Approving timesheets

Overview

Approving timesheets confirms that tracked time is accurate and ready for payroll, reporting, and connected payroll or accounting workflows.

The time workflow is:

1. Timesheets records and reviews time.
2. Approve timesheets validates entries.
3. Confirm payroll records that employees have been paid.

Approved entries are locked for most users. Admins and users with full team-timesheet permission can still correct them.

Time tracking availability

Timesheet approval is available to Fieldified teams using time tracking and payroll review.

Approve timesheets

1. Open Approve Timesheets.
2. Review the team members with unapproved time.
3. Set the cutoff date.
4. Select the team members to include.
5. Select Approve.

Approval includes all unapproved entries for the selected users up to and including the cutoff date.

Before approving:

• Review missing days.
• Check overlapping entries.
• Confirm jobs and categories.
• Review break entries.
• Stop running timers.
• Correct start and end times.
• Add context to unusual entries.

Modifying approved timesheets

Users with permission can update an approved entry.

1. Open Timesheets.
2. Navigate to the entry date.
3. Expand the team member.
4. Select the entry.
5. Update its category, start time, end time, duration, or notes.
6. Save.

The edit dialog identifies that the entry was already approved. Changes are recorded in the entry’s activity history.

Timesheet approval permissions

Approval and approved-entry changes require:

• Admin access, or
• View, record, and edit everyone’s timesheets permission.

Users limited to viewing or editing their own time cannot approve timesheets or modify approved team entries.

To update access:

1. Open Manage Team.
2. Select the user.
3. Open custom permissions.
4. Set Timesheets to View, record, and edit everyone’s.
5. Save.