Auto-Clear Timesheets Using API Workflows: Save HR Hours

Unapproved or idle timesheets are one of the most common bottlenecks in HCM systems like UKG Dimensions and Workday. While seemingly harmless, these pending timesheets can interfere with critical workflows such as time off approvals, payroll processing, and compliance validation. Many HR teams spend countless hours manually clearing them out.

Enter CloudApper AI.

With CloudApper, organizations can now auto-clear timesheets using powerful API-based workflows. No more manual intervention. No more delays. Just streamlined HR operations.

Why Auto-Clearing Timesheets Matters

In many organizations, timesheets are generated automatically for salaried employees, even if the organization isn’t actively using them. Over time, these unapproved timesheets pile up, leading to:

• Blocked PTO requests
• Errors in compliance reporting
• Delays in payroll cycles
• Frustrated employees and HR teams

The worst part? There’s often no easy way to disable them without extensive configuration changes.

Scenarios Where Auto-Clearing Is a Game-Changer

1. Phased Time Tracking Rollouts – When you’re using time off features but haven’t fully adopted timesheets.
2. Salary Employees on Auto-Timesheets – Where approval isn’t meaningful but still required.
3. Inactive or Test Users – Users generating timesheets during testing or offboarding.
4. Compliance Cleanup – Eliminating legacy backlog of unapproved timesheets.

How CloudApper AI Automates Timesheet Cleanup

CloudApper integrates directly with your HCM system’s API. Here’s how it works:

• Scan: Identify users with pending or open timesheets.
• Filter: Apply logic (e.g., only for salary staff, exclude specific job codes).
• Act: Auto-approve, reject, or close the timesheets based on your business rules.
• Audit: Log all actions taken for compliance and reporting.

This workflow can be scheduled (e.g., daily) or triggered on-demand — all without touching your core UKG/Workday configuration.

Key Benefits of Auto-Clearing Timesheets

• Unblock time off requests
• Eliminate manual admin tasks
• Avoid compliance risks from outdated timesheets
• Ensure clean payroll runs
• Increase HR team productivity

How It Works: Sample CloudApper Workflow

Trigger: Daily at 3 AM
Step 1: Identify employees with open timesheets older than 7 days
Step 2: Filter for salary employees only
Step 3: Auto-approve the timesheets
Step 4: Log entry into audit dashboard

This logic can be customized based on department, location, job role, or union rules — giving you full control without the hassle.

CloudApper vs Native HCM Tools

Real-World Success: Classic Collision

One of CloudApper’s customers, Classic Collision, used auto-clear logic to reduce payroll preparation time by over 60%. Timesheet approvals that used to delay time off and cause payroll errors were now cleared automatically each night, saving the HR team hours each week.

Conclusion

If unapproved timesheets are slowing you down, CloudApper AI offers a simple, effective, and automated solution. With customizable logic, powerful integrations, and zero disruption to your existing systems, auto-clearing timesheets is no longer a manual burden.

Talk to us today to see how CloudApper can streamline your HCM operations — starting with timesheet cleanup.