Shift Approval
When a shift is flagged for review, the supervisor checks the details and approves it before it goes to payroll.
Why it matters
Most shifts are clean — the worker started on time, worked their hours, and left on schedule. No action needed. But some shifts have something unusual: a very late arrival, personal time, unscheduled work, or overtime. These shifts need a human decision before they're processed for pay.
Reviewing shifts is quick. FabWise shows you exactly what triggered the flag and gives you the data to decide in seconds.
How it works
Every completed shift runs through automated checks. If any check returns "review," the shift lands in your review queue. You see:
- Why it was flagged — the specific reasons, in plain language
- What happened — scheduled vs actual times, breaks taken, net hours
- Your options — acknowledge the exception, or correct the times
Once all exceptions are acknowledged or resolved, the shift is ready to include in payroll. Sign off on the worker's week when the full period is clean.
Where to find it
- Page: Admin > Shifts
- Filter: Click "Needs Review" to see only flagged shifts
- Path to detail: Click any shift row to open the full shift detail
- Who can approve: Account admins and supervisors
What you'll see
Shifts list
Each flagged shift shows an amber Review badge in the status column. Click it to open the detail.
Shift detail — Review Required
At the top you'll see:
Review Reasons — one line per issue that triggered the flag:
- "very late" — arrived well past the rounding threshold
- "personal time taken" — worker took personal time during the shift
- "unscheduled" — shift wasn't on the schedule
- "no arrival recorded" — no start time (missed shift)
Below that:
Time Summary — a table showing:
| | Scheduled | Actual |
|---|-----------|--------|
| Start | 8:00 AM | 8:45 AM |
| End | 4:00 PM | 4:00 PM |
| Duration | 8.0h | 7.25h |
| Break | — | 0.5h |
| Net Hours | — | 6.75h |
The actual times in amber mean they differ from the scheduled times.
Break Summary — each break taken, skipped, or missed during the shift. Shows the type (meal, rest, personal time), duration, and status.
Approve button — one prominent button to approve the shift.
Inspection Results (sidebar)
For more detail, expand the Inspection Results panel. This shows every automated check that ran:
- Green items: OK — no action needed
- Amber items: Review — the reason this shift was flagged
Most supervisors never need to open this panel. The review reasons at the top tell you everything.
What to do
Quick approval (most shifts)
- Read the review reasons
- Glance at the Time Summary — do the actual times look right?
- Click Approve
That's it. The shift is approved with the actual times (rounded per your account's rounding interval) and ready for payroll.
Override and approve
If the actual times need adjustment — for example, the worker forgot to end their shift and the auto-end recorded midnight instead of 4 PM:
- Click Override & Approve
- Adjust the start or end time
- Add a note explaining the change (optional but recommended)
- Click Approve
The overridden times become the final times used for pay.
When to investigate further
If you see something unexpected — a worker who's consistently late, personal time every day, unscheduled shifts on off days — check their performance view:
- Admin > Users > [worker name] — shows attendance patterns, shift history, and trends
The shift approval is about this one shift. The performance view is about the pattern.
Common questions
Q: What happens if I don't approve a flagged shift?
A: It stays in the review queue and won't be included in payroll. Workers are not paid for unapproved shifts. Review shifts promptly.
Q: Can I reject a shift instead of approving it?
A: You can void a shift if it was entered in error (Admin > Shift Detail > Void This Shift). Voiding permanently excludes it from payroll. This is for mistakes, not disputes.
Q: Does approving a shift change the worker's times?
A: No. Approving confirms the times are correct. FabWise applies rounding to calculate final pay times. If you need to change the times, use Override & Approve.
Q: How quickly should I review flagged shifts?
A: Before your next pay run. Unapproved shifts won't appear in payroll. Most shops review daily or every few days.
Q: Can I approve multiple shifts at once?
A: Not yet. Each shift is reviewed individually to ensure accuracy.
Related
- [Shift Detail](shift-detail.md)
- [Shift Review (worker perspective)](../time-tracking/shift-review.md)
- [Time Rounding](../time-tracking/time-rounding.md)
Last updated: 2026-03-27