{"id":18018,"date":"2024-05-08T10:14:14","date_gmt":"2024-05-08T10:14:14","guid":{"rendered":"https:\/\/clockify.me\/help\/?p=18018"},"modified":"2026-03-13T06:07:38","modified_gmt":"2026-03-13T06:07:38","slug":"manage-members-time","status":"publish","type":"post","link":"https:\/\/clockify.me\/help\/track-time-and-expenses\/manage-members-time","title":{"rendered":"Manage member&#8217;s time"},"content":{"rendered":"\n<p>As a Team manager or Admin, you can oversee and manage the time entries and expenses submitted by the members of your workspace or team.<\/p>\n\n\n\n<p><em>Imagine you&#8217;re a department manager overseeing a team of marketing specialists. Each team member submits their tracked time entries and expenses for various marketing campaigns and projects. As the manager, you review these submissions to verify the accuracy of tracked hours and expenses to make sure that they align with project budgets and client agreements.<\/em><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Permissions<\/h2>\n\n\n\n<p>Access to management features depends on your subscription level and user role:<\/p>\n\n\n\n<ul class=\"wp-block-list translation-block\">\n<li class=\"translation-block\"><strong>Time management:<\/strong> Available on <a href=\"https:\/\/clockify.me\/pricing\"><strong>Standard<\/strong> plans<\/a> and higher.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Expense management:<\/strong> Available on <a href=\"https:\/\/clockify.me\/pricing\"><strong>Pro<\/strong> plans<\/a> and higher.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-table is-style-stripes\"><table class=\"has-fixed-layout\"><tbody><tr><td><strong>Action<\/strong><\/td><td><strong>Workspace Admin<\/strong><\/td><td><strong>Team Manager<\/strong><\/td><\/tr><tr><td>Send Reminders<\/td><td>\u2705<\/td><td>\u2705 (Own team only)<\/td><\/tr><tr><td>Submit time for others<\/td><td>\u2705<\/td><td>\u2705 (Own team only)<\/td><\/tr><tr><td>Withdraw\/Edit Approved Time<\/td><td>\u2705<\/td><td>\u2705 (Own team only)<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Identify missing time<\/h2>\n\n\n\n<p>There are two ways to check team members who don&#8217;t have any approved time (team members who forgot to fill out and submit timesheets):<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Option 1: Weekly report<\/h3>\n\n\n\n<ol class=\"wp-block-list translation-block\">\n<li class=\"translation-block\">Go to the <strong>Weekly report<\/strong><\/li>\n\n\n\n<li class=\"translation-block\">Group report by user<\/li>\n\n\n\n<li class=\"translation-block\">Select the week you wish to review<\/li>\n\n\n\n<li class=\"translation-block\">Click the <strong>Status<\/strong> filter<\/li>\n\n\n\n<li class=\"translation-block\">Choose <strong>Approved<\/strong> and click <strong>Apply filter<\/strong><\/li>\n\n\n\n<li class=\"translation-block\">Click <strong>Show users without time<\/strong><\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"710\" height=\"378\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Show-users-without-time-Weekly-report.gif\" alt=\"\" class=\"wp-image-28845\"\/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">Option 2: Approvals page<\/h3>\n\n\n\n<ol class=\"wp-block-list translation-block\">\n<li>Go to the <strong>Approvals<\/strong> page<\/li>\n\n\n\n<li>Choose the <strong>Unsubmitted<\/strong> tab<\/li>\n\n\n\n<li>Click <strong>Show users without time<\/strong><\/li>\n\n\n\n<li>Click <strong>Remind to log and submit<\/strong>&nbsp;<\/li>\n\n\n\n<li>Review the list of team members who are getting the reminder<\/li>\n\n\n\n<li>Click <strong>Send<\/strong> to complete the action<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"710\" height=\"378\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Show-users-without-time.gif\" alt=\"\" class=\"wp-image-28846\"\/><\/figure>\n\n\n\n<p><strong>As a result:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Team members who didn&#8217;t submit their timesheet get an email reminder to submit&nbsp;<\/li>\n\n\n\n<li>Team members who have untracked time get a reminder to log their time and submit their timesheet<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"662\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Submit-timesheet-reminder-email-1024x662.png\" alt=\"\" class=\"wp-image-28847\" style=\"width:582px;height:auto\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Submit-timesheet-reminder-email-1024x662.png 1024w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Submit-timesheet-reminder-email-300x194.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Submit-timesheet-reminder-email-768x496.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Submit-timesheet-reminder-email-1536x993.png 1536w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Submit-timesheet-reminder-email-18x12.png 18w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Submit-timesheet-reminder-email.png 1696w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p><strong>Remind team members to submit time<\/strong><\/p>\n\n\n\n<p>Admins and Team managers (for members of their team) can check whether team members added their time entries during the week and send reminders to team members who didn&#8217;t track time or submit their timesheets.<\/p>\n\n\n\n<p class=\"translation-block\">This functionality is part of the Approvals feature and is available to team members who have Approvals enabled in <a href=\"https:\/\/clockify.me\/help\/getting-started\/getting-started-as-admin-and-workspace-owner\/approve-entries-time-off-requests-for-workspace-members#configure-approval-permissions\">Workspace settings<\/a>.<\/p>\n\n\n\n<p class=\"translation-block\">Team members who didn&#8217;t log their time during the week are displayed in the <strong>Unsubmitted<\/strong> tab.<\/p>\n\n\n\n<p class=\"note\">Inactive members are not displayed in the Unsubmitted tab.