How to approve time log entries on the Back Office Dashboard?

Time Logs provide a chronological record of guards’ shifts and breaks. If a guard works multiple shifts at the same post site on the same day, each shift and its associated breaks are displayed separately.

It helps you to monitor guard punctuality and schedule compliance, review and approve shift and break entries, track hours used to generate Time Cards, and support accurate payroll and invoice processing.

📌 Prerequisites

Before you begin, ensure the following requirements are met:

• You have access to the Time Clock > Time Logs section.

• Guard clock-in/out records have been generated in the system.

• You have the required permissions to approve or manage Time Logs.

✅ This guide explains how to view, approve, manage, and automate Time Log approvals from the Back Office Dashboard.

🔎Step 1: Navigate to Time Logs

1. From the main menu, go to Time Clock > Time Logs.
2. The Time Logs page displays all recorded shift and break entries.
3. Use the available filters to quickly locate the required entries.

✅Step 2: Approve an Individual Time Log

You can review and approve a time log individually.

1. Locate the required Pending time log.
2. Review the clock-in time, clock-out time and total duration.
3. Click the Pending status under the Duration column.
4. Confirm the pop-up action to approve the log.
5. The status changes from Pending to Approved.

⚙️Step 3: Manage a Time Log Entry

You can edit, approve, delete, or review the activity history of an individual time log.

1. Locate the time log entry you want to manage.
2. Click the More (⋮) icon next to the entry.
3. Select the required action:
   • Edit – Update details such as the clock-in or clock-out time when corrections are required.
   • Delete – Permanently delete an incorrectly created or unnecessary time log.
   • View Logs – Review the activity and changes made to the time log.
   • Approve/Disapprove – Approve or disapprove a pending time log after reviewing its details.
4. If you select Approve, the time log status changes from Pending to Approved.

📌 Important: Always verify the time log details before approving an entry, as approved entries may be used to calculate hours and payroll. Deleted time logs cannot be recovered.

📋Step 4: Bulk Approve, Disapprove, or Delete Time Logs

You can manage multiple time logs at once using the Action button. Filter the required entries, then follow the steps below:

1. Select the time logs you want to manage using the checkboxes. 
2. Click Action in the top-left corner.
3. Select the required action:
   • Approve – Approve all the selected time logs.
   • Disapprove – Disapprove all the selected time logs.
   • Delete – Permanently delete all the selected time logs.
4. Confirm the action when prompted.

📌 Important: Deleted time logs cannot be recovered. Carefully review the selected entries before choosing Delete.

🤖Step 5: Enable Auto-Approval for All Guards

If you want to eliminate manual approval, you can enable Auto Approve Time Logs. Once enabled, time logs generated from guard clock-in and clock-out activities are automatically approved.

1. Click your Company Name in the top-right corner.
2. Select Settings.
3. Under Global Guard Settings, open the Time Clock tab.
4. Enable Auto Approve Time Logs.
5. Click Save.

📌 Important: This setting applies to all guards in the organization. Once enabled, time logs generated when guards clock in and clock out will be automatically approved. You can still review and edit the time logs whenever required.

👤Step 6: Enable or Disable Auto-Approval for an Individual Guard

You can configure the auto-approval setting for an individual guard when you need a different setting from the company-wide configuration.

1. Go to Security Team > Security Guards.
2. Select the required guard.
3. Open the Settings tab.
4. Navigate to the Time Clock section.
5. Enable or disable Auto Approve Time Logs as required.
6. Click Save.

📌 Important: The individual guard setting overrides the global Auto Approve Time Logs setting for that guard.