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A variation is a change a worker submits when their actual shift differs from the rostered time. For example, a worker stays 30 minutes late or starts early. When a worker flags a change through the Vworker app, the variation appears in the timesheet view for you to review before exporting.

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Where variations appear

In Timesheets → Timesheets, look for shifts with data in these columns:
Use the column chooser to make sure the Variation, Variation Quantity, and Comment columns are visible. These aren’t always displayed by default.

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Two ways to handle a variation

When you see a variation on a timesheet, you have two options. This is the better approach because the invoice shows the correct shift times alongside the correct total hours.
1

Review the variation comment

Read the worker’s comment to understand what changed. For example, “Client needed extra support, finished at 11:30 instead of 11:00.”
2

Update the shift time

Adjust the Finish Time (or Start Time) to reflect what actually happened.
3

Save and add an office note

Click Save Changes. Add an Office Note (for example, your initials and a short comment) to flag that you’ve reviewed this variation.

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Option 2: Approve the variation directly

This adds the variation quantity to the total hours without changing the start or finish time.
1

Review the variation

Check the Variation Quantity and Comment columns.
2

Approve the variation

Tick the Approve Variation checkbox on that shift.
When you approve a variation without adjusting times, the invoice shows the original rostered times but charges for the updated total hours. For example, a shift shows 9:00 to 11:00 but the participant is charged for 2.5 hours. This can cause confusion for plan managers reviewing invoices.

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Using office notes to track reviews

Add an Office Note to every variation you review. This prevents other staff from re-reviewing the same shift and helps your team see at a glance which variations have been handled.
Reviewing variations daily takes five to 10 minutes. Leaving them until pay run day means reviewing an entire pay period at once, which takes much longer.

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Running into issues?

See Timesheet troubleshooting for common errors and fixes.

Bulk variation approval

Approve multiple timesheet variations at once

Editing timesheets

Edit confirmed timesheet entries including times, rates and variations

Manual confirmation

Manually confirm timesheets when workers haven’t used the Vworker app