Whenever employees submit their timesheets, Super-admins or a configured approver will see them in the approval dashboard in their home dashboards. All approvers see a list of all employees whose timesheets need approval. By default, approvers see all timesheets that are pending approval across all the policies.
Setting up the approval flow
To set up an approval flow, navigate to 'Settings' > 'Automations' > 'Approvals' > 'New approval flow'. You can also go to the respective sections (Time tracking) and select 'New approval flow' to add subsequent approval flows to absence requests.
In the pop-up window, you can select the new approval flow's:
- Name
- Process (in this scenario, choose 'Time Tracking')
- Relevant employees (choose for which employees this approval flow will be applied)
- You can additionally enable the setting 'Enable implicit approval'. If enabled, any steps in the approval flow that can be approved by the person requesting the approval, will be automatically approved. You can also enable the setting 'Applies to admins.' If enabled, the approval flow will be applied to module and platform admins as well - they will need approval for their own actions.
- Lastly, define the approval steps. The approver's can be: specific person(s), manager, manager's manager, HRBP, team member or admin).
Filtering the timesheets
As an approver, you will want to ensure you monitor and approve/reject the correct timesheets. You can filter the timesheets by the policy and the cycle.
Under 'Policy', select the title of the policy. This will show the timesheets of all employees that are assigned to this policy.
Under 'Cycle', select the desired timeframe for your chosen policy. You'll also be able to quickly monitor all the cycles' statuses. Each cycle will contain one of the three statuses in brackets:
- Open - a cycle hasn't reached the timesheet submission deadline
- Pending approval - a cycle that has reached the timesheet submission deadline and has timesheets with pending approvals
- Closed - a cycle that has reached the timesheet submission deadline and has all timesheets that are approved.
In 'Time Tracking' > 'Employee timesheets', you'll see summaries of the employees' time entries for that cycle. The summarized table contains:
- Notices - an overview of all the error statuses in the timesheet; The number here represents a total number of errors in the timesheet. The possible errors shown here are caused by: number of days with overtime recorded, number of days with undertime recorded and number of break errors.
- Employees first and last names
- Compensable hours
- Hours worked
- Overtime hours
- Work schedule
- Approval status
- Actions - quick actions button allows you to: view the timesheet, approve or decline it, submit it on behalf of the employee or nudge employee to submit their timesheet.
Please note: The approval happens for the entire timesheet.
Re-open approved time sheets
Time tracking admins and super admins can re-open approved timesheets if edits need to be made. To do so, navigate to Time tracking > Employee timesheets > select the correct policy and cycle > select the three dots next to the user who's approved timesheet you would like re-open > select 're-open.'