For staff members: Use this article to submit, view, or withdraw your own early clock-on or extra-time requests.
Managers and administrators should use the Review and Manage Pending Shifts article to review, approve, or deny staff requests.
Understand when a pending shift is created
A Pending Shift request is created when a staff member clocks on early or clocks off late and the extra time needs approval before it is added to the roster.
This can happen when:
A staff member clocks on before their rostered shift starts
A staff member clocks off after their rostered shift ends
A staff member clocks on when there is no rostered shift linked
The system detects extra time that must be reviewed by an admin
When this happens, the staff member may see an Extra time requires approval message. They can enter a reason explaining why the extra time was needed, then submit it for approval.
Submit an early clock-on or extra time request
When the Extra time requires approval window appears, the staff member should:
Review the Heads up message.
Check how many minutes early or extra were recorded.
Enter a clear reason in the Reason field.
Select Submit for approval.
After submitting, the staff member will see a success message confirming they have been clocked on and the extra time has been submitted for approval.
Clock on without a rostered shift, if needed
In some cases, a staff member may need to clock on even if no rostered shift is linked.
To do this, they should:
Select Clocking on without a rostered shift?
Review the warning that no rostered shift will be linked.
Select Clock on without rostered shift.
This clock-on will be recorded as work without a linked rostered shift. Your request may need to be reviewed before any time is added to your shift.
Important: Only use this option when your organisation has instructed you to do so.
Check your pending request
After submitting an early clock-on or extra-time request, you can return to Pending Shifts to check whether your own request appears.
Your request may show one of these statuses:
Pending: Your request is waiting for review.
Approved: Your requested time has been accepted.
Denied: Your request was not approved and the original shift remains unchanged.
Withdrawn: You cancelled the request before it was reviewed.
If you cannot find your request, refresh the page first. If it is still missing, contact your manager or administrator.
Withdraw a pending request
A staff member can withdraw a request while it is still pending.
To withdraw:
Open Pending Shift from the clock menu.
Find the pending request.
Select Withdraw request.
Confirm by selecting Withdraw request again.
Once withdrawn, the request cannot be approved or denied unless it is submitted again.
Important Notes
Pending shifts do not automatically appear on the roster until they are approved.
If your request is approved, the requested time may be added to your shift.
If your request is denied, the original rostered shift remains unchanged.
Withdrawn requests cannot be approved or denied unless submitted again.
If a staff member clocks on without a rostered shift, the clock event may need to be reviewed and linked to the correct rostered shift later.
If the system shows Clocked off before scheduled shift start, review carefully before approving. This may mean the staff member clocked off before the source shift began.
Troubleshooting
I cannot submit a request
Check that you completed the required information. If you still cannot submit the request, contact your manager or administrator.
I cannot find my pending request
Refresh the Pending Shifts page. If you still cannot find your request, contact your manager or administrator.
I need to change or cancel my request
Open your pending request and select Withdraw if that option is available. If you cannot withdraw it, contact your manager or administrator.
My request is still pending
Your request may still be waiting for review. Contact your manager or administrator if you need an update.
My request was approved but my shift has not updated
Contact your manager or administrator and ask them to review the request. Do not submit another request unless they advise you to.