---
title: Set Up Payment Authorizations
description: Set up payment authorizations to manage approved service hours or visits, apply rates, track usage limits, and validate shift bookings automatically.
---

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2. [Payments](https://learn.enginehire.io/en/knowledge/payments?hsLang=en)

# Set Up Payment Authorizations

## Use payment authorizations to control how many hours or visits a client is approved for within a specific time period. This feature allows you to define who pays for the service, the rate applied, the total authorized units, and how frequently those units reset. Once configured, the system automatically validates shift bookings against the authorization’s date range, status, and usage limits. If a shift exceeds the authorized hours or falls outside the approved period, the system prevents it from being created.

 

Payment authorizations must be properly configured with the required field models. If the correct models are not selected, the system will not be able to validate bookings accurately.

Let’s get started 🚀

### **Create Authorization Builder**

Before payment authorizations can be used, you must first create an **Authorization Builder**. This builder defines the structure of the payment authorization form, including required fields that control authorization limits and validation.

**Step 1**: Log in to your agent dashboard and click **More \> Application & Profile Builder**, as shown in the screenshot below.

![](https://staticfiles.gleap.io/ghelparticle/3BUWMEnDtUN0bY6K5a3TSSELD7YkioDUpq0S0vLkGfMhIIkO3cQiDSpXIurHYs6goVpbSZlwkXC.png)

**Step 2**: Click the **Add** button to start creating the Authorization Builder.

![](https://staticfiles.gleap.io/ghelparticle/g2YmQ2HuXBThi4ukAlEtQpg6JzqWMmV1wvxVhoyfDUyPcN1brXpRTwM962aM4EhxO9Ma2a2mPZ7.png)

**Step 3**: Enter a name for your authorization builder.

![](https://staticfiles.gleap.io/ghelparticle/V13I6sC0WJ80l4Nn6BykXKey7mSsJoAYaJmDZLqQCrDYWKvxD2NQsXxJexeZTOe1O7X4EHIvntA.png)

**Step 4**: Select **Section** as the **Builder Type** and **Client** as the **User Type**.

![](https://staticfiles.gleap.io/ghelparticle/jQa0rWWZE1WPBqLO6afjOkY1WTiBj5G2GLMzPC3mFbj2AWJfXY3ClhzLBIMUpameIPlJx0PEKbS.png)

**Step 5**: Select **Payment Authorization** as the section type.

![](https://staticfiles.gleap.io/ghelparticle/Fg3OpA8pLVlmvMHHr7X30x1EjEHLaSqC7wQ04XJBxGW7w28KWgKTlEhPbnwsba3x0NBcVad2XYq.png)

#### **Add Fields/Questions**

Add the required fields to define how the authorization behaves and enable the system to validate bookings correctly.

**1. Authorization ID** Field

This field stores the name of the authorization and is required for identification and reporting.

**Step 1**: Click the **Add Field** button to begin adding a new field.

![](https://staticfiles.gleap.io/ghelparticle/sIwCggAHnmvR8dkjKp211u4vanB6XqmbsIka91x6T1Dvuy8nKRpmYlZ9UjKBB1kFMF7VoGLD9sk.png)

**Step 2**: Enter **Authorization ID** as both the **Field Label** and the **Profile Label**.

![](https://staticfiles.gleap.io/ghelparticle/uVFumBvkDWZQsZqkXXkrFuFjRDYdmxvPIfaCB7sDmKYXDrhS5RdMLvTd0Bo9r4Jzb70i3NNYmPc.png)

Ensure that you set the **Required** toggle to **ON** for this field.

![](https://staticfiles.gleap.io/ghelparticle/Ni9Lcxm6DfuBtMufdVSYOZrsxCLWWoQzJSkdM2Ztzy3fMryZsWeGE7rbRSsaVdyCymAOnxNdR09.png)

**Step 3**: Select **Textbox** as the **Field Type**.

![](https://staticfiles.gleap.io/ghelparticle/2U8GNSfjBA5hftZQKHLLfRIktDR2rNd9eP5sopbE8TdleeeE02jgXMVRqGN1WLJnyehUse7KfCw.png)

**Step 4**: Select **name** as the model for this field.

![](https://staticfiles.gleap.io/ghelparticle/wlVFDLqZPEgGUfAZ9OyniV3ib5nvLrHJaeCGCLNUn5eFCiwzO7jQTNVLlg9uXeBdukr3nePLhSJ.png)

Similarly, create the following fields for your authorization builder.

