From completed shift to approved timesheet

1. Record what actually happened

Once the shift has ended, the assigned worker records the actual start and finish date and time, together with the unpaid break. Use the completed shift as the source of truth rather than copying the booked hours without checking them.

For an overnight shift, make sure the finish date is the following day where appropriate. Times are entered for the UK. Around a clock change, read any GMT or BST choice carefully so the record identifies the intended time.

Include only operational information needed to explain the hours. Do not add patient information, bank details or sensitive clinical records.

2. Review and make the staff declaration

Check the shift reference, location, dates and calculated hours before submitting. The portal records the declaration through the signed-in account, linking the submitted timesheet to the worker and booking.

This is an account-based confirmation of the entered record. It does not replace the client’s review and does not mean that finance has processed a payment. If the displayed hours are not right, correct the inputs before submission.

3. The authorised client reviews the hours

The client account for the relevant organisation can review its submitted timesheets. The reviewer should compare the actual attendance and break information with the service’s records.

If something needs to change, return the timesheet with a clear reason. The worker can make a correction and resubmit it for review. A returned record remains unresolved; a new version helps retain the history of the correction.

4. Approval locks the reviewed record

Once approved, the timesheet is locked against ordinary editing. This preserves the reviewed version. If an error comes to light afterwards, raise it with the team rather than creating a duplicate shift or assuming an informal message changes the record.

Approval confirms the reviewed hours in the workflow. Payroll and invoicing follow the separately agreed commercial and payment arrangements. A portal estimate is not a payslip, tax calculation or confirmation of money received.

5. Make finance questions easy to resolve

Quote the shift date, reference, timesheet status and the specific detail you are asking about. For example: “The shift on 12 September is approved, but I need to check the agreed break deduction.” Keep the question focused on the record.

Use the finance support route for routine questions. If you cannot access your account, contact CMB through the published contact details. The portal must be activated by the agency and your account approved before these workflows are available.