Approval Workflow
Time tracking is a Premium feature. You need a Premium subscription to use it.
Time tracking in medishift follows an approval workflow: employees submit their times, team leads review and approve them. This ensures that only correct times flow into the overtime account.
Status Overview
Every time entry follows a clear status lifecycle:
Submitted → Approved / Correction Needed / Discarded
For a complete overview of all statuses, see Managing Entries.
For Employees
Submitting Entries
Your time entries are submitted automatically — you don't need to do anything extra:
- After clocking out, the entry is automatically marked as "Submitted".
- Manually added times (via "Add Time Entry") are also submitted immediately.
Once the entry is submitted, your team lead can review and approve it.
You cannot edit submitted entries yourself. If something is wrong, you can request a change on approved entries.
Learn more about clocking in and out under Clocking In and Out.
For Team Leads
Approving Entries
Here's how to review and approve submitted time entries:
- Open the Team tab in time tracking.
- The "Pending" KPI tile shows the number of open entries.
- Click on an entry to open the detail view.
- Review the times: clock-in/out, breaks, actual/target, difference.
- Choose an action:
| Action | Description |
|---|---|
| Approve | Entry is approved, net time is frozen and flows into the overtime account |
| Request Correction | Entry goes back to the employee with a reason |
| Correct | You adjust the times directly (clock-in/out, breaks) — reason required |
| Discard | Entry is marked as invalid (stays in the log, doesn't count) |
Auto-Approval
Auto-approval is an opt-in setting that you can enable in the time tracking settings (see Setting Up Time Tracking).
When enabled:
- Submitted entries are immediately approved automatically.
- Exception: Entries with ArbZG warnings are not auto-approved — they remain "Submitted" and must be manually reviewed.
Learn more about compliance checks under ArbZG Compliance.
Auto-approval saves time on routine entries. Entries with anomalies (e.g., unusually long working hours) still land in your inbox.
Correcting Entries
If the times are incorrect, you can adjust them directly:
- Open the detail view of the entry.
- Click "Correct" — edit mode is activated.
- Adjust the values: clock-in/out time, breaks (add, remove, or modify).
- Enter a reason (saved in the audit log).
- Save the changes — the entry is automatically approved.
Every correction is fully documented in the audit log. Make sure the reason is clear and traceable.
Processing Change Requests
Employees can request changes on already approved entries. Here's how to process them:
- The "Change Requests" KPI tile shows open requests.
- Click on the entry to open the detail view.
- You'll see: Current times vs. Requested times + the employee's reason.
- Choose an action:
| Action | Description |
|---|---|
| Accept | Requested times are applied, entry remains approved |
| Reject | Request is rejected, entry remains unchanged |
Audit Log (Audit Trail)
Every action is fully documented and visible in the detail view under the "Log" tab.
The following events are recorded:
- Submitted
- Approved / Auto-approved
- Corrected (with reason)
- Correction requested (with reason)
- Discarded
- Change requested / Change accepted / Change rejected
Log entries cannot be deleted or modified after the fact. This ensures the complete history of every time entry is always traceable.
Frequently Asked Questions
Can I approve multiple entries at once?
Currently, you need to review and approve each entry individually.
What happens when I discard an entry?
The entry is marked as "Discarded" and does not count toward the overtime account. However, it remains in the audit log.
Are employees notified when I approve or reject an entry?
The status change is immediately visible in the employee's time entry list.
Can I undo an approval?
Yes, you can retroactively adjust approved entries via "Correct". The change is documented in the audit log.