**2. From** Field

This field defines the start date of the authorization. Shifts cannot be created using this authorization before this date.

Create a **From** field using the **Date Picker** field type and assign the model **start\_date**. Enable both **Allow Past Date** and **Allow Future Date**, and turn the **Required** toggle **ON**.

![](https://staticfiles.gleap.io/ghelparticle/UckfBXIuWKmDURQbkFSNWfInhBUl0D1SCT6IINhjHlUnDco4XFivNGKGWQ1iSYnFpFZeM09Xwg5.png)

**3. To** Field

This field defines the end date of the authorization. Shifts cannot be created using this authorization after this date.

Create a **To** field using the **Date Picker** field type and assign the model **end\_date**. Enable both **Allow Past Date** and **Allow Future Date**, and turn the **Required** toggle **ON**.

![](https://staticfiles.gleap.io/ghelparticle/rtGXBamx6qhBTqI4VotLVmYFhXXC0opvEJUR1AC2cfqsZfuOgyE5RLqIWh02MyCAEeBJIWbFfTk.png)

**4. Paid By** Field

This field defines who is responsible for payment under the authorization. Create a **Paid By** field using the **Multi-Select** field type. Enter the available payer options (insurance providers) in the **List Options** field. Assign the model **paid\_by**, and turn the **Required** toggle **ON**.

![](https://staticfiles.gleap.io/ghelparticle/kYd0jjPdMGZe2rWi5bDv61qZPIdaODqoOrcaUHWzzli8RdKjEiczwJUhJmR19GZt7dItTK0Fr6t.png)

**5. Rate** Field

The selected rate will automatically apply to shifts created using this authorization. Create a **Rate** field using the **Multi-Select** field type. Enter the available rate options in the **List Options** field. Assign the model **rate**, and turn the **Required** toggle ON.

Enter rate values as numbers only. Do not include the “$” symbol or any currency formatting (for example, use **25** instead of **$25**). The system expects numeric values for proper calculation and validation.

![](https://staticfiles.gleap.io/ghelparticle/VyvZeRbMgNvuquY40Rmk6nk2acmXk8Ec41pEp8zXHWOAp0zXrnELZl0lwjacG14HEINQOFnHoFs.png)

**6. Pay Expenses** Field

This field indicates whether expenses are covered under the authorization. Create a **Pay Expenses** field using the **Checkbox Item (Single Checkbox)** field type. Enter **Yes** in the **Option** field. Go with the default model and keep the **Required** toggle **OFF**.

![](https://staticfiles.gleap.io/ghelparticle/2dnKawXBNBxP4mRWGLvD0mtP0tZGWyfBPWetWvS6bFsSuVAj4mX69wsFpE6S05wk8tsFVAIcsmX.png)

**7. Display usage in Family Room** Field

This field controls whether authorization usage details are visible in the Family Room. Create a **Display Usage in Family Room** field using the **Checkbox Item (Single Checkbox)** field type. Enter **Yes** in the **Option** field. Go with the default model and keep the **Required** toggle **OFF**.

![](https://staticfiles.gleap.io/ghelparticle/E9nL53yueW3XNURoMMVgynOuNiXELHOor1xSutYd839dbvunDgw8Sxnpqic5p9OsUnQj0EypCOn.png)

**8. Alternate Medicald** ID Field

This field can be used to store an alternate identifier if required by the payer. Create an **Alternate Medicald ID** field using the **Textbox** field type. Keep the **Required** toggle **OFF**.

![](https://staticfiles.gleap.io/ghelparticle/cAWtHQxpHyjb6wFCXYr73WIIRlxfZgPLmB0zpE25sRkgGMVOY0IbiRVuxeq7z3uYHvjH2HrvL3i.png)

**9. Use Agency Default** Field

This field allows the system to apply agency-level defaults where applicable. Create a **Use Agency Default** field using the **Checkbox Item (Single Checkbox)** field type. Enter **Yes** in the **Option** field. Go with the default model and keep the **Required** toggle **OFF**.

