Understanding Time Attendance Status & Flags
In ClickTime Australia, each time attendance record carries a status flag that determines how it can be edited, approved, or exported to payroll. From Pending entries awaiting review to Voided records that release a shift, understanding these flags is essential for accurate payroll processing and compliance. This guide explains each status, its impact on shift availability, and the rules for editing or locking records — helping administrators maintain precise and auditable time data.
Time Record Status
When employee clock-in and out, the time record is will automatically have a PENDING status. Timesheet admin with the proper authority to manage time attendance can APPROVE, REJECT, LOCK, UNLOCK and VOID the time records
VIDEO HELP
You can go through the below video that will explain all major & important facts about how to use & manage your employees timesheet records.
Facts
• Export.
Pending, Rejected & Voided time attendance records by default will not be export to 3rd part software such as MYOB & KeyPay.
• VOIDING timesheet record & Shift Release.
Setting the time attendance record as (VOID) will release the scheduled shift and the timesheet record will be marked as 'VOID'. The shift will become free and available for clocking again and this action can’t be undone.
VOID action cannot be undone. If you have VOID a timesheet record by mistake, then you can add the timesheet record again manually.
Admin users at some point might need to void a timesheet record for many reasons, such as an employee clocked in wrongfully to the shift, or the company might need to cancel the timesheet record. VOIDED records will NO be exported to payroll.
• Locking time records.
a. Locked time records can’t be changed unless locking is removed.b. To lock time attendance records, user need to have the proper authority to do this. This can be done on the Users 7 Permission screen.
• Edit & Modify
A. You can edit and modify the time attendance records when status is still PENDINGB. Approved or locked time record can’t be modified.C. To edit approved record, change status to pending.E. To edit locked record, unlock the record first and make sure it’s status is pending in order to modify it.
• Change status
If the time record is APPROVED, it can be REJECTED, VOIDED or made PENDING again, same rules apply for REJECTED and PENDING time records.
• Change History & Audit Trail
Any changes made to the time record including status change or time change is automatically recorded & logged into the audit trail.