Enable and use timesheet pre-authorisation in Humanforce WFM

Follow this guide to enable and apply a two-step approval process for timesheets in Humanforce WFM, ensuring tighter control before final payroll authorisation.

Part 1: Enable the pre-authorisation feature

1. Go to Admin > System Config > Clock-in Settings.
2. Click Edit on the clock-in settings you want to apply multi-level authorisation to.
3. Select the checkbox Require timesheet pre-authorisation.
4. Click Save.

Timesheets for employees linked to this clock-in setting will now require pre-authorisation before they can be fully authorised.

Part 2: Review permissions for pre-authorisation

Humanforce WFM includes specific permissions that control who can pre-authorise, fully authorise, or override timesheet approvals. Review and apply the following to access levels as needed:

1. Go to Admin > Security Config > Access Levels.
2. Locate the Access Level you wish to update, then click Edit.
3. Click on the Permissions tab.
4. In the Filter term search bar, type Pre-Auth.
5. Apply the relevant permissions:
   • Allow Authorisation / Pre-authorisation of others’ timesheets
     Enables users to either pre-authorise or fully authorise (but not both) another user’s timesheet, depending on clock-in settings.
   • Allow full authorisation of pre-authorised timesheets
     Enables users to move a timesheet from Pre-authorised to Authorised. Typically used by payroll or senior managers.
   • Override multi-manager authorisation requirement for pre-authorised timesheets
     Allows a user to both pre-authorise and fully authorise the same timesheet. Users with this permission can bypass pre-authorisation entirely, including when bulk authorising from the Timesheet screen.
6. Click Apply Changes.

When saved, the pre-authorisation status will be visible for employees linked to this access level.

Users cannot authorise a timesheet they pre-authorised unless they have the override permission.

Part 3: Pre-authorise timesheets

You can pre-authorise timesheets individually, in bulk, or during edits.

Single timesheet pre-authorisation

1. Go to Management > Timesheets > Daily Authorisation/Timesheets.
2. Hover over the Actions section of an unauthorised timesheet.
3. Click the Pre-authorise icon.

Bulk pre-authorisation

1. Use the checkboxes to select multiple unauthorised timesheets.
2. Click Pre-authorise at the top of the screen.

Pre-authorise while editing a timesheet

1. Click Edit on the timesheet.
2. Select the Pre-authorise checkbox.
   • Only visible if the employee clock in settings has pre-authorisation enabled.
3. Save the timesheet.

All valid selections will be immediately updated to Pre-authorised status.

Part 4: Fully authorise pre-authorised timesheets 

1. Go to Management > Timesheets > Daily Authorisation/Timesheets.
2. Use the Pre-authorised filter to find timesheets awaiting final approval.
3. Hover over the Actions section of an pre-authorised timesheet.
4. Click the Authorise icon.

If you pre-authorised the timesheet, you will need the Override multi-manager authorisation requirement permission to finalise it.
Authorising to rostered time also requires additional access permissions.

Additional information

• Pre-authorised timesheets are not costed and processed in payroll.
• Auto-authorised timesheets bypass the pre-authorisation step.
• Users with self-authorise access can skip pre-authorisation even if required by clock-in settings.
• Pre-authorised timesheets are not shown separately in timesheet totals.