An Update with Guaranteed Approval

July 13, 2020

It’s always a highlight for our development team when we get to demo new features to customers and everyone loves what they’re seeing.  

This update brings a much-demanded feature in the form of Timesheet Approvals! Keep on reading to see just how easy it is to use this game-changing update (and if timesheets aren’t your thing then stick around for the end as we’ve got something for you too). 

A Quick Introduction

Each Timesheet represents one week (Monday – Sunday) for a single staff member and can be in 4 states: 

Open – The timesheet is unlocked, time records can be added or changed. 

Submitted – The timesheet has been submitted for approval. 

Approved – The timesheet has been approved. 

Locked – The timesheet has been locked. 

Once a timesheet has been submitted it can either be approved or declined (the latter will set the timesheet back to open). If a timesheet hasn’t been submitted then it can also be locked straight away.  

If a user’s timesheet is submitted, approved or locked then time records in that week cannot be changed and new time records cannot be added for that week. If you need to make changes later then it’s possible to unlock a timesheet (and lock it again afterwards). All of these actions are tracked in the audit log for you to review if needed.

Pick your Approvers 

Before you can have approvals, you’re going to need some approvers so dive into the Settings page and you’ll find Timesheet Approval on the left (for super users only). 

You’ll see all of your active staff, for each of them you can choose whose timesheets they can approve. For someone to be able to submit a timesheet they must have at least one person set up as an approver.  


Set some Rules 

This step is entirely optional but if you want to easily identify any time records that overlap, run overnight or that run for too long then you can use these rules to highlight any exceptions for your approvers to save them having to check each time record manually. 


It’s Time to Submit 

Once a member of your team has an approver then they’ll see a new option on their timesheet page to Submit their timesheet. If you have multiple approvers (lucky you!) then you can choose who to send the approval request to. You can also enter a message that will be added to the email notification that the approver receives. 


For your Approval 

As an approver, you’ll get the new Review/Approvals tab in the Timesheet section where you’ll find a list of your submitters and the details of their timesheets for the current week. On the left you’ll see the status of their timesheet as well as the total time they’ve tracked and on the right is a breakdown of each day of the week. If you set up rules earlier then any days with rule-breaking time records will be shown in red and you’ll find a warning symbol next to the time records themselves. 

Depending on the status of the timesheet you can approve, decline, lock or unlock each timesheet. If you approve or decline a timesheet you can also add a message, this is particularly helpful to explain why you’re declining a timesheet. 

As an approver, you can also click the timesheet date to review older weeks and we’ve handily highlighted in green any weeks where you have timesheets waiting for approval. 

Lastly, if you’re in a rush then you can approve any submitted timesheets and lock any open timesheets with just one click of the Approve/Lock All button. 

There’s more?! 

This release doesn’t just bring you the awesomeness of timesheet approval, there’s a veritable smorgasbord of other mini delights! 

Task Filters on the Project Details Page – we’ve added text search and tag filtering on all of the views. We are loving this update internally and it’ll surely find its way onto other pages soon! 


Add Tags on the fly – need a new tag? You don’t need to hop over to the Settings page anymore, just give it a name and color and we’ll do the rest! 


Task Board Actions – we’ve brought this across from the Projects Board. Common task actions are now one click closer, it all helps! 


Move Time Records to another Task – added time in the wrong place or just doing some reshuffling? Now you can move time records without the hassle of copying, deleting, adding and pasting. 


Unassigned option for Quick Tasks – if you’re not sure who’ll be working on a task or if you’re just plain indecisive then your worries are over as you can now add an unassigned Quick Task. 

Share Tasks more easily – if you open up the Task modal then you’ll notice your URL updates and if you send that link to someone else it’ll take them straight to that task. Rumors have been heard that we’re using this for an upcoming integration! 


Share your thoughts 

Our developers thrive on your feedback so if this update has made your week then let us know but equally if you’re crying out for something to smooth out your workflow then get in touch and let’s talk about how we can help! 