![](https://staticfiles.gleap.io/gattachments/KkuGlw5DBOsCunYIhOLUIx4iSrLPsCqXWQMDCoRAScjVPesCpZ6NekonMxi512gOaUsCtpoH11C.png)

**10. Minimum Minutes to Bill** Field

This field defines the minimum billable time for shifts under this authorization. Create a **Minimum Minutes to Bill** field using the **Textbox** field type. Add **Advanced Show Condition** property in the **Additional Properties**. Configure the **Show If** condition to reference the **Use Agency Default** field (if applicable). Turn the **Required** toggle **ON**.

![](https://staticfiles.gleap.io/gattachments/Hk24gmu48WODK4AJqsrFfkaGUSgPBcagwBqwnBFO7fgFkwWpEi1tBK9khF1zTVEghGQ7trU78HH.png)

**11. Notes** Field

This field allows agencies to record additional information related to the authorization. Create a **Notes** field using the **Textarea** field type. Keep the **Required** toggle **OFF**.

![](https://staticfiles.gleap.io/gattachments/nzHVHOjM6guzcllC3BgRjYEOgmx7IHmERMlEmhuEaHDqyCyP9zrBfmlr0xaDzkWyhsjivTiVwsU.png)

 

**12. Pays Mileage** Field

This field indicates whether mileage is covered under the authorization. Create a **Pays Mileage** field using the **Checkbox Item (Single Checkbox)** field type. Enter **Yes** in the **Option** field. Go with the default model and keep the **Required** toggle OFF.

![](https://staticfiles.gleap.io/gattachments/m346Viy9f6xQMg7AnXRzmatKG7nLyaJmxOSbJEXtxKDYDcb5GisNwUqc6oIgrxOwtmf6tSYvqay.png)

**13. Status** Field

Only authorizations marked as **Active** can be used when creating shifts. If set to **Inactive**, the authorization cannot be selected.

Create a **Status** field using the **Multi-Select** field type. Enter **Active** and **Inactive** as the **List Options**. Assign the model **status**, and turn the **Required** toggle **ON**.

![](https://staticfiles.gleap.io/gattachments/VtCkVQzKFxCx4MJ2rAgL2ljH9gBEw0WYOuYget6Mh3f4TgKrclEDAQHr0ggSi3KoR72UVG3C9RP.png)

**14. Authorize** Field

This field defines the number of hours or visits authorized. Create an **Authorize** field using the **Textbox** field type. Assign the model **authorize\_number**, and turn the **Required** toggle **ON**.

![](https://staticfiles.gleap.io/gattachments/C6Ye63sYhD674T1CPJHdgmIOE7agcsO09y6RW2OzgxFT9LvCR1RtYGhRh9InATmyYe51WFAMsdA.png)

**15. Authorized Units** Field

This determines whether the authorization is measured in hours or visits. Create an **Authorize Units** field using the **Multi-Select** field type. Enter **Hours** and **Visits** as **List Options**. Assign the model **authorize\_type**, and turn the **Required** toggle **ON**.

![](https://staticfiles.gleap.io/gattachments/LcVVrSSmjszOHjPiqr6eY6hPxgyuR7flRcUP2AgjVjMele6EmpzauFI0JmwI6CpojFQuRa4iGnI.png)

 

**16. Authorize Frequency** Field

The frequency determines how often the authorized number resets. The reset cycle begins from the **From** date.

Create an **Authorize Frequency** field using the **Multi-Select** field type. Enter frequency options such as **Day**, **Week**, or **2 Weeks** in the **List Options** field. Assign the model **authorize\_frequency**, and turn the **Required** toggle **ON**.

![](https://staticfiles.gleap.io/gattachments/tQ1NAFAN214yNydK5iHksdV2uburotzNSrEPHJEwbLxOLshFN8Pox7fbwowtKFBDR9erKFL302g.png)

After creating all the fields, click the **Save** button to confirm the changes.

![](https://staticfiles.gleap.io/gattachments/OsSez7HRgISwwxMnQD8ReM7LJIW892NTgQGa09O1fU5wGKcZ53mdOoOY0kk5L061HaLofyJRc4u.png)

After creating the **[Payment Authorization](https://learn.enginehire.io/en/knowledge/set-up-payment-authorizations#create-authorization-builder)** builder, you must add it to the client profile builder before you can create authorizations for a client. If the Payment Authorization section is not added to the client profile builder, it will not appear in the client’s Profile tab.