<\/p>\n\n\n\n<p><strong>To send reminders to team members with unsubmitted time:<\/strong><\/p>\n\n\n\n<ol class=\"wp-block-list translation-block\">\n<li>Go to <strong>Approvals<\/strong><\/li>\n\n\n\n<li>Click the <strong>Unsubmitted <\/strong>tab<\/li>\n\n\n\n<li>Click the <strong>Remind to submit<\/strong> button in the top-right corner<\/li>\n\n\n\n<li>Click <strong>Send<\/strong> in the pop-up window<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"710\" height=\"378\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Remind-to-submit.gif\" alt=\"\" class=\"wp-image-28848\"\/><\/figure>\n\n\n\n<p class=\"translation-block\">Alternatively, you can submit a timesheet for a team member by clicking the <strong>three-dot icon<\/strong> next to their name, then selecting <strong>Submit<\/strong>. &nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"469\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Submit-timesheet-button-1024x469.png\" alt=\"\" class=\"wp-image-28849\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Submit-timesheet-button-1024x469.png 1024w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Submit-timesheet-button-300x137.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Submit-timesheet-button-768x352.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Submit-timesheet-button-1536x704.png 1536w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Submit-timesheet-button-18x8.png 18w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Submit-timesheet-button.png 1600w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Change approved timesheets<\/h2>\n\n\n\n<p>Approved timesheets are locked and can\u2019t be changed or edited, even if you turn off Approvals or downgrade the account.<\/p>\n\n\n\n<p class=\"translation-block\">Regular users <em>can<\/em> still add new hours to an already approved period, as long as those dates aren&#8217;t locked. This new time has to go through the approval process again. The manager can then only approve or reject the added time; the previously approved time remains unchanged.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Withdraw approval<\/h3>\n\n\n\n<ol class=\"wp-block-list translation-block\">\n<li>Go to <strong>Approval<\/strong><\/li>\n\n\n\n<li>Choose the <strong>Archive<\/strong> tab<\/li>\n\n\n\n<li>Find the time period that needs fixing<\/li>\n\n\n\n<li>Click on the approval request to open its details<\/li>\n\n\n\n<li>Click <strong>Withdraw approval<\/strong> in the upper right corner<\/li>\n\n\n\n<li>Leave a note detailing what was wrong, why, and what needs changing<\/li>\n\n\n\n<li>Click <strong>Withdraw<\/strong><\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"710\" height=\"378\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Withdraw-approval.gif\" alt=\"\" class=\"wp-image-28850\"\/><\/figure>\n\n\n\n<p>When time approval is withdrawn, the corresponding time entries become editable.<\/p>\n\n\n\n<ul class=\"wp-block-list translation-block\">\n<li><strong>Who can edit:<\/strong> Admins can edit withdrawn entries in the <a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/editing-time-entries#edit-time-entries-in-detailed-report\"><strong>Detailed report<\/strong><\/a>, while the team member can edit it in their Timesheet or Time Tracker page.<\/li>\n\n\n\n<li><strong>Notification:<\/strong> The team member and all admins will receive an email containing a note about the withdrawal.<\/li>\n\n\n\n<li><strong>Audit trail:<\/strong> For auditing purposes, a permanent copy of the previously approved time entries, including their original hourly rates, is moved to the <strong>Withdrawn<\/strong> section.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Check withdrawn time entries<\/h3>\n\n\n\n<p>To see all withdrawn time entries:<\/p>\n\n\n\n<ol class=\"wp-block-list translation-block\">\n<li>Go to <strong>Approvals<\/strong><\/li>\n\n\n\n<li>Click the <strong>Archive<\/strong> tab<\/li>\n\n\n\n<li>Click the <strong>Show all <\/strong>filter<\/li>\n\n\n\n<li>Select <strong>Show withdrawn<\/strong><\/li>\n\n\n\n<li>Select the team member to view their withdrawn time entries<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"710\" height=\"378\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/05\/Check-withdrawn-time.gif\" alt=\"\" class=\"wp-image-28851\"\/><\/figure>\n\n\n\n<div class=\"wp-block-group related-articles\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<h3 class=\"wp-block-heading\">Related articles<\/h3>\n\n\n\n<ul class=\"wp-block-list related-articles-list\">\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/submit-time-expenses-for-approval\">Submit time &amp; expenses for approval<\/a><\/li>\n\n\n\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/editing-time-entries\">Edit time entries<\/a><\/li>\n\n\n\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/add-time-for-others\">Add time for others<\/a><\/li>\n\n\n\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/approval\">Approve time &amp; expenses<\/a><\/li>\n\n\n\n<li class=\"translation-block\"><a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/lock-timesheets\">Locking Time<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"As a Team manager or Admin, you can oversee and manage the time entries and expe&#8230;","protected":false},"author":25,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_helpful_status":1,"_searchwp_excluded":"","footnotes":""},"categories":[53],"tags":[],"class_list":["post-18018","post","type-post","status-publish","format-standard","hentry","category-approvals"],"acf":[],"featured_image_src":null,"author_info":{"display_name":"tamara radijevac","author_link":"https:\/\/clockify.me\/help\/author\/tamara-radijevac"},"_links":{"self":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/18018","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/users\/25"}],"replies":[{"embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/comments?post=18018"}],"version-history":[{"count":49,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/18018\/revisions"}],"predecessor-version":[{"id":30301,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/18018\/revisions\/30301"}],"wp:attachment":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/media?parent=18018"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/categories?post=18018"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/tags?post=18018"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}