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How Undo / Unapprove Shift Approval functionality works

  • Updated

This FAQ explains how the new Undo / Unapprove Shift Approval functionality works in Sygnal Web before payroll report generation or invoice processing.

1. What is Undo Shift Approval?

Undo Shift Approval allows authorised roster approvers to revert approved shifts back to a pending state before payroll or invoice generation.

This allows users to:

  • Reopen approved shifts
  • Make amendments
  • Reapprove shifts after corrections
  • Reset Payroll and/or Client Billing approvals

The functionality is available from the Roster Approval screen.

2. Who can use Undo Shift Approval?

A new permission called “Undo Shift Approval” is available under the Roster module in the Role page.

Users with permission:

  • Can view Undo Approval buttons
  • Can revert approvals back to Pending

Users without permission:

  • Cannot view Undo Approval actions
  • Cannot modify approved shifts

3. What Undo Approval options are available?

Depending on the shift approval status, authorised users can:

  • Unapprove Payroll
  • Unapprove Billing
  • Undo All Approvals

The Undo button is displayed in the shift header next to the Overall Status.

4. What happens when Payroll approval is undone?

If Payroll status is currently Approved:

  • Clicking Unapprove Payroll changes Payroll status back to Pending
  • Client Billing remains unchanged
  • The shift becomes editable again based on existing permissions

5. What happens when Client Billing approval is undone?

If Client Billing status is currently Approved:

  • Clicking Unapprove Billing changes Client Billing back to Pending
  • Payroll approval remains unchanged

6. What happens when “Undo All Approvals” is used?

If both Payroll and Client Billing are approved:

  • Payroll status becomes Pending
  • Client Billing status becomes Pending
  • Overall Shift Status becomes Pending

Before proceeding, the system displays the confirmation message:

“Are you sure you want to undo all approvals for this shift? This will revert both payroll and client billing approval statuses to Pending.”

7. Can approvals be undone after payroll reports or invoices are generated?

Payroll Report Generated

If a payroll report has already been generated:

  • Payroll approval cannot be undone
  • Only Client Billing approval is reverted

System message:

“Payroll report has already been generated for this shift. Only client billing approval will be reverted to Pending.”

Invoiced or Cancelled Shifts

Undo Approval is not available when the shift is:

  • Invoiced
  • Cancelled

Undo actions are supported only while the shift remains in Approved status.

8. What happens to Force Accepted and Mobile Clocked shifts after undo?

Force Accepted Shifts

After undo:

  • Payroll tab becomes Pending
  • Override button becomes available again
  • Client Billing becomes Pending

Mobile Clocked In/Out Shifts

After undo:

  • Payroll becomes Pending
  • Client Billing becomes Pending
  • Last shift status remains as Clocked Out

The original mobile attendance history remains unchanged.

9. What happens to amendments and calendar timings after undo?

If a shift was approved with amended times:

  • Payroll Approval view retains the latest amendment time/date
  • Roster Calendar resets back to the original scheduled shift time

This ensures:

  • Approval history is retained for payroll review
  • Calendar view reflects the original published roster

If the shift is amended again and reapproved:

  • The latest approved amendment updates both:
    • Approval View
    • Calendar View

10. What happens to reports after Undo Approval?

When approval is undone:

  • The shift is removed from approval-based report generation
  • Payroll and billing calculations revert accordingly

However:

  • Existing report functionality and report structures remain unchanged

11. Can users edit shifts after Undo Approval?

Yes.

Once reverted back to Pending:

  • Users can amend shift details
  • Existing edit permissions continue to apply
  • Standard approval workflow must be followed again after amendments

12. What happens after the shift is reapproved?

Once amendments are completed:

  • The shift follows the existing approval flow
  • Payroll and Client Billing can be approved again
  • Latest approved values become the active financial and roster values

13. What happens to the Roster Calendar after undoing approvals?

After undo:

  • Calendar view resets to original roster timings
  • Amendment visuals are removed
  • Shift statuses refresh accordingly
  • Approval-generated reporting data is excluded until reapproval

This ensures the calendar reflects the latest valid scheduling state.

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