Approve hours on an event's Staff tab, in its Timecards card. Approved hours are what each person is paid for. Hours nobody confirms are paid as scheduled, so you only act when staff send a change or you want to adjust one yourself. EventSage records hours only and does not work out overtime.
Before you start
- Your seat needs write access to crew. By default the owner, admins and managers have it. Operations, Assistant and Accountant seats see the card as view only.
- Staff send hours from the staff portal. Clock in and out on a shift shows what they do.
Steps
- Open the event and click its Staff tab. Staff sending hours rings your notification bell with a link to this card. EventSage does not email you.
- Find the Timecards card. It reads how many requests are waiting for approval.
- On a person's row, read what they sent and their note.
- Click Approve, or Decline to keep their scheduled hours. Add a note they will see if you like, then confirm.
- To decide several at once, tick the requests or click Select all waiting, then click Approve selected or Decline selected. These buttons show when two or more requests are waiting.
Change someone's hours yourself
- On the person's row, click Edit hours.
- Choose Start and end, or Total hours, and fill in the fields. Click Use clocked times or Use scheduled hours to start from either.
- Click Save hours. Saving approves these hours, and the person sees your note if you leave one.
Approve a whole week
Time staff log outside an event, like warehouse or delivery hours, is approved here.
- Open the Staff roster and click its Timesheets tab.
- Use the arrows or This week to find the week. Amber cells include hours waiting for approval and green cells are approved.
- Click Approve all. It approves every waiting entry that week, plus hour requests on event shifts.
Click a day's cell to approve, edit or delete single entries. Approve all skips a request on a shift already marked paid. Open that shift's Timecards card to decide it.
What staff can send
A clock punch only fills in the staff member's Confirm your hours card. Nothing reaches you until they send it, and they can send hours from the day of the shift. Each person has one request waiting per shift and can withdraw it to send a new one.
A manager or admin can approve their own hours. The row then reads "Approved by themselves".
What happens on a shift already paid
Pay on a paid shift stays as it was. Approving a change adds the difference to the person's next payout, or takes it off. The dialog shows the amount before you confirm.
Something look off?
Work through each check in order. Most fixes take under a minute.
Approve is grayed out
- 1 · If the card says "View only. Approving or changing hours needs staff pay access.", your seat can't change crew. Ask the owner to change the Crew permission for your role. Change what a role can see and do shows where.
- 2 · If the row says "No pay rate now, so this can't be approved until a rate is set.", the shift is paid and has no rate on file. Open Edit shift on the event's Staff tab, set the rate, then approve.
You don't see a Timecards card
The card shows for seats that can read crew. Sales and Viewer seats don't have that by default, and the owner can change it for a role.