Managing Timesheet Approvals Via Care Bank
Once a shift is worked, the time needs to be captured, checked, and approved before it reaches finance. Care Bank handles this end to end — workers submit time from the mobile app, and admins review, adjust where allowed, and approve it under Tasks.
Getting timesheets right protects both your workers' pay and your billing accuracy, so Care Bank gives you clear controls over how time is captured and approved.
How Workers Submit Time
Bank and agency workers record their hours from the mobile app by clocking in and out on their shift. A few settings shape how this works:
- Geofence (optional). If enabled, a worker can only start a shift when they're within a set distance of the site. If your organisation runs without geofencing, workers can clock in from anywhere.
- Timesheet proof attachment (optional). Some organisations ask workers to attach a photo of a signed timesheet; others don't require it.
Reviewing Timesheets Under Tasks
Open Tasks from the main menu and select Timesheet Approvals. The screen shows how many timesheets are pending (for example, 17 Pending Timesheets) and lists each one with:
- Employee and Job ID, and Site Name
- Shift Time (the scheduled start and end) alongside the submitted Timesheet time
- Duration and Billing Duration, including paid and unpaid breaks
- Actions — Approve or Dispute, plus View Reasons where a check is needed
Use the search and filters to work efficiently: search by Job ID, select a site or agency, and filter by processing status (All, Open, or Failed Timesheets), job type (Bank worker jobs or Agency worker jobs), and approval state (Pending Approval, Disputed, Manual Approval Required).
Approving Timesheets
- Manual approval. Review each timesheet and Approve it, or Dispute it to query a discrepancy. An approval cut-off (set in your agency Agreement) is the deadline for everything to be approved.
- Manual approval required. Some timesheets are flagged for a human check — for example, those that exceed expected hours, have been amended, or deviate from the scheduled start and end times. Select View Reasons to see why before deciding.
- Auto-approval (optional). If enabled, timesheets that meet your criteria are approved automatically, with a +/- threshold for tolerated variance and exclusions so higher-risk timesheets always reach a person.
- Bulk action. Select multiple timesheets and use Approve Timesheet to action them together.
Note: Auto-approval, its exclusions, and the approval cut-off are configured per organisation and agency. If your team approves manually, watch the cut-off date so nothing is missed.
Manager Overrides and Rounding
Where enabled, managers can override the times a worker submitted — for instance, to correct an obvious clock-out error — without sending the worker back to redo their submission. Recorded times can also be rounded automatically to a set increment, keeping timesheets consistent.
Tips for Provider Admins
- Know your cut-off. If you approve manually, the agency Agreement's cut-off is your hard deadline — build a routine around it.
- Start with "Manual approval required". Clearing flagged timesheets first focuses your attention where the risk is highest.
- Correct, don't reject. Where you have override rights, a quick correction is usually faster than disputing a timesheet back to the worker.
Check out our step-by-step guide to managing timesheets: