Pre-authorise timesheets in Humanforce Work app

Follow this guide to review and action timesheet pre-authorisation in the Humanforce Work App when using a two-step approval workflow.

Part 1: Identify users who can pre-authorise or authorise

1. Review access levels and permissions to confirm which users can pre-authorise, fully authorise, or override.

   • You can view and manage access levels under Admin > Security Config > Access Levels.

2. Users with pre-authorise permission can update a timesheet to Pre-authorised.

3. Users with authorisation permission can fully authorise timesheets, as long as they didn’t pre-authorise the same one.

4. Users with override permission can both pre-authorise and authorise the same timesheet.

For setup and permission configuration, see Enable and use timesheet pre-authorisation in Humanforce WFM.

Once permissions are configured, users will see options to pre-authorise or authorise as appropriate on timesheets.

Part 2: Pre-authorise timesheets from the list view

1. Go to Manager > Timesheets
2. Use the filter menu to select Unauthorised to view timesheets that need action.
3. Look for timesheets that show a pre-authorise icon.
4. Tap the Authorise button.
   • If you have pre-authorise permission, the timesheet status will update to pre-authorised and move into that filter.

If you don’t see the pre-authorise button, you may not have the required permission or the employee may not require pre-authorisation.

The timesheet status changes to Pre-authorised and is removed from the Unauthorised list.

Part 3: Pre-authorise timesheets during editing

1. Tap a timesheet to open the Edit Timesheet screen.
2. Toggle Pre-authorise to ON.
   • If you don’t have permission to authorise, the Authorise toggle will be disabled with a tooltip.
3. Tap save.

The timesheet is marked as pre-authorised and no longer appears under the unauthorised filter.

Part 4: Fully authorise pre-authorised timesheets

1. In the timesheet list, filter by Pre-authorised.
2. Tap Authorise on any timesheet not pre-authorised by you.
   • If you pre-authorised the timesheet and don't have override permission, the Authorise button will be disabled with a tooltip.

The timesheet status updates to Authorised and it becomes ready for payroll processing.

Part 5: Bulk pre-authorise or authorise timesheets

1. Go to the Unauthorised view in the Timesheets section.
2. Tap Select All in the top right corner, or long hold to select individual employees
3. Tap the three dots menu.
4. Tap Authorise all from the bulk actions.

   • Timesheets that require pre-authorisation will be updated to Pre-authorised.

   • Timesheets that don’t require pre-authorisation will be fully authorised, if you have permission.

   • If you pre-authorised a timesheet, you won’t be able to authorise it unless you have override permission.

All eligible timesheets are moved to either the Pre-authorised or Authorised filter based on your permission level.

Additional information

• Pre-authorisation is an optional setting for specific employees, configured in their Clock-in settings.

• A pre-authorised timesheet must still be fully authorised by a different user, unless that user has override permissions.

• Timesheets marked as Pre-authorised are not yet approved for payroll.

• Auto-authorised timesheets skip the pre-authorisation step entirely.

• Editing a pre-authorised or authorised timesheet may revert it to Unauthorised, unless the user has the permission Do not unauthorise a timesheet when modified.

• Timesheets created by approved leave requests are fully authorised automatically and don’t require pre-authorisation.

• The Pre-authorised filter only appears if pre-authorisation is enabled for at least one employee.

• Users with self-authorisation permission skip the pre-authorisation step.