It’s always a highlight for our development team when we get to demo new features to customers and everyone loves what they’re seeing.  

This update brings a much-demanded feature in the form of Timesheet Approvals! Keep on reading to see just how easy it is to use this game-changing update (and if timesheets aren’t your thing then stick around for the end as we’ve got something for you too). 

A Quick Introduction

Each Timesheet represents one week (Monday – Sunday) for a single staff member and can be in 4 states: 

Open – The timesheet is unlocked, time records can be added or changed. 

Submitted – The timesheet has been submitted for approval. 

Approved – The timesheet has been approved. 

Locked – The timesheet has been locked. 

Once a timesheet has been submitted it can either be approved or declined (the latter will set the timesheet back to open). If a timesheet hasn’t been submitted then it can also be locked straight away.  

If a user’s timesheet is submitted, approved or locked then time records in that week cannot be changed and new time records cannot be added for that week. If you need to make changes later then it’s possible to unlock a timesheet (and lock it again afterwards). All of these actions are tracked in the audit log for you to review if needed.

Pick your Approvers 

Before you can have approvals, you’re going to need some approvers so dive into the Settings page and you’ll find Timesheet Approval on the left (for super users only). 

You’ll see all of your active staff, for each of them you can choose whose timesheets they can approve. For someone to be able to submit a timesheet they must have at least one person set up as an approver.  


Set some Rules 

This step is entirely optional but if you want to easily identify any time records that overlap, run overnight or that run for too long then you can use these rules to highlight any exceptions for your approvers to save them having to check each time record manually. 


It’s Time to Submit 

Once a member of your team has an approver then they’ll see a new option on their timesheet page to Submit their timesheet. If you have multiple approvers (lucky you!) then you can choose who to send the approval request to. You can also enter a message that will be added to the email notification that the approver receives. 


For your Approval 

As an approver, you’ll get the new Review/Approvals tab in the Timesheet section where you’ll find a list of your submitters and the details of their timesheets for the current week. On the left you’ll see the status of their timesheet as well as the total time they’ve tracked and on the right is a breakdown of each day of the week. If you set up rules earlier then any days with rule-breaking time records will be shown in red and you’ll find a warning symbol next to the time records themselves. 

Depending on the status of the timesheet you can approve, decline, lock or unlock each timesheet. If you approve or decline a timesheet you can also add a message, this is particularly helpful to explain why you’re declining a timesheet. 

As an approver, you can also click the timesheet date to review older weeks and we’ve handily highlighted in green any weeks where you have timesheets waiting for approval. 

Lastly, if you’re in a rush then you can approve any submitted timesheets and lock any open timesheets with just one click of the Approve/Lock All button. 

There’s more?! 

This release doesn’t just bring you the awesomeness of timesheet approval, there’s a veritable smorgasbord of other mini delights! 

Task Filters on the Project Details Page – we’ve added text search and tag filtering on all of the views. We are loving this update internally and it’ll surely find its way onto other pages soon! 


Add Tags on the fly – need a new tag? You don’t need to hop over to the Settings page anymore, just give it a name and color and we’ll do the rest! 


Task Board Actions – we’ve brought this across from the Projects Board. Common task actions are now one click closer, it all helps! 


Move Time Records to another Task – added time in the wrong place or just doing some reshuffling? Now you can move time records without the hassle of copying, deleting, adding and pasting. 


Unassigned option for Quick Tasks – if you’re not sure who’ll be working on a task or if you’re just plain indecisive then your worries are over as you can now add an unassigned Quick Task. 

Share Tasks more easily – if you open up the Task modal then you’ll notice your URL updates and if you send that link to someone else it’ll take them straight to that task. Rumors have been heard that we’re using this for an upcoming integration! 


Share your thoughts 

Our developers thrive on your feedback so if this update has made your week then let us know but equally if you’re crying out for something to smooth out your workflow then get in touch and let’s talk about how we can help!