You can activate a function in Taimer, through which a user can sign off their hours and submit for approval by their project manager or superior.
Billing of hours can be configured to only be possible after the hours have been approved.
It is also possible to set billing as possible without approval of hours.
Table of contents:
Versions and rights:
Versions: Free CRM, Sales CRM, Project management and ERP
Rights: Time tracking, right of approval
Configuration of Settings
Navigate to Settings and Property Settings > Time Tracking. Scroll down to Approve hours.
Approve hours before billing.
Do you want the approval of a supervisor or project manager for the submitted hours before they become billable and/or before they’re sent to payments?
Note 1. If Approve hours before billing is activated, the hours will not be added to the project’s billing until a supervisor or project manager has approved the hours.
Note 2. In this case, the hours will not be transferred to payments.
Activate timsheet review and approval workflow
Determine the signing and request for approval of work hours by a supervisor or project manager before hours are sent to payments.
Access to approval of hours
Navigate in Settings to User Management > Access.
Here you can grant the possibility to log hours, as well as accept hours by one or all users. Access can be granted for a user, a user group, or a dynamic group.
Navigate in Access to Time Tracking and select the appropriate access options.
Grant the right for a superior to approve hours
Grant the right for a project manager to approve hours
Grant the right to approve all hours
Grant a project manager the right to approve hours
Add a dynamic user group “Project Manager”, or singular users’ names in Edit - Rights. Single users must also be named project manager on a specific project.
Note! The right to approve hours through a dynamic group transfers automatically to the new project manager, if a new person is named project manager during a project.
Read more about dynamic access rights: https://help.taimer.com/en/articles/3815410-create-user-permission-groups
Status of Hours
When the signing and approval of hours is activated, there will be four separate statuses for the hours.
Pending: default status for each new entry
Sent: hours sent for approval
Approved: the hour has been approved and cannot be edited
Rejected: the hour has been rejected, but action can be taken and the hour can be resubmitted, thus switching the status back to pending
Status Icons in Calendar View
In the Calendar View of Time Tracking, the approval status is displayed in the upper right corner of the hour entry.
Thumb Icon: Approved
Submitting hours in the Calendar View
Once you’ve registered work hours, a blue button with SEND FOR APPROVAL will appear at the top of the screen. Here you can submit the hours to a supervisor or project manager for approval.
Clicking on SUBMIT HOURS will bring up a popup window, showing you how many hours can be submitted from the chosen time period. Usually this is done from the weekly view.
Note! If there are other unsubmitted hours, outside of the chosen time period, you can easily submit all hours by clicking Select All and SEND.
Revoke hours before approval
If necessary, you can pull back your hours for modification. This is possible as long as a supervisor hasn’t yet accepted or rejected the hours. These hours will return to Waiting.
Click on Revoke Hours at the top of Time Tracking view
Define the time period from which you want to modify your hours
Review and Approval of Hours
You can enter the Approve Hours section through the icon at the top right of the Time Tracking view.
You can use search filters to narrow the hours displayed, and choose whether to display hours awaiting review and approval.
List View: displays all the hours awaiting review and approval on an itemized list
Summary by Person: displays the total number of hours for each user
Summary by Project: displays the hours allocated to a specific project
Summary by User
View hours awaiting approval by person in this summary view. You can select the user’s hours in their entirety, or go into detail by project or entry, if you want to separately select hours to be approved or rejected.
Columns and Data
In the summary view, you can view valuable information about the columns. Columns can be hidden or highlighted as needed.
Approve Hours: in blue you can see hours per user awaiting approval. By clicking on the hours you can access List View, where the hours are itemized.
Recorded Hours: hours recorded during a specific time period
Work Time Expectancy: expected amount of hours defined for a specific user profile
Holiday/Absence: all hours recorded for projects with the billing method “Holiday/Absence”
Change in Hourly Balance: the change in hourly balance compared to the first day of the time period
Overtime Change: the change in the overtime balance compared to the first day of the time period
Customer Hours: all hours recorded for projects that are not company’s internal projects, and projects with the billing method “Holiday/Absence”
Internal Hours: all hours recorded in the company’s own internal projects, as well as projects with the billing method “Holiday/Absence”
Approving and Rejecting Hours
Select hours by clicking the box at the front of the row. Options for handling the hours will open above the list.
Approve: hours will be approved
Set as Pending: return chosen hours to Pending
Reject: hours are returned to the user for modification. A window will open, allowing an explanation for why the hours are rejected.
Rejection of Hours
If a project manager or supervisor finds a mistake in the hours submitted, they can return the chosen hours to a Pending status by choosing Reject Hours or by returning them to Pending. If this happens, the user who had submitted the hours will receive a notification of the modification request.