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:

Configuring settings

Access rights to work hour approval

Status of hours

Submitting hours in the calendar view

Revoke hours before approval

Review and approval of hours

Rejection of hours

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.

Granting access

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.

Hourglass: Sent

Thumb Icon: Approved

X: Rejected

Empty: Pending

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

  • Click RETURN

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.

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