Review and approve hours

Approve or reject new hours

1. Go to Approvals. The number next to it is how many entries are waiting.
2. Under Build Hours, check each entry’s date, times, and total.
3. Choose ✓ Approve or Reject.

Only approved hours count toward a crew member’s total and the leaderboard. Crew get a notification when their hours are approved or not approved, with your reason when you give one.

Waiting for your review

When hour entries, edit requests, or attendance check-ins are waiting, the bell shows one Waiting for your review notification with the counts, like “You have 7 hour entries and 2 edit requests to review.” Tap it to go to Approvals.

• It goes to stage managers who can approve the item: those with Approve Build Hours or Approve attendance for that show. Stage managers aren’t asked to review their own hours.
• Owners get it only for items no stage manager can approve, so nothing sits unseen. To hear about everything, an owner turns on Include items a stage manager can approve in Settings, on the Notifications card.
• It stays one notification. When new items arrive, its counts update, it moves to the top, and it shows as unread again.
• The email comes at most once an hour. An owner’s email for it starts off; a stage manager’s starts on. Turn it on or off under Waiting for your review in Settings.

Review many entries at once

1. Under Build Hours, tick the box on each entry you want, or tick Select all. A bar shows how many you’ve picked.
2. Choose Approve to approve them all.
3. Or choose Deny, type a reason, and confirm. Each crew member sees that reason on their Build Hours.
4. Or, when every entry you picked is from the same Build Day, choose Set end time. Pick the Clock-out time (it starts at the Build Day’s scheduled end), add a reason, and choose Set end time and approve. Every entry gets that clock-out and is approved.

It changes every selected entry or none of them. If one was changed by someone else in the meantime, nothing is saved and you’ll see why. Entries with a correction request can’t be selected; handle those one at a time.

Entries marked Auto-closed

If someone forgets to clock out, their clock-in closes itself at midnight. The entry ends at the Build Day’s scheduled end and waits in Approvals marked Auto-closed, so it doesn’t count until you review it. Set the right end time with Adjust or Set end time, or approve it as it is.

Handle a correction request

When crew ask to fix their times, the entry shows an Edit request tag with their reason and the old and new times side by side.

1. Read the reason and the requested times.
2. Choose ✓ Accept new times to apply them, or Decline to keep the entry as it was.

Fix or delete an entry

1. From Approvals, choose Adjust on the entry. For older entries, go to Crew, open the person’s ••• menu, choose View hour history, and pick Edit on the entry.
2. Change the Activity, Build Day, Date, Start time, End time, Location, or Notes. You can also set the Status directly.
3. Choose Save entry.

To delete an entry for good, choose Remove (or Delete in someone’s hour history). Every change is recorded in the Audit log.

Add hours by hand

1. On Approvals, choose ＋ Add entry. From Crew, you can also use Add Build Hours in the person’s ••• menu.
2. Pick the Crew member. Under Hours type, choose a Build Day, or Additional Hours with a show.
3. Set the date, start, and end times, then choose Add approved hours.

Hours you add yourself are approved right away.

Review shift and assembly check-ins

If shifts or assemblies are on, Approvals also has an Attendance review list. Crew who scanned a check-in code show up there. Choose ✓ Approve attendance or Reject.