Roster Approvals
Note: Screenshots in this article use data from our internal demo organisation. Any organisation IDs or user IDs visible in the screenshots reference our demo dataset, not your or any other customer's data.
🎯 Overview
Review and track roster approval requests across your locations in one place.
This report:
- Lists every roster approval request with the week it covers, who raised it, and its current state
- Shows whether each week is locked or unlocked, when the lock status last changed, and who actioned it
- Keeps only the latest record per location and week so you see the current status, not the full history
Use this dashboard to:
- Track which weeks are still awaiting approval and which have already been signed off
- Identify locations where rosters are repeatedly sent back or left unresponded to
- Confirm whether a week has been locked before payroll processing begins
➕ Benefits
- See the status of every roster approval request without opening individual weeks
- Spot bottlenecks in the approval process by filtering on requester, responder, or approval state
- Cross-check lock status against approval status so payroll teams know which weeks are ready
🗂️ Dashboard Tabs
This is a single-page dashboard, so all of the information lives on one view.
The page opens with a Latest Data Sync indicator showing the timestamp of the most recent refresh, followed by the main Roster Approval Details table.
- Roster Approval Details — one row per location and week, showing the Grandparent Location, Parent Location, Location, Roster week start and Roster week end, Requested by, Roster approval state, Roster approval updated at, Responded by, Roster notes, Is week locked (Locked ✅ / Unlocked 🚫), Roster locked updated at, and Roster locked updated by. Only the latest approval record per location and week is shown, so the state reflects the current position rather than the full request history. Rows are ordered with the most recent week first.
🎛️ Filters
Standard Filters
These filters appear across all Reporting Suite dashboards:
- Location / Parent Location / Grandparent Location — filter by organisational hierarchy
Report-Specific Filters
| Filter | Default | What it does |
|---|---|---|
| Date | Past 6 weeks | Narrows the table to roster weeks falling in the selected period |
| Approval Status | -- | Filters by the current approval state (e.g. pending, approved, rejected) |
| Approval Requested By | -- | Narrows to weeks raised by a specific requester |
| Approval Responded To By | -- | Narrows to weeks actioned by a specific responder |
| Is Roster Locked | -- | Filters to Locked ✅ or Unlocked 🚫 weeks |
| All Locations Downstream From | -- | Includes every location underneath the selected node in the hierarchy |
📅 Date Filtering
The Date filter applies to the roster week the approval covers, not when the request was raised or actioned. Use it to look at recent weeks awaiting sign-off, or widen the window to audit historical approvals.
❗️ Important Definitions
- Roster approval state — the current position of the request for that location and week (e.g. pending, approved, rejected). Because the dashboard keeps only the latest record per location and week, the state shown is the most recent one, not the original submission.
- Is week locked — separate from approval state. A week can be locked (Locked ✅) or unlocked (Unlocked 🚫) independently of whether it has been approved. Locking prevents further edits to the roster for that week; approval is the sign-off workflow.
❓ Common Questions
Why do I only see one row per location and week when several approval requests were raised?
The table keeps only the latest record per location and week, so repeated requests collapse into a single row showing the current state. If a week was rejected and then resubmitted, you'll see the most recent outcome — not the earlier attempts.
A week shows as approved but unlocked. Is that a problem?
Approval and locking are independent. Approval is the sign-off that the roster is correct; locking prevents further changes. A week can be approved without being locked (and vice versa). Use the Is Roster Locked filter to find weeks that still need locking before payroll.
🗓️ Data Coverage
- Data freshness: Refreshes every 30 minutes via the automated data pipeline. Check the Latest Data Sync indicator on the dashboard for the exact timestamp.
⬇️ Downloading Data
- To download the current view as a PDF, click the download button in the top-right corner of the dashboard.
- To download an individual chart or table as CSV or Excel, click the download button in the top-right corner of that chart.