This guide explains how to review, approve, and sign off timesheets in Rotageek as a manager or payroll admin. It assumes your organisation is already using the Timesheets / Time & Attendance module and that you have the correct permissions to approve timesheets and, where applicable, perform payroll sign‑off.
Key concepts
A timesheet records the hours your employees actually worked, based on:
Clock‑in/out data
Scheduled shifts
Supervisor adjustments (where permissions allow)
These entries are used for payroll, reporting, and exception handling (e.g. late clock‑ins, missing breaks).
Timesheets can be:
Created automatically from approved schedules
Created from employee clock‑ins (including unscheduled shifts)
Entered or adjusted by supervisors (where your permissions allow)
Approval vs sign‑off
Depending on your configuration, your group may use either a one‑step or two‑step sign‑off process:
One‑step process
Managers approve and sign off timesheets in a single step.
Two‑step process
Managers review and approve/submit timesheets.
A user with “Payroll sign‑off” permission performs the final payroll sign‑off.
This is controlled by a group‑level setting, so different parts of your organisation may follow different workflows.
Daily vs weekly views
You can review timesheets in daily or weekly views, but final sign‑off is weekly:
Timesheets can be approved daily, weekly or monthly.
Timesheets can only be fully signed off at weekly level.
Getting to the Timesheets screen
Log in to Rotageek with your manager or payroll account.
From the left‑hand menu, open Time & Attendance.
Choose either:
Timesheets – Weekly (recommended for sign‑off), or
Timesheets – Daily (for day‑by‑day review).
In the Weekly view you can:
Change the week using the arrows or calendar picker.
Filter by location to see a particular site’s timesheets.
Understanding timesheet statuses & colours
Your timesheet grid will show one row per employee, with colour‑coding to highlight status and potential issues. Typical colours are:
Yellow – Timesheet is awaiting approval
Red – Awaiting approval and a violation/exception has occurred (e.g. missing clock, under‑hours)
Green – Timesheet is approved
You may also see icons or flags for exceptions (late clock‑in, missed break, etc.), based on your configuration and thresholds.
Note: If a timesheet is greyed out it means it has either been signed off, locked, or is in the future.
Reviewing and approving timesheets
Select the correct location and week
Go to Time & Attendance → Timesheets – Weekly.
Use the Location dropdown to pick the site you are responsible for.
Adjust the week to match your payroll period.
Review an individual employee’s timesheet
For each employee row:
Open the timesheet
Click the employee’s row or a specific day to open the detailed view.
Check the details
Start and end times
Breaks
Total hours
Any exceptions (warnings/violations)
Make corrections if needed (according to your policy)
Clock‑in/out times
Breaks
Payroll codes or notes (if your setup uses them)
Save your changes.
If Timesheet Amendments are enabled, later corrections to signed‑off periods will be tracked as amendments in a separate open period for audit purposes.
Approve an individual timesheet
Once you are satisfied an employee’s timesheet is correct:
Open the employee’s weekly timesheet.
Click Approve (or equivalent action) to mark it as approved.
The row should change to green to show it is now approved.
Approve multiple timesheets in bulk (where enabled)
If bulk approval is enabled:
In Timesheets – Weekly, filter to the correct location and week.
Use the checkboxes (or Select all) to choose multiple employees whose timesheets you are happy with.
Click Approve selected (or equivalent bulk approve control).
This is useful once you have reviewed a group of timesheets and only need a single action to approve them all.
Weekly sign‑off for payroll
One‑step sign‑off (manager‑led)
If your group uses one‑step sign‑off:
Ensure all employees for that location and week are in an approved state (green).
From Timesheets – Weekly, use the action menu to Sign off the week for that location.
The week’s status will change to Signed off, and those timesheets are now ready to flow to payroll exports or integrations.
Two‑step sign‑off (manager + payroll)
If your group uses the two‑step process:
Managers
Review and approve each employee’s timesheet as described in section 5.
Use the action (often labelled Submit or similar) to mark the week as submitted for payroll sign‑off.
Payroll sign‑off users (with the “Payroll sign‑off” permission)
Open Timesheets – Weekly for the relevant location/week.
Confirm all rows are approved and any required checks (under‑hours, missing clocks, etc.) are resolved.
Click Sign off to complete payroll sign‑off for that week.
Only after this second step will the timesheets be treated as fully signed off for payroll integrations and exports.
Validation rules and sign‑off blocks (contracted hours)
Your organisation may enforce hours validation rules when signing off timesheets. Depending on configuration:
Hard block – Timesheets cannot be signed off if any employee is under contracted hours.
Soft block – You’ll see a warning, but you can still sign off.
No block – Contracted‑hours validation is ignored.
If you see a message indicating that sign‑off is blocked because someone is under their contracted hours:
Check the employee’s scheduled vs worked hours and leave for that period.
Either correct the timesheet/leave data, or
Speak to your system administrator about whether the validation mode is set correctly for your policy.
Amending signed‑off timesheets
If Timesheet Amendments are enabled for your group:
Previously signed‑off periods remain closed for audit.
Any changes are recorded as amendments in an open amendment period.
The amended data will be included in your next payroll export or integration, depending on your setup.
For customers with payroll integrations, amendments ensure that updates are tracked cleanly without editing the original signed‑off records.
Tips & troubleshooting
I can’t see Timesheets at all
You may not have the correct role/permissions. Contact your internal administrator.
I can’t see the Sign‑off or Payroll Sign‑off options
Possible reasons:
Your group may be configured for a different process.
Your user may not have payroll sign‑off permission.
Check with your Rotageek project owner or admin.
Sign‑off is blocked because of validation errors
Review exceptions and contracted‑hours warnings (often highlighted in red).
Correct the underlying data (timesheets, leave, etc.) and then try sign‑off again.
Our payroll system shows different totals to Rotageek
Confirm that approved, signed‑off timesheets are being used for export.
Check that the relevant integration mapping has been set up correctly.
If you are still unsure, contact the Rotageek support team and we can review your configuration (timesheet settings, validation rules and sign‑off process) to make sure it matches your internal policies.