After an event, workers usually submit their worked hours themselves. In practice those submitted hours still need checking, which is often messy and time-consuming. You have to chase people so they submit on time, files are scattered, and it is unclear what the planned times were.
How it works in Flooptimize
- Hours in the portalWorkers simply submit worked hours on their shift in the employee portal.
- Overview in the backofficeYou see exactly what was submitted and what the shift times were — everything together, ready to approve.
- Thresholds and approvalApprove with one click, or set thresholds: if something falls within the range, approval can run automatically.
Why checking hours takes so much work
Mostly because input and information are scattered. Different people send hours in different files.
On top of that you look up the planned shift times and location again, and check whether the submitted hours and costs match.
That costs time and attention. Flooptimize helps you spend that time on the shifts that actually need it.
Submitting hours in the employee portal
Workers confirm worked hours in the employee portal (on the shift).
Fields
Checking hours in the backoffice
In the backoffice you see what comes in, linked to that same shift — so all the information sits together.
You get a clear overview: what is already in, what differs, where you still need to look.
What if workers do not submit their hours?
Paying people on time matters — but that only works if they submit their hours. So:
- Workers clearly see which shifts still need hours
- Later they will get reminders from the system if hours are still missing
- In the backoffice you see exactly which hours are still outstanding, so you can nudge people easily
Below is Flooptimize’s WhatsApp helper: from the backoffice, one click sends a WhatsApp message with context to the worker.
Backoffice · Completed shifts
| Employee | Event | Concept | Date | Shift times | Submitted | Actions |
|---|---|---|---|---|---|---|
| Lisa de Vries | Summer festival | Burgerbus | 18-10-2026 | 10:00 – 18:00 | Not submitted |
And if they still do not submit… That is still not a dead end. Late submissions move into a later batch automatically.
Approved hours are then processed in one of three ways:
- Credit invoices for freelancers (freelancer credit invoice)
- Exports for payroll (exports for payroll)
- Shifts are simply closed. Payout happens another way — for example agency workers you hired in.
What automatic thresholds do — and do not
You set thresholds (for example how far someone may deviate from planned times, or what travel time/km still counts as “normal” in your operation). If an hours line falls within that range, approval can run automatically.
If something falls outside? It stays with you: you review the exception and approve or reject. The system does not decide cases outside your range.
Fields
Deviation 10 min · Travel time 45 min · 60 km
Outside guardrails: Deviation ≥ 30 min → manual approval
When keeping everything manual still makes sense
If you have very few shifts, or you want to see every line yourself while you roll out a new way of working, keep approval tighter or fully manual.
Once volume goes up — more events, more people, more weekends in a row — a clear set of thresholds pays off by cutting manual checking time.
What Flooptimize is not here
Flooptimize is not a payroll office and not tax or legal advice. Payroll, payslips, and formal choices stay with your provider or advisor. We help through approved hours (and then the routes to payout / freelancer credit invoice / exports for payroll).
How does this fit the rest?
- Chain: from job to payout
- Collecting & preparing hours: processing hours
- Here: approving with overview and thresholds
- Next: deeper backoffice hours review (U01) follows later in the series
Want to see how this fits your volume? Book a demo.
Want to see this in your operations?
Book a short demo. We will check whether Flooptimize fits your events and crew.