### **Add Authorization**

Once the **Authorization Builder** is configured, you can create individual payment authorizations for each client.

**Step 1**: On your agent dashboard, click on the client for whom you want to add authorization from the list under the **Clients** tab.

![](https://staticfiles.gleap.io/gattachments/Zt2QQ0Ypb9AFVbkcgruX6dqRpT6Y0kC4RPOiROPEtMGvc6Oa8tDWSmx9Ry84qfiCYxg2D8PfJTe.png)

**Step 2**: Click the **Profile** tab to open the client profile.

![](https://staticfiles.gleap.io/gattachments/ljVHkS2fXGCUKSqXEHVxb0lYv6r2R3WeWfzTU5KhDqUjDgg1kXdR3GCTdWe0U2Cvat5wa1DLsP3.png)

 

**Step 3**: Click the **Authorizations** option in the left-hand navigation sidebar.

![](https://staticfiles.gleap.io/gattachments/zu3qaLryk9YsNxG1q9Ul7IktBCQosdshyySdJmSRU4t17gsy8QMFneEFzHxcVycn3Egnlbkv2DT.png)

**Step 4**: Click the **+** button next to the **Authorizations** header to begin adding a new authorization.

![](https://staticfiles.gleap.io/gattachments/TsVJ94QJ2CRgv9YHmyhrqIhmVs9NcgCXJdTspeiBnzaiAFZTNlMhamUgHpPgGCkYUhJw9t0EgYb.png)

**Step 5**: Add all the necessary information to add the authorization.

![](https://staticfiles.gleap.io/gattachments/5YUTsA1GbEBLULGPFpcXo6oaIJDSQOoHftksFKP6OyeOyCvhT8OKzbl3jXnPhUfmIWwfAl7kI4B.png)

 

![](https://staticfiles.gleap.io/gattachments/y9EGlXLbbNOvPcRW2FuVcy8FDX8bIvKIlBNPDuR8ckSdZLxpusn3Rp6CxpDrEkEfehkUjiTkkdy.png)

**Step 6**: Click the **Save** button to add the authorization.

![](https://staticfiles.gleap.io/gattachments/pjTPW6kKsgfM1KBIVMm1ojyo8lh7OxHmX3fbUSsLDznBqR9Wda33DBTQJarA2lkiVLXWZEH343T.png)

The **Authorization** will be successfully added to the selected client.

![](https://staticfiles.gleap.io/gattachments/jT3oF504eyhn0hY7iYrjIUWEjx2JLnwDGwxJmUX3Ayv3hExcxfpQKktkVmslVG7BTRQu2qWj1ge.png)

### **Add Authorization Field in Booking Form**

To allow shift jobs to use payment authorizations, you must add the **Payment Authorization Selection** field to the booking form. This field connects shift creation to the client’s active authorizations.

**Step 1**: On your agent dashboard, click **Shift Job Calendar** in the navigation bar.

![](https://staticfiles.gleap.io/gattachments/x9zcqG2KNFNwnpm5MzBA3y2Qi9aBdboSgng5hrMjyKfZV4kGK8WQgRTNuFoEvgbXjwBi0ucaXOV.png)

 

**Step 2**: Click on any future date to open the booking form.

![](https://staticfiles.gleap.io/gattachments/2vAgeCWRPEeo1DUZucLqXmOz2WNZ1y1Q3icfSCO1FmRdkfDE15jGWs0WzPWelYvds1fLDrfF6Ih.png)

**Step 3**: Click the **Customize this Form** button.

![](https://staticfiles.gleap.io/gattachments/omslmqMXwjwzOtBv3edvyHkUxMw4zgV6JV3DWYprtNLYbgJKxvUN2liDTS6r4t2FXuv7SGN220Q.png)

**Step 4**: Click the **Add Field** button to start adding a new field.

![](https://staticfiles.gleap.io/gattachments/az1ehjmwHFiDB35QckuXakEO2yWkJmuvXxFSl9USNfqZHiB9vAFXnKnWCjx09UOZyRcgPDirhbY.png)

