TIMESHEET APPROVAL
Enable precise control by accepting or rejecting time entries for a project, making approved entries immutable.
The Timesheet Approval feature empowers you to control timesheet entries precisely by designating a default approver for a project. The designated approver is responsible for either approving or rejecting submitted timesheet entries. Once a timesheet entry has received approval, it becomes immutable, and the user who submitted the time entry cannot edit it anymore.
Activating Timesheets Approval
Log in to your account and access the Settings menu in the top-left main menu.
Select the "Projects" section from the settings menu. This is where you can configure project-related settings.
You can activate the "Timesheets Approval" feature for either an existing or a new project.
Existing Project: If you're working with an existing project, locate it within the "Projects" section and click on it to access the project settings.
Create a New Project: To create a new project, click a plus button at the bottom-right of the settings page. Read about adding projects here.
Within the project settings, find an option related to "Timesheet Approval." This is the feature you want to activate.
Toggle the Feature On To enable the "Timesheets Approval" feature, toggle the switch to the "On" position.
Save Your Changes: After enabling "Timesheets Approval," don't forget to save your changes. Look for a "Save" button in the project settings card and click it.
Managing Timesheets
Access the Timesheets Table: Log in to your account and navigate to the Timesheets section or table, typically found in the main menu or dashboard.
Filter and Sort Projects: Within the Timesheets table, you can filter and sort projects using custom fields. Utilize the filter and sort options provided to locate specific timesheet entries quickly.
View Projects Assigned to You: Gain insights into projects directly assigned to you. You'll find a section or filter displaying your account's associated timesheets.
Group Tables by Projects or People: Customize your view by grouping the Timesheets table by projects or people. This feature helps you organize and analyze time entries efficiently.
Approve or Reject: You can set the timesheet status using the buttons on the table's right side. Select Multiple timesheets to perform bulk status update. Hover over the “i” to reveal a tooltip with details if needed.
When an entry is approved, it is locked for further edits by the user who crated it. When the entry is rejected, it can be revised by the creator which will trigger the approval process once again. Both managers and regular users will receive in-app notifications regarding the status changes of their time entries.
Notifications
Upon activating the feature, newly created and revised timesheets will be automatically sent to the default approver designated during the project's timesheet approval setup. The approver will receive a notification in the upper right corner and can promptly take action on the time entry, either approving or rejecting it directly from the notifications panel.
The creator also receives a notification when a time entry changes status.
Calendar View
Time entries can exist in three statuses: approved, pending, or rejected.
Removing Timesheets
Additionally, the timesheets table allows you to bulk remove timesheets if needed. Select multiple timesheets, click on the three dots menu, and choose remove.
Important Note: Once a timesheet is removed, it cannot be restored.
Reporting
With the introduction of the Timesheets Approval feature, reporting configuration options now include additional timesheet metrics (columns) to choose from: Approved Time, Rejected Time, Pending Time. They are used to calculate the total time of timesheets with a specific status.
Note: Metrics such as Time, Average time, and Working days contain the total time of submitted timesheets for a group (people, projects, months, etc).
The payroll report template adds those metrics and uses them to calculate custom metrics: Approved Time Payroll for a person and Approved Project Payroll Cost for a project. Read more about custom metrics here.