Approve timesheets and time off
Approve everything that is ready in one go, and look closely at what needs review.
Approvals has the list on one side and the details of the item you pick on the other. On a phone, tap an item to open its details.
Steps
- Open Approvals. Waiting for you shows everything that needs a decision.
- Ready items fit the rules and have nothing flagged. Choose Approve all ready, or tick some and choose Approve selected.
- Click each item under Needs review. The details say why: time that was typed in, a clock-in outside the area, an automatic clock-out, overtime or a late start.
- Choose Approve. Or choose Return for a timesheet (Decline for time off), write what needs to change and send it. The week goes back to the person as Returned, with your words.
- For more detail on a timesheet, choose Open timesheet.
Use Search by name and the Type and Location filters when the list is long. For time off, the details show the days Counted, the Balance afterwards and who is Also off on those dates.
A week moves through Draft · Submitted · Approved · Exported · Locked. Approved time is what goes to payroll; once it has been sent to payroll or accounting it shows as Exported.
Where to find it
Approvals
Who has it: People who can approve time or time off. If it is not in your menu, your role does not include it.
If something goes wrong
- It says Nothing waiting, but someone says they submitted.
- You only see people your role covers. Check their locations, and whether another approver or the automatic approval already dealt with it.
- I approved the wrong week.
- Open the person's timesheet (Open timesheet, or Team, ⋯, Timesheet), choose Unapprove, say what needs to change and confirm. The week goes back to the person to change and submit again. A week that is already Exported or Locked has to be unlocked first.
- It says approving takes the balance below zero.
- The request is for more days than the person has. You can still approve it, or decline and ask them to change the dates.
- Things sit in the list too long.
- Turn on Remind approvers in Automations: each approver gets a daily nudge and admins are told if something waits too long.
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