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How to locate and handle pending and invalid punches before closing?

Sucesso do Cliente
  • Updated

Before closing the period, it is important to locate and handle Pending and Invalid punches.

Only valid punches, displayed in green, are considered in Worked Hours and, consequently, in Overtime and Hours Bank calculations. While a punch remains pending or invalid, the day's results may be incomplete or different from expected.

Super Punch allows you to identify the days that need attention, review each record, and approve or decline it. When there are many records or employees to review, you can also use filters and bulk actions.

1. Start by analyzing the groups

To identify which teams have the most records that need to be handled:

  1. In the sidebar, go to Attendance;
  2. Remain on the Super Punch tab;
  3. Open the teams and employees filter;
  4. Select a group option, such as All Teams;
  5. Review the Pending punches and Invalid punches columns;
  6. Prioritize the groups with the highest number of occurrences;
  7. Select the group and then the employee you want to review.

The group view helps identify which teams have the highest concentration of pending items before starting the individual review.

2. Select the period and filter days with pending items

In the employee's individual view:

  1. Confirm the period that will be analyzed;
  2. Click the filter icon;
  3. Enable Show Only Issues;
  4. Review the displayed dates.

The filter makes it easier to locate days with pending, invalid, missing, or out-of-order punches.

3. Identify the status of each punch

The colors help quickly identify which records need to be handled:

  • Green — Approved: the punch is valid and is included in calculations;
  • Yellow or orange — Pending: the punch is awaiting review to be approved or declined because an adjustment was requested or another validation is required;
  • Red — Invalid: the record exceeded the limits configured in the Schedule and requires review and approval.

Only punches displayed in green are included in Worked Hours and the other related calculations.

4. Review the record before taking action

Before approving or declining a punch, check:

  • The date and time of the record;
  • The position in which the punch is classified, such as Entry, break, or Exit;
  • The Schedule applied to the employee;
  • The source and verification methods of the record;
  • The location, when available;
  • Whether the time matches what actually happened that day;
  • Whether there are nearby records that need to be reorganized.

Do not approve a punch only to remove the pending item from the screen. First, confirm that the time and classification are correct.

5. Approve a pending or invalid punch individually

The process for individually handling a pending or invalid punch is the same:

  1. Locate the date of the record;
  2. Click the position where the time is displayed, such as Entry, break, or Exit;
  3. In the Select punch window, review the selected record;
  4. Check the date and time;
  5. Click Approve;
  6. Wait for the screen to update;
  7. Confirm that the punch is now displayed in green;
  8. Review the calculated hours for the day again.

The Select punch window may also display other nearby punches. These records are available in case another time needs to be reorganized into the open classification.

6. Decline a pending or invalid punch individually

When the record does not match what actually happened, it can be declined:

  1. Locate the date of the record;
  2. Click the position where the pending or invalid punch is displayed;
  3. Click the history icon (clock);
  4. Under Change history, select the corresponding record — the most recent one if there is more than one;
  5. Review the details displayed in the side panel;
  6. Click Decline;
  7. In the Decline Punch Request window, enter the reason for the decline;
  8. Click Confirm.

After the decline, the record will not be included in the calculations.

If a time still needs to be counted in that position, use another correct punch or make the necessary adjustment.

7. What should I do when the record needs another correction?

The appropriate action depends on the issue identified:

  • The record did not happen: decline the punch;
  • The time is in the wrong position: reorganize the punch into the correct classification;
  • The recorded time is incorrect: make a punch adjustment;
  • A punch is missing: create the corresponding punch;
  • The punches are out of order: organize them chronologically and review their classifications;
  • The punch does not belong to that Schedule: check the applied Schedule and the record date;
  • The record occurred after midnight: for night Schedules, check the date displayed below the time to identify which day it belongs to.

After any correction, confirm that the records that should be counted are green and positioned correctly.

8. Approve or decline multiple punches at once

There are different ways to handle records in bulk depending on the number of days, records, and employees that need to be reviewed.

Through Super Punch

Use this option to handle multiple dates for the employee being analyzed:

  1. Open the employee in Super Punch;
  2. Select the desired period;
  3. Use the Show Only Issues filter when necessary;
  4. Select the checkboxes next to the desired dates;
  5. To select all displayed dates, select the checkbox next to the Day column;
  6. Wait for the action bar to appear at the bottom of the screen;
  7. Choose the appropriate action;
  8. Confirm the operation;
  9. Review the days after the update.

