Users can submit their weeks or holiday requests for approval. Then, the supervisor can review the timesheet, and approve it for payroll.
All approved timesheets are permanently locked (not even admins can make changes, at last not without leaving permanent written trace).
To use time approval, you’ll first need to go to Workspace Settings and enable it.
Submitting time #
Users can submit their time in either via Time Tracker or Timesheet.
In Time Tracker, you can hover over the week and select “Submit for approval”, which submits all time for that week. In Timesheet, you can click “Submit for approval” button at the bottom.
You can edit their timesheets while it’s pending approval. Changes to pending timesheets are automatically reflected and shown when approving time.
In case of a mistake, you can withdraw submission. If you withdraw pending week, the request for approval will disappear, and you can submit it again when you’re ready.
If you add new time to an approved week, you’ll have to submit the week for approval again.
You can submit week even if the dates are locked (but you can’t the time).
Once entries are approved, they become permantenly locked and you can no longer edit them.
Approving time #
Admins can approve and reject submitted time from the new Approvals page, available in the sidebar.
Approval page lists all request that are waiting for approval. You can approve all request at once, or click on a particular one to view its details.
To reject a request, open its details, click on the Reject in the upper right corner, and leave a note. The request will be deleted, the user will receive an email containing the note, and the timesheet will become unsubmitted.
You can filter data in reports by approval status by clicking on the “Status” filter.
Mending timesheets #
Approved time is locked permanently, meaning not even admins can edit approved time entries. Approved time can’t be edited even if you turn off Approvals or downgrade your account.
Regular users can add new time to their approved weeks, as long as the dates are not locked. If they add more time, they’ll have to submit the week for approval again, in which case the manager will be able to approve or reject only the newly added time (previously approved time remains).
If there was a mistake and you need to make changes to approved time:
- As Admin, go to Approval > Approved tab
- Find the week that needs fixing
- Click on the week to bring up its details
- Click “Witdhraw approval” in the upper right corner
- Leave a note, detailing what was wrong, why, and what needs changing
- Click Witdraw
Once approval for the whole week is witdhrawn, all approved time entries will become editable by admins in Detailed report, plus by their owners if the dates are not locked. You can make the changes and submit the week again.
When time becomes unapproved, a permanent copy of all approved time entries (along with their original hourly rates) will be created in the Witdhrawn tab for audit purpose, so you always have a written trace of all the changes.