**Step 5**: Configure the field as follows:

- **Field Label:** Payment Authorization Selection
- **Profile Label:** Payment Authorization Selection
- **Field Type:** Preset Fields
- **Preset Field:** Payment Authorization Selection

![](https://staticfiles.gleap.io/gattachments/yXqLIvEYHuZvkroAGvwOmjAsDxVDRyMWSyWmYW2cMyx40A0vpzv8qCX9qW0r2mfnvsU6zZpPzLx.png)

**Step 6**: Click the **Save** button to confirm the changes.

![](https://staticfiles.gleap.io/gattachments/XAIobvoFOwDuSDpHwrRkLVzgo4isYYkk8ivFd8cvNI4xVd7hC7hNbMfUqOAEngM7K6ycHPZjEv1.png)

 

### **How Payment Authorization Works**

When creating a shift for a client, the system validates the selected payment authorization before allowing the shift to be saved. The shift date must fall within the authorization’s defined **From** and **To** dates. If you attempt to create a shift outside of this date range, the system will display an error and prevent the booking.

The system also checks the **Status** of the authorization. Only authorizations marked as **Active** can be used. If an authorization is set to **Inactive**, it will not be available for selection when creating a shift.

In addition, the system tracks the number of authorized hours or visits used within the configured frequency period. If the total scheduled hours or visits exceed the authorized limit within that frequency window, the system will prevent additional shifts from being created using that authorization.

The authorized usage resets according to the selected frequency. The reset cycle begins from the **From (Start) Date**, not from the calendar week or month. For example, if an authorization starts on March 1 and is configured for 10 hours every 2 weeks, the 2-week cycle begins on March 1 and resets after that period completes. Any shifts created within that window count toward the authorized total.

#### **Example Scenarios**

For demonstration purposes, assume the following configuration:

- **Start Date**: March 1, 2026
- **End Date**: March 30, 2026
- **Authorized Hours**: 10
- **Frequency**: Every 2 Weeks

Make sure you also select the client(s) in the **Search and Filter** tools under the **Shift Job Calendar** for whom you have created the authorization.

**Scenario 1: Creating a Shift Outside the Authorization Date Range**

If you attempt to create a shift before March 1 or after March 30, the system will display an **Invalid Payment Authorization** error.

In this scenario, we demonstrate the result by creating a shift job before the start date of the payment authorization. However, if you attempt to create the shift job after the authorization end date, you will encounter the same output.

**Step 1**: Click on any date that falls before the start date of the created authorization under the **Shift Job Calendar** tab.

![](https://staticfiles.gleap.io/gattachments/joIq15orfnRVisouJskk7gzMHlkSL0gX6IRcwJz4uZwe6hV79tKQY6Q1k2pLTcW8eEnZFNjt6yE.png)

**Step 2**: Select the client that has the configured authorization.

![](https://staticfiles.gleap.io/gattachments/9ZYW9MEi7UPwpTBzlSLWDJp1ujmFQHb2cH0xSa9LH0WlbJkCG2oII0tHMbdrMwwTP807En8Vs9a.png)

**Step 3**: The **Payment Authorization Selection** field will appear; click on the box as shown in the screenshot below.

![](https://staticfiles.gleap.io/gattachments/d0BOJpk5FYnisIeE1sirG4Ie3Gbb94gx8SlLUMFDrAQWEDfhmiYUE9sBzeuGeI9vxEY2vue9QNx.png)

**Step 4**: Select the payment authorization from the list that you want to use for this shift job.

It will display only the payment authorizations that you have set up for the selected client in Step 2.

![](https://staticfiles.gleap.io/gattachments/6klSoLqeH6lZCQhzUfj0TtOMcvcjrH8m0q2jmyr7tEKnYC3Ui6RBtWq8tG42Dwt7eOSbOBIJgeW.png)

**Step 5**: Enter all the remaining details for the shift job, and then click the **Submit** button to proceed.

![](https://staticfiles.gleap.io/gattachments/1MW4gk1qL7qEpRXwvpTDhjxWem2deSaW1pSQdTrJJC0WHi5ZwNZSCQWmjih8KqKzYXybAShfFK8.png)

You will get an **Invalid Payment Authorization** error message because you were trying to create the shift job before the start date of the payment authorization.

