Workforce: Attendance, Leave & Expenses
Track who's working, approve time off, and reimburse field costs — all from one group in the web app.
Use the Workforce group when you need to see your team's attendance, review and approve leave requests, or check and approve the expenses your reps submit from the field.
📷 [SHOT: workforce-1] — web — Sidebar with the Workforce group expanded (Attendance, Attendance Report, Leave, Expenses, Expense Approvals, Leave Approvals) — caption: "The Workforce group collects everything about your team's time and costs."
What's in the Workforce group
- Attendance — the daily punch record. Reps clock in and out from the mobile app; this is where those punches land. Everyone can open it; what you see is scoped to your role.
- Attendance Report — a roll-up of attendance over a date range (hours, days present, late starts). Available to admins, managers, and supervisors.
- Leave — where leave requests live. Reps apply from mobile; everyone can view their own.
- Leave Approvals — the queue of pending leave requests waiting on a decision. Managers and admins only.
- Expenses — expense claims your reps submit, with receipts attached. Everyone can view their own.
- Expense Approvals — the queue of pending expense claims waiting on a decision. Managers and admins only.
Note: A rep is a field sales person using the mobile app. Reps see only their own records here; managers and admins see their territory or the whole organization.
Who approves what
Approvals are a manager and admin job. Supervisors can see attendance and reports but do not approve leave or expenses.
| Task | Who can do it |
|---|---|
| View own attendance, leave, expenses | Everyone |
| Attendance Report (team roll-up) | Admin, Manager, Supervisor |
| Approve / reject leave | Manager, Admin |
| Approve / reject expenses | Manager, Admin |
Approve or reject a request
The flow is the same for leave and for expenses — open the approvals queue, read the request, decide.
flowchart TD
A[Open Leave Approvals or Expense Approvals] --> B[Pick a pending request]
B --> C[Review the details and any receipt]
C --> D{Looks right?}
D -->|Yes| E[Approve]
D -->|No| F[Reject]
E --> G[Requester is notified; record updates]
F --> G
- Open Leave Approvals or Expense Approvals from the Workforce group.
- Pick a pending request from the list.
- Review the details — for leave, the dates and balance; for an expense, the lines and the receipt photo.
- Approve if it's correct, or Reject if it isn't.
- The requester sees the result, and the record moves out of the pending queue.
📷 [SHOT: workforce-2] — web — Expense Approvals queue with one claim open showing its lines and receipt — caption: "Open a claim, check the receipt, then approve or reject."
Tip: Check the receipt photo on every expense claim before approving — reps capture it live in the field, so it should match the amount and date.
Best practice: Clear your approvals queue daily. Reps can't be reimbursed and leave balances stay uncertain until you decide, so a same-day rhythm keeps the team moving.
Warning: Once a leave request is approved, changes are handled differently than a first-time request. Reject early if something looks off, rather than approving and unwinding it later.
Reading attendance
Attendance status comes from the rep's own clock-in and clock-out punches on mobile, so it reflects what actually happened in the field even when they were offline. Hours and streaks are calculated for you. Use Attendance Report to see the same picture across a date range for the whole team.
Note: Working days default to Monday–Saturday. If your organization runs a five-day week, change the workdays on the Brand & Policies screen so the clock-in reminders and reporting line up.