Review and approval of clock records

The "pending employee validation" status

The pending-employee-validation status indicates that a clock record or workday exists in the system but is waiting for the employee to confirm it. While it remains in this status, the record does not count as time worked.

This status is visible both to the employee (through the app) and to the manager (from the back office).

When a clock record pending validation is generated

There are two main situations in which a record enters pending-employee-validation status:

Manual workday request: When a manager or supervisor creates a workday on the employee's behalf (Mode A or Mode B), the system automatically assigns this status until the employee responds. See the article Request a manual workday for more detail.

Manager correction: When a manager modifies an existing clock record for the employee (for example, adjusting the entry or exit time), the system may require the employee to validate the change before applying it definitively, depending on the organisation's configuration.

How the employee validates or rejects a pending record

The employee receives a push notification on their mobile device when there is a record pending validation. To handle it:

1. Tap the notification or open the CheckBiz360 app.
2. Navigate to the Notifications section and select the clock record update notification.
3. Review the details of the record: date, entry time, exit time, branch and the reason given by the manager.
4. Select Accept or Reject as appropriate.

The review screen is available at the route /notifications/checklog-update/:id, where :id corresponds to the unique identifier of the attendance record.

What happens if the employee accepts

The record moves to valid status. From that moment on, it counts as time worked and is incorporated into the calculation of hours for the workday. The system records the validation action in the audit history with the date, time and identifier of the employee who performed it.

What happens if the employee rejects

The record is marked with failed status and the reason for the rejection is stored. The record remains in the system for auditing but does not count as hours worked. The manager receives a notification of the rejection and can start a new, corrected request or resolve the incident manually.

What happens if the employee does not respond

If the employee neither validates nor rejects the record, it remains indefinitely in pending-employee-validation status. There is no automatic expiry period by default.

In these cases, the record appears as pending in the back office and has to be resolved manually. Managers with the manager or owner role can:

• Approve the record directly from the back office, without the employee's validation.
• Reject it and close the incident with a recorded reason.
• Contact the employee so they resolve the pending validation from the app.

The pending view in the back office

The CheckBiz360 back office includes a specific view for managing records pending validation. From this screen, the manager can:

• See every record in pending-employee-validation status at their branch or organisation.
• Filter by employee, date or branch.
• Open the detail of each record to review the change history.
• Approve or reject records individually or in bulk.

This view is designed so that the manager has a centralised picture of all pending incidents and can resolve them without going record by record through each employee's history.

Roles with access to this feature

Users with the employee role can validate or reject pending records from the app. Users with the manager or owner role can resolve pending items from the back office, including approval without the employee's validation.