For Admins and Managers: Use this article to review and manage staff pending shift requests.
Staff members should use the Pending Shifts article to submit, view, or withdraw their own requests.
Open Pending Shifts
Go to Roster.
Open Pending Shifts.
Select the relevant pending shift request.
The Pending Shifts page shows requests that need review.
Review the pending request
Open the request and review the available details before making a decision.
Check:
The staff member
The rostered shift times
The requested or recorded clock-in and clock-out times
The type of request, such as early clock-on or extra time
Any notes provided by the staff member
The expected impact on the roster, timesheet, or staffing coverage
Only approve a request when the time worked and the requested adjustment are correct.
Check the clock adjustment details
Review the proposed clock adjustment carefully.
Confirm that:
The requested time matches the staff member’s actual work time
The change does not create an incorrect overlap with another shift
The shift date, location, and role are correct
Any additional time follows your organisation’s approved process
The adjustment will not create an unexpected payroll issue
Important: Do not approve a request until you have confirmed the relevant details.
Approve a pending shift request
Check the affected shift or timesheet after approval to confirm the updated time has applied correctly.
Open the pending shift request.
Review the request and clock adjustment details.
Select Approve.
Confirm the approval if prompted.
After approval, the approved clocking adjustment is applied based on your organisation’s setup.
The staff member may receive a notification that their request has been approved.
Deny a pending shift request
Open the pending shift request.
Select Deny.
Enter a clear, factual reason for denying the request. This reason may be visible to the staff member.
Confirm the denial.
Use a clear reason so the staff member understands why the request was not approved.
Examples:
The requested time does not match the rostered or confirmed work time.
The request was submitted for the wrong shift.
The additional time was not approved.
More information is needed before the request can be reviewed.
When a request is denied, the original rostered shift remains unchanged.
Refresh and check the request list
After approving or denying a request:
Return to Pending Shifts.
Refresh the request list if needed.
Confirm that the request no longer appears as pending.
Check the relevant shift or timesheet to confirm the correct outcome has been applied.
If the request still appears as pending after refresh, reopen it and confirm that the action was saved successfully.
Check the staff member’s shift
After approving a request, review the staff member’s shift where required.
Check that:
The approved time is correct
The shift remains assigned to the correct staff member
The roster has no unexpected overlap or gap
The updated time is reflected correctly before payroll is processed
Do not make further changes unless they are required and follow your organisation’s approved process.
Important Notes
This article is for Admins and Managers who can review pending shift requests.
Review every request before approving or denying it.
Approved requests may affect timesheets, rostered hours, and payroll.
Use a clear reason when denying a request.
Denying a request keeps the original rostered shift unchanged.
Staff members should use the Pending Shifts article for submitting, viewing, or withdrawing their own requests.
If payroll has already been processed, follow your organisation’s payroll correction process before making changes.
Troubleshooting
I cannot see Pending Shifts
Your role may not currently have access to review pending shift requests. Ask an administrator to review your access.
I cannot approve or deny a request
Check that you have opened the correct pending request and that you have permission to review pending shifts. If the action is still unavailable, contact an administrator.
The request still appears as pending
Refresh the Pending Shifts list first. If it is still pending, reopen the request and confirm that the approval or denial was saved.
The approved time is not showing on the shift
Refresh the relevant shift or timesheet. If the update is still missing, review the request details and contact an administrator before making another change.
I need to correct an approved request
Review the affected shift and follow your organisation’s approved correction process. If payroll has already been processed, do not make changes until the payroll process has been checked.