![](https://staticfiles.gleap.io/gattachments/rdtifNfaVOtC4IkS6jmdce1tP6QYGl3AyLeRvN281VKuIkS1qIIUUmcxzY0xW0u4R2ZDZd9uHGs.png)

**Scenario 2: Exceeding Authorized Hours Within a Frequency Window**

If you schedule 10 hours within the first 2-week window and attempt to schedule additional hours within the same window, the system will display an error because the authorized limit has been reached.

To best explain this scenario, we created three shift jobs within the first two-week window (the configured frequency): the first shift is four hours long, the second shift is three hours long, and the third shift is also three hours long.

![](https://staticfiles.gleap.io/gattachments/CmZHMfXEpk3XJlFM0p1LhOZYj8iOqOXRGc6QDjSPnsnnUHGAd1ahbutRzVPigRGXHVPyLsDncqZ.png)

Now, if you attempt to create a new shift job within the same two-week window, for example, on March 11. you will get an error message stating **“Invalid Payment Authorization.”**

This occurs because you have already consumed the authorized hours (10 hours in this case) within the specified two-week frequency.

![](https://staticfiles.gleap.io/gattachments/jhs4iF6h5lThJnUB2mJWQuOt7VcWfIbJm1FrXxSTNc95WecWTsHlxhKc7oHfPdiuLkc2D5IyAn6.png)

**Scenario 3: Creating a Shift in the Next Frequency Window**

Once the 2-week period resets, you can create new shifts up to the authorized limit again, provided the authorization is still within its valid date range.

To successfully create a new shift job, you need to plan the shift job within the next two-week period, starting from 15 March and continuing through 28 March.

![](https://staticfiles.gleap.io/gattachments/7NCZT9OT1HKlErxDJFrpTAOV7ZRUlvYOvenYRYcg3nUPvrM4LSybEVAXz5bILSb61D97636cZh8.png)

For example, if you want to create the shift job on 18 March, you can create it successfully as long as you do not expand the hours in the shift job beyond those configured in the payment authorization.

![](https://staticfiles.gleap.io/gattachments/Ezz91MAJukGsdpkdqirl969bFxmLVc2XkSUk1ihNZdxjbr7ihoZjv3mNuYCRDlXDzDWr8iIoswl.png)

 

### **Add Authorization Fields to Table View**

You can add payment authorization details to the Shift Job Calendar table view to monitor usage.

**Step 1**: In the **Shift Job Calendar**, click the **Table** button to open the table view.

![](https://staticfiles.gleap.io/gattachments/4ScvSD5o9CueRxZAQ7SwGFm72ELB3DkVLIknNIlzh93xRyGg3w2XbTaf1MbQd15aGgSzuoXdpn1.png)

**Step 2**: Scroll the table to the left, then click the **Gear** icon as shown below.

![](https://staticfiles.gleap.io/ghelparticle/zBfRJbwia45Zt0IbLWiZAjaCv0M9ziLmooIltyRLzWpvmjE2VjDsVWTYosnbxrWqTOmruev5ZTb.gif)

**Step 3**: Search for the authorization fields and select the field you want to add to the table from the dropdown list. The system automatically saves the settings.

![](https://staticfiles.gleap.io/gattachments/jMux5MBhe9ghLVXAtXvk8iPGJBGhRFNG7qAomdMVxD28ocw6loDybUSXzgvOs6kWfkXPBOCtGpn.png)

The selected authorization field(s) will be successfully added in the Table view.

![](https://staticfiles.gleap.io/gattachments/BBAQOAVa288jkfR4W8ClRz9xAfqIK1KwiENHPeiGdnJfAhiPq2bQcKL9GvoRJERYhu0mmqtaxNB.png)

 

### **Add Authorization Fields for Export**

Authorization details can also be included when exporting shift data. In the **Table** view, click the **Gear** icon before the **Export** button as shown in the screenshot below.

![](https://staticfiles.gleap.io/gattachments/QmdvYxukvD8ItEalVWgu9cPGZ57Zvatxz3l761K0gArL5TuoCYKuDVUcFiH7XWOouH1krElCgq0.png)

Then, repeat the step 3 as described in the previous section, [**Add Authorization Fields to Table View**](https://learn.enginehire.io/en/knowledge/set-up-payment-authorizations#add-authorization-fields-to-table-view), and ensure that the fields are exported successfully.

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