What is it?
Auto-approval takes the hassle out of timesheet reviews.
For staff who clock in and out using Rota, eligible timesheets can now skip manual review and go straight to an Approved state.
This means less admin for Home Managers and faster payroll processing, while keeping all your audit records accurate.
How it works
When a worker clocks in and out, their timesheet is automatically checked against their scheduled shift times.
If everything lines up correctly, the system auto-approves the timesheet for you.
A timesheet will be auto-approved if:
The worker clocks in on time or up to 15 minutes early
The worker clocks out on time or up to 15 minutes late
If both of these conditions are met:
The timesheet skips the “Submitted” step and moves directly to Approved
It’s clearly tagged as Auto-Approved so you always have a record of when and how it was processed
Who gets it?
This feature is available to all clients using Physical Clock-In/Out on Rota.
If needed, if you want this feature enabled - just contact Support.
Why it matters
Reduces manual approvals - fewer timesheets to check by hand
Saves time for Home Managers and HCOs
Speeds up payroll and cuts down on processing delays
Keeps full visibility with clear audit trails for all auto-approved records
What you’ll see
In your Timesheets view, you’ll notice:
Timesheets tagged as Auto-Approved
The option to filter by Auto-Approved records for easy reporting
FAQs
What if someone works overtime?
If a worker clocks out more than 15 minutes late, their timesheet won’t be auto-approved. It will stay in the normal workflow so you can review and decide whether to approve overtime.
Can the 15-minute tolerance be changed?
Not at the moment, but configurable time tolerances are being considered for future updates.