The Attendance Sheets screen is where HR Admins and supervisors review employee attendance sheets and approve them. From 8.2.2 onwards, it combines the former Attendance Sheets and Approve Attendance Sheets screens into one: you can see sheets in every status, with the time under each pay code, and approve them from the same place.

Go to Attendance → Attendance Sheets. The screen has these areas:

• Pay Policy and Pay Period fields - choose which pay policy and which pay period(s) to view.
• Toolbar - the full view icon, the column arrows, the gear icon (column configuration), the filter icon, the number of records found (for example "(22) Records Found"), the Export button and the Approve Eligible (n) button.
• Attendance sheet list - one row per attendance sheet, with the employee, the sheet period, the sheet status, the approval status, one column for each pay code, and any other columns you choose.

The toolbar and the column headings stay in place while you scroll down the list.

Note: This screen is available to users whose role allows them to see other employees' attendance sheets. It replaces the menu item previously called Approve Attendance Sheets. Employees continue to view their own attendance sheet on their own screen and do not have access to this screen.

View Attendance Sheets

Step 1 - Go to Attendance → Attendance Sheets.

Step 2 - Select the Pay Policy. You can select one pay policy at a time. The pay code columns shown in the list come from the selected pay policy.

Step 3 - Select the Pay Period. When you open the screen, the pay period currently in progress is already selected. Tick up to two further pay periods in the list and click Done. Every pay period of the selected pay policy is listed, including pay periods that have no attendance sheets.

• If you try to select a fourth pay period, it is not added and the message "Too many pay periods selected - A maximum of 3 pay periods can be selected." is shown.
• If you clear every pay period and click Done, the message "No pay period selected - At least one pay period must be selected." is shown, and your previous selection is kept.
• If you change the pay policy, the selected pay periods are cleared and the pay period currently in progress for the new pay policy is selected.

When you select more than one pay period, an employee appears once for each pay period that has an attendance sheet.

Step 4 - To narrow the list further, click the filter icon. The Filter Attendance Sheets window opens with the following filters.

Step 5 - Click Search to apply the filters, or Cancel to close the window without changing the list. If no sheets match, "No records found." is shown.

Note: Sub Unit, Location, Job Title, Employment Status, Job Category, Cost Center and Supervisor are matched against the employee's current details, not the details that applied during the pay period. For example, if an employee moved from New York to California after the August pay period, their August sheet is found under California, not New Y,ork. Keep this in mind when checking a past pay period by location or sub unit.

Save Your Filters as the Default

Step 1 - In the Filter Attendance Sheets window, select the filters you want.

Step 2 - Tick Make Filter Default and click Search. The next time you open the screen, these filters are applied automatically.

• Your saved filters apply to you only and to this screen only.
• The Pay Policy and Pay Period are not saved.
• The reset icon at the top right of the window puts every field back to your saved default, or to the starting values if you have not saved one. It does not delete a saved default.
• To remove a saved default, clear every field, tick Make Filter Default and click Search.

If you click Search without ticking Make Filter Default, the filters apply to this visit only.

Choose the Columns to Display

Step 1 - Click the gear icon. The Attendance Sheets List Configuration window opens.

Step 2 - Tick the columns you want to see, then click Save. Your choice is saved for you and applied every time you open the screen.

• Always shown: Employee Id, Employee Name, Attendance Sheet Period, Sheet Status, and one column for each pay code of the selected pay policy.
• Shown by default (can be removed): Approval Status.
• Optional: Sub Unit, Location, Job Title, Employment Status, Job Category, Cost Center (only when cost centers are switched on), Supervisor, Unapproved, Total Attendance Duration, Total Pay Hours, Total Leave Time and Adjusted Break.

Note: HR Admins also see an Apply for All Users checkbox. When ticked, the chosen columns become the starting point for users who have not chosen their own columns. Users who have already chosen their columns keep them.

What the duration columns show:

• Pay code columns - the time recorded under each pay code. A pay code with no time shows "00h 00m".
• Total Pay Hours - the total of the time recorded under every pay code.
• Total Attendance Duration - the total time attended in the pay period, including time not counted under any pay code. It can differ from Total Pay Hours, for example when a paid holiday was not attended.
• Total Leave Time - the total leave taken in the pay period.
• Adjusted Break - the break time adjusted on the attendance sheet.
• Unapproved - attended time that no pay code has picked up. It shows a figure (or "00h 00m" when there is none) when the pay policy setting Restrict Pay Code Generation Outside the Shift Duration is switched on, and is empty when it is switched off. The setting is read from the pay policy version that applies to that pay period, not from the current setting.

Note: While a sheet's paid time is being worked out again, the pay code, Total Pay Hours, Total Attendance Duration, Total Leave Time, Adjusted Break and Unapproved columns show "Pending Recalculation", whatever the sheet status.

Export Attendance Sheets

Click Export and choose XLSX or CSV.

• The file includes every sheet that matches your filters, across all pages, not only the current page. There is no limit on the number of sheets.
• It includes exactly the columns shown on the screen, in the same order.
• Durations use the Data Format you selected.
• Where a sheet has more than one approval status, they are listed in one cell, separated by commas.

Note: The Export button is shown only to users with the Attendance - Export Attendance Sheets permission. HR Admins can set it in HR Administration → Manage User Roles → [user role] → Data Group Permissions → Attendance. It is granted by default to the Admin, Supervisor and Head of Department roles. Users without it can still view, filter and configure the screen. Export to PDF is not available.

