Timesheet Approval
When your company turns on approval, time entries must be reviewed by a manager before they count. This article covers approving, rejecting, and reverting time logs, and the weekly timesheet view.
When approval applies
Approval is controlled by the Approval Required option in your company's Time Log settings. When it is on, new time entries start as Pending and a manager is notified:
- If you log your own time, your reporting manager is notified.
- If you log time on someone else's behalf, that employee is notified.
The statuses
| Status | Meaning |
|---|---|
| Pending | Submitted, awaiting review. |
| Approved | Reviewed and accepted. |
| Rejected | Reviewed and sent back, with a reason. |
| Active | A timer is still running. |
You can filter the Time Logs list by status.
Who can approve
Approving and rejecting is limited to a user who has the approve-time-logs permission and is either an admin or the reporting manager of the employee whose time it is. The Approve/Reject actions only appear on entries that have an end time, are still pending, and belong to someone you manage (when approval is required).
How to approve a time log
- Go to Work → Timesheet (Time Logs or Employee TimeLogs).
- Find the pending entry.
- Open its action menu and choose Approve.
The entry is marked Approved and the employee is notified.
How to reject a time log
- Find the pending entry and open its action menu.
- Choose Reject.
- Enter a Reason (required).
- Click Save.
The entry is marked Rejected, the reason is stored, and the employee is notified. If the employee edits a rejected entry, it goes back to Pending.
| Field | What it does | Required |
|---|---|---|
| Reason | Why the entry was rejected. | Yes |
How to revert to pending
If you approved or rejected an entry by mistake, open its action menu and choose Revert to Pending (requires full approve permission). This clears the approval/rejection and the entry returns to Pending.
Bulk actions
On the Time Logs list you can select several entries and:
- Change Status (Pending / Approve) — requires full edit permission.
- Delete — requires full delete permission.
Weekly Timesheets
The Weekly Timesheets view groups time by week and has its own approval and reject flow, so managers can approve a whole week at once. There is also a Weekly Timesheet report under the Reports section for managers with the time-log report permission.
Permissions
| Permission | Controls |
|---|---|
| Approve time logs | Approving, rejecting, and reverting (further limited to admins and reporting managers). |
| Edit time logs (full) | Bulk change-status. |
| Delete time logs (full) | Bulk delete. |
Tips
- Use Employee TimeLogs or Weekly Timesheets to review a person's or a week's time in one place.
- Give a clear Reason when rejecting so the employee knows exactly what to fix.