it syncs. Approval also retains the reviewed pricing. Current workspace settings still control which screens and actions are available now. Older records retain their historical financial exclusions, which can differ between worker assignments.
A cancelled assignment with retained recorded work can offer Review retained work. Check the care and completed travel actually retained, then confirm the dedicated review. This keeps the worker note’s existing status and does not create a missing note. Review the cancellation charge separately so the same support is not charged twice.