How to Identify and Fix Timesheet Validation Warnings.

In Platform for Care, timesheet validation is a safeguard that ensures all data is accurate before it reaches the payroll department. Validation warnings act as "speed bumps," alerting you to missing information, compliance risks, or potential pay discrepancies. Resolving these warnings promptly ensures that staff are paid correctly and that your organization remains audit-ready.

1. Locating Validation Warnings

Warnings are usually visible to both the employee on their mobile app and the manager in the Timesheet Approval console.

In the Mobile App: You may see a red or orange exclamation mark (!) next to a shift in your Completed list.
In the Web Portal: Within the Timesheet Approval screen, rows with errors will often be highlighted in red or display a specific "Warning" column.

2. Common Warning Types and Solutions

Understanding what the system is "complaining" about is the first step toward a fix.

Missing Progress Notes

The Warning: "Progress notes are mandatory for this service type."
The Fix: Open the shift details and enter your clinical or support notes. The system will not allow the timesheet to be finalised until this field is populated.

GPS/Geofence Mismatch

The Warning: "Clock-in location outside of radius."
The Fix: This occurs if a worker starts their shift too far from the client's home. A manager must review the Activity Log to verify the worker’s location and manually "Verify" the shift to clear the warning.

Overlapping Shifts

The Warning: "Employee has another shift during this time period."
The Fix: This happens if a worker was accidentally rostered for two clients at once or forgot to clock out of a previous shift. You must adjust the start/end times so they no longer overlap.

Funding/Budget Exceeded

The Warning: "Shift exceeds client's allocated funding."
The Fix: This warning appears when a shift lasts longer than the NDIS or Aged Care plan allows. An administrator may need to adjust the funding source or authorise the "overage" manually.

3. How to Resolve a Warning (Manager View)

Managers have the authority to "Override" or "Fix" errors discovered during the validation process.

Navigate to Timesheets > Pending Approval.
Click on the Warning Icon to see the specific error details.
To Fix: Click Edit to adjust the times, kilometres, or notes to match the actual service delivered.
To Override: If the information is correct but triggered a "soft warning" (like a slight GPS mismatch), click Authorise or Acknowledge.
Refresh: Once saved, the warning should disappear, and the status will change to Validated or Approved.

4. Difference Between "Warnings" and "Errors"

Soft Warnings (Orange): These are alerts that require attention but may not block payroll (e.g., "Shift worked was shorter than scheduled").
Hard Errors (Red): These are critical blockers that must be fixed before the data can be exported to payroll (e.g., "Missing Employee Award" or "Zero Hours Recorded").

Best Practices for Error-Free Timesheets

Real-Time Entry: Encourage staff to use the mobile app at the point of care. Most validation errors occur when data is entered retrospectively from memory.
Daily Review: Managers should check for warnings daily rather than waiting until the end of a pay fortnight. This prevents a "logjam" of errors on payroll day.
Compliance Tracking: If a warning relates to "Expired Documents," the staff member cannot have their timesheet approved until they upload their renewed certifications.