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Approvals - basics

Timesheet approvals is a module that allows administrators and supervisors, or time-tracking administrators to approve or reject timesheets submitted by their teams for approval. Administrators can choose between daily and weekly modes of approving timesheets. Once approved, the timesheet will become uneditable for users (they won’t be able to either add new time to the approved day or edit time entries). Administrators can unlock approved timesheets at any time to allow users for applying changes.

The timesheet approval module is available in the Pro plan.

How to enable the Approvals feature?

To start using the Timesheet approvals module you need to, as with all of the modules, enable it in the Settings section. Click on your avatar n the upper-right corner and select the Account Settings option. Then move to the Add-ons tab, scroll through the page to find the Timesheet Approvals module, and click on the switch button to enable the Approvals. After the module is enabled click on its Settings.

Only the Administrators of the account can enable the Approvals modules.

The approval status does not affect time-tracking reports or invoicing possibilities.

The Approval period

The Approval period defines the frequency of sending timesheets for approval. You can choose between daily and weekly periods. 

Using the weekly approval period you submit an entire week with one click and you also approve, reject, and reopen with one click. It is best for teams who fill and correct their timesheets at the end of the week.

The daily approval period allows you to submit and make any actions within just one day of the week. 

It is not possible to edit the submitted day/week.

To learn more about the differences between daily and weekly approval periods, please visit this article.

Who can approve timesheets?

 This option defines who can approve or reject submitted timesheets. You can choose between Supervisors and Administrators for people who they manage and Time Tracking Administrators. Depending on your choice, people with such roles will be able to approve and reject timesheets for people they manage. 

Keep in mind that Supervisors and Administrators can see and approve or reject timesheets submitted only by the people from their group and all subgroups.

Here you can learn more about approval permissions.

Setting email reminders

You can set automatic email reminders for users to submit their timesheets at the day and selected time.

By default, all users need to submit their timesheets for approval. If you want to turn off this setting for specific people, go to the Users tab, click on the name of the coworker, scroll down through their profile settings and deselect Should send timesheets for approval. 

You can also select some extra options:

  • Do not show a task name if an approver does not have permission to it - if an approver is not assigned to a task, they won’t see its name in the submitted timesheet

  • Automatically submit current day timesheet for approval at - choose the time at which the timesheet will be automatically sent for approval

  • Automatically approve submitted timesheets after (number of) days - choose the number of days after which the timesheet will be automatically approved

  • Enable limited hierarchical reporting structure - with this setting Supervisors will receive submitted timesheets only from Supervisors who are below them in the structure, not their entire teams

In your personal settings (My profile tab) you can set email notifications for yourself which you will get at the address to which your account is signed. There are 4 types of notifications:

  • Remind me to submit my timesheet for approval

  • Alert when someone approves my timesheet

  • Alert when someone reopens my timesheet 

  • Alert when someone submits a timesheet you should approve