Approval Workflow Details
A detailed guide to the member submission and admin approval process, including rejection handling.
Member Submission
The approval workflow starts when a team member submits their weekly time entries. From the Approvals page, members can see all their weeks — past and current — with a status indicator for each. To submit a week, all time entries must be complete with descriptions and project assignments. Click "Submit" to send the week for review. The status changes from "Draft" to "Pending" and entries become locked.
Members should aim to submit their hours promptly at the end of each week. Timely submissions help admins keep the approval process on schedule and ensure that reports reflect the latest data.
Admin Review Dashboard
Admins see a consolidated view of all team member submissions on the Approvals page. Each submission shows the member's name, the week in question, total hours logged, and the current status. Admins can click into any submission to see a detailed breakdown of each day's entries, including projects, hours, and descriptions. This provides the context needed to make an informed approval decision.
Approving Submissions
When a submission looks correct and complete, the admin clicks "Approve" to finalize it. Approved submissions are permanently locked — neither the member nor the admin can modify the entries afterward. The approved hours are then included in reports and analytics. Admins can approve multiple submissions in sequence to efficiently process the entire team's weekly hours.
Rejecting and Requesting Changes
If an admin finds issues with a submission — such as vague descriptions, incorrect project assignments, or missing hours — they can reject it with written feedback. The rejection reason is sent to the team member, and the submission reverts to an editable state. The member corrects the issues based on the feedback and resubmits. Admins can track the history of submissions and rejections to monitor patterns over time.