This article covers the wide range of approval options available to Administrators. For details on approvals for Contacts or Resources, see these articles:
Setup an Approver
For a Contact to be set up as an approver they must have the Approver setting ticked in their record.
You can do this when you add a New Person from a Placement - simply make sure the approver box is ticked green.
Alternatively you can make an existing user an Approver under Manage > People - edit their record and ensure the Approver box is selected.
Once the approver is setup, make sure they're added to the Placement Team on any placements they approve time for.
With the above setup, candidates can enter their time, then request approval, and approval requests will be emailed to the Approver's email address for them to view and approve. You can review the approval status of timesheets from the Week Summary.
Manage Pending Requests
Once approval has been requested the Week Summary will show yellow Pending Approval icons and you'll be able to view the request under Time > Approval Requests > Pending. Click on a request to view more details - here you can hover over the approver's initials to view their name and approval status.
Click View Request Details to view the full summary of the request, including timesheet entries included in the request and any notes on those entries.
You can send messages or action your Pending requests by ticking the requests you wish to apply the action to, then selecting the options menu in the top right.
The options available are:
Resend Approval Requests - This will resend the original approval request to any approvers who haven't yet responded to their request.
Message Approvers - This will take you to the Messages page with the approvers of your selected requests pre-selected. You can then use a Reminder Message template to message the approvers or write a custom message.
Approve - Approve the request(s).
Reject - Reject the request(s).
Delete - Delete the request(s).
If any approval requests didn't have an approver at the time the request was made, a warning will be displayed. These requests will need to be approved by an administrator, or alternatively they can be deleted - an approver can then be added to the placement and approval can be re-requested to the new approver.
Manage Complete Requests
Once the request has been approved the Week Summary will show green Approved icons and you'll be able to view the request under Time > Approval Requests > Complete. Click on a request to view more details, including the approver's initials.
Hover over the approver icon to delete their approval, as shown here, or click View Request Details to view the full summary of the request, including the approval time and all timesheet entries included in the request.
If you wish to request approval on behalf of your candidates for a single week, go to Time > Week Summary. Tick the users you wish to request approval for and in the top right corner select the options button.
Click Request Approval to send requests to the approvers. Alternatively, if the client gives you permission you can select Approve Time to bulk approve time for selected candidates. You should only use these options if the status of the time is Timesheets Pending (blue) - for Approval Pending time (yellow), it's best to manage the approval from the Approval Requests tab.
If you want to request approval for all time that has been entered for a candidate rather than just a single week, simply click on their name to go into their Timesheet view then click the Request Approval button.
A pop up will show a summary of all entries that will be included in the request, and you can click Send Request to send an approval request for all entries listed.
Once the request is actioned, the Resource receives a notification that their time has either been approved or rejected and is given an opportunity to go back into the app and resubmit their request.
1. If a resource changes the time while an approval request is pending, the time will be amended on the request and will not need to be resubmitted.
2. One approval approves the request in its entirety
3. One rejection rejects the request in its entirety - including approved or pending time
4. Approved time may not be edited