Use bulk actions only after reviewing the records for the selected dates.

Through the Punches list

This option allows you to locate specific records and handle punches from different employees at the same time:

  1. In the sidebar, go to Attendance;
  2. Select the Punches tab;
  3. Define the period you want to analyze;
  4. Use the available filters to locate the records, such as:
    • Employee;
    • Classification, such as Entry, Break Start, Break End, or Exit;
    • Verification;
    • Status, selecting pending and/or invalid punches.
  5. Combine filters to reduce the number of results;
  6. Select the checkbox next to the desired records;
  7. To select all displayed punches, use the checkbox in the table header;
  8. Click Approve or Decline;
  9. Review the selected records;
  10. Confirm the action.

The selected records may belong to different employees, as long as they are available in the list and compatible with the selected action.

Important: before performing a bulk approval or decline, review the employees, dates, times, and classifications of the selected records.

9. Perform the employee's final review

After handling the records:

  1. Remove the Show Only Issues filter;
  2. Review the entire period again;
  3. Confirm that the records are in chronological order;
  4. Verify that the punches are in the correct classifications;
  5. Confirm that the punches that should be considered are green;
  6. Review Worked Hours, Overtime, Hours Bank, and Missing Hours;
  7. Check whether there are still pending, invalid, or missing punches.

Before closing, the period should be complete, organized, and have the valid records correctly included in the calculations.

Tips and troubleshooting

  • There are punches, but Worked Hours are zero: check whether the punches are still pending or invalid. Only green records are included.
  • The punch is yellow or orange: review the record and decide whether it should be approved or declined.
  • The punch is red: the record exceeded the limits configured in the Schedule and requires review and approval.
  • The correct time does not appear in the expected classification: open the position and review the other punches available in Select punch.
  • There are many punches to review: use filters by group, employee, status, classification, verification, and period.
  • There are records from multiple employees: use the Punches tab to filter and handle them together.
  • The hours are still incorrect after approval: check the chronological order, punch classifications, applied Schedule, and any missing punches.
  • The record was declined, but the time should still be counted: locate another correct punch or make the necessary adjustment.
  • The approval or decline button does not appear: check whether the record allows the action and whether your profile has the required permission.

Best practices

  • Review pending and invalid punches daily or weekly;
  • Do not leave all approvals until the closing process;
  • Review the context of the record before approving it;
  • Use the group view to define priorities;
  • Combine filters to locate punches that need attention more quickly;
  • Perform bulk actions only after reviewing the selected records;
  • Review the calculations after approvals and corrections;
  • Organize out-of-order punches before completing the review;
  • Inform supervisors and employees about deadlines for adjustments and approvals.

Frequently asked questions

  1. Why isn't a pending or invalid punch included in Worked Hours?

Because only valid punches, displayed in green, are considered in Worked Hours and, consequently, in Overtime and Hours Bank calculations.

  1. What is the difference between a pending punch and an invalid punch?

A pending punch is awaiting review to be approved or declined. An invalid punch exceeded the limits configured in the Schedule and also needs to be reviewed and approved to become valid.

  1. How do I individually approve a pending or invalid punch?

Click the position where the punch is displayed, review the record in the Select punch window, and click Approve.

  1. How do I individually decline a punch?

Open the record position, access the history using the clock icon, select the punch, click Decline, enter the reason, and confirm.

  1. What are the other times displayed in Select punch?

They are other nearby punches that can be reorganized into the open classification. They do not represent a list of punches that need to be reviewed at that moment.

  1. Can I approve or decline punches from multiple employees at the same time?

Yes. Go to Attendance > Punches, apply the required filters, select the records, and use the approval or decline action.

  1. What is the difference between handling records in Super Punch and in the Punches list?

In Super Punch, the review is performed within the employee's Schedule and may include multiple dates. In the Punches list, you can filter and select specific records from different employees.

  1. Does approval automatically correct the punch classification?

Not necessarily. After approving it, confirm that the time is correctly associated with Entry, break, or Exit.

  1. What happens when a punch is declined?

The record will not be included in the calculations. If the time still needs to be counted, another valid punch or an adjustment will be required.

  1. The punches are green, but the hours are still incorrect. What should I check?

Check the order of the records, their classifications, the Schedule applied to the employee, and whether any punches are missing.

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