Administration

Approving timesheets

Review submitted weeks, approve them (one or several at once), send them back with a reason, or reopen an approved week.

When people submit their week, it waits for approval. You need the Approve and reject timesheets permission. Open Approvals in the menu; the home page also shows how many weeks are waiting.

The queue

Waiting lists submitted weeks, oldest first, with each person's hours split into billable, not billable and free of charge, plus out-of-hours time. Check highlights anything worth a look:

• changed treatments: the person changed how an entry is charged or paid from the usual;
• over budget: the person gave a reason for going over a budget.

To approve several weeks you are happy with, tick them and select Approve selected.

Reviewing a week

Select Review to see every entry by project and task: the day, hours, comment, and how it is charged and paid. Out-of-hours work, changed treatments and over-budget reasons are tagged, and entries that need a look are marked down the left. What happened shows the week's history.

• Approve week when it is right.
• Send back when something needs changing. Say why: the person is emailed, sees your reason on their timesheet, and submits the week again.

Reopening an approved week

With the Reopen approved timesheets permission, open Recently approved, review the week, give a reason and select Reopen week. It goes back to the person to change and submit again, and they are emailed.

Who can approve

Your organisation chooses this under Settings → Timesheet approval:

• Anyone with the approve permission (the usual choice), or
• Project managers, for their projects: they see weeks with time on projects they manage. People who manage members can still approve any week.

Nobody approves their own week, unless Let approvers approve their own week is on.

Every decision is recorded in the week's history and in the audit log.