Open an Individual Attendance Sheet

Step 1 - Click a row in the list. The employee's attendance sheet opens with the detailed attendance for each day.

Step 2 - Use the left and right arrows at the top of the panel on the left to move through the sheets in your filtered list. The count between them shows your position, for example "3 / 80 Attendance Sheets". The list of sheets you move through is fixed when you open the first sheet and includes every page of the list, in the same sort order.

• When you approve or reject a sheet, you stay on that sheet and the count does not change. The sheet stays in the list and can be reached again with the arrows.
• The Approve and Reject buttons are shown only when the sheet status is Submitted.
• To jump to another employee, click the icon below the employee's picture and search by name. Only employees whose sheets match your filters are offered.
• To view another period for the same employee, use the Attendance Sheet Period field. The arrows still move from your position in the list.
• To return to the list, click the back button next to the home icon (it shows "Attendance Sheets" when you hover over it). Your filters, page and sort order are restored.

Note: When you open a sheet from Attendance → Exception Records, the count shows "1 / 1 Attendance Sheets", the arrows are read-only, and the back button returns you to Exception Records.

To the right of the Pay Hours heading, three totals are shown. The Pay Hours area itself shows one chip per pay code.

• Total Pay Hours - the total of the time recorded under every pay code.
• Total Attendance Duration - the total time the employee attended during the attendance sheet period, including time not counted under any pay code. Approving excess hours never changes this figure.
• Total Scheduled Duration - the total time the employee was asked to work. For each day, it uses the published roster shift if there is one, otherwise the employee's work schedule. Roster shifts that are not published are not counted. Holidays and approved leave do not reduce it, and approved excess hours are added to it.

Two further sections are shown between the pay code chips and the day rows:

• Unplanned Time - shows Unapproved time: attended time that has not been picked up by any pay code, so it is not paid. On a day with no scheduled hours and no approved excess hours request, all time worked is Unapproved. Refer to How to Apply for and Approve Excess Hours.
• Break Summary - shows Total Adjusted Break, Total Break Taken and Total Scheduled Break. Total Adjusted Break is shown in red to draw attention to an adjusted break; this does not block approval.

Each day row shows the pay codes that hold time on that day, followed by any Unapproved time for that day, then the break values. When you expand a day row, an Excess Hours: line shows any approved excess hours requests for that day.

If a pay code is configured for the leave type the employee has taken, the corresponding leave pay hours are displayed on the sheet.

Approve Attendance Sheets

You can approve one or many submitted sheets directly from this screen. Refer to How to Bulk Approve the Employee Attendance Sheets.

Sheet Status

• Not Submitted = the employee has not sent the sheet for approval yet.
• Submitted = the sheet is waiting for approval.
• Approved = the sheet has been approved and the time on it is final.
• Rejected = the sheet has been sent back to the employee.

Approval Status

The approval status shows what is standing in the way of approval. It is shown only for sheets with the Sheet Status Submitted, and a sheet can carry more than one value. Each value is a separate badge. A value in red stops the sheet from being approved; a value in orange is only a warning. Whether a value blocks or warns is decided by the settings on the pay policy. Red values are listed first. When a sheet has more than three values, click See more to show them all.

• Ready to Approve = nothing is standing in the way of approval.
• Pay Code Recalculation = the paid time is being worked out again after a change and may not be correct yet. Check the sheet again later.
• Attendance Record(s) Pending Review = the employee has attendance data the system could not classify, which must be reviewed.
• Incomplete Attendance Record(s) = an attendance record has not been completed, for example a punch in without a punch out.
• Unpublished Roster Shift(s) = a shift in the pay period has not been published on the roster.
• Unapproved Leave(s) = leave in the pay period has not been approved.
• Unapproved Excess Hours Request(s) = excess hours requests on the sheet's dates are waiting for approval. By default it is an orange warning. When the pay policy setting Restrict Attendance Sheet Approval for Unapproved Excess Hours Requests is switched on, it is red and the sheet cannot be approved; hovering over the disabled approval shows "This attendance sheet has excess hours requests waiting for approval."

Effective Windows

When an employee joins during an active pay period, their attendance sheet reflects an Effective Window that starts on their join date. Dates before the join date fall outside this window and are omitted from the sheet, so new hires only see the days they were actually employed.

When a previously terminated employee is reactivated, the system creates a new attendance sheet with its own Effective Window starting from the reactivation date, rather than resuming the original sheet. The gap between the termination date and the reactivation date is not treated as attendance-eligible time. Each sheet appears on its own row in the list, and you can move between them with the Attendance Sheet Period field.

Note: This affects related reports and widgets; see the Attendance Hours Report, Attendance Summary/Overview Reports, and Time at Work widget articles for how each is clipped to the Effective Window.

Audit Trail for Attendance Sheet Adjustments

Adjustments made to an attendance sheet are captured in the Audit Trail under a dedicated Adjust action type. Each entry records Before, After, Created and Deleted markers as applicable, giving a clear history of what changed and when.

Note: Go to Admin → Audit Trail and filter by the Attendance module to view these entries.

Who Can Access

• HR Admin - can view and approve attendance sheets for all employees.
• Supervisor - can view and approve attendance sheets for the employees who report to them. The same columns, filters, column selection and export options are available, except Apply for All Users.

Note: A user who can view the screen but is not allowed to approve sees the selection checkboxes and the Approve Eligible (n) button as read-only, and the Approve and Reject buttons are not shown on a single sheet.

Related Articles

• How to Bulk Approve the Employee Attendance Sheets
• How to Apply for and Approve Excess Hours