Approve time or expenses

Applies to

Resource Management

Admins and Approvers have access to these views: 

  • Time & Expenses
  • Approver View

To go to the Time & Expenses tab

  1. Go to your profile page. 
  2. Select the Time & Expenses tab.

To go to the Approver View

  1. Go to your profile page. 
  2. Select the Approvals tab. 
  3. In the left pane, select Approver View.
    If you're an approver, you'll see this view by default. Project editors see this view by default when project owners are approvers. 

What you'll see in the Approver View

Set who approves time and expenses in the person's profile settings.

Screeshot of Approver View showing people this approver can file approvers for.

Approvals as a project owner

You can configure Resource Management so project owners can review and approve time and expenses for projects they own. If you are a project owner, you will see timesheets for time-related to your projects but won't see time entered for projects owned by others.

Approver View shows time sheets for everyone whose time or expenses you can approve. You can filter the time sheets you see by the following categories:

  • Time frame: View time sheets by this year, this quarter, this month, this week, last year, etc. 
  • Approval status: View time sheets by their current approval status.
    • Rejected: Time sheets you didn't approve
    • Approved: Time sheets you approved
    • Pending Approval: Time sheets users have submitted for your approval
    • Unsubmitted: Time sheets users have accessed but haven't edited the value or accepted the schedule
    • [none]: Time sheets of users who haven't yet taken action on the schedule you assigned them
  • Approver: View time sheets assigned to you or other approvers.
  • Project Owner: Filter time sheets by their project owners.
  • People: View time sheets of specific users.
  • Project: View time sheets associated with a specific project.
  • Client: View time sheets of users assigned to a specific client.
  • Discipline: View time sheets by the nature of users' work (for example: HR, IT, etc.).
  • Role: Filter time sheets by the users' role (for example: Manager, copywriter, etc.).
  • People Tags: Filter time sheets by the users' People Tags.
  • Phase Name: View time sheets associated with a specific project phase. 
  • Project Tags: Filter time sheets by their project category.
  • Leave Type: Filter time sheets by the users' leave types.
  • Skills: Filter time sheets by people's skills.

The time entries in the Approver View are grouped into weekly time sheets. Each time sheet shows hours tracked for each project per person per week.

For each project, the total confirmed and scheduled hours is shown along with a computed difference (positive for more than scheduled, negative for less than scheduled).

View time and expense details

You can view more details in the time sheets you see in your Approver View. 

To do this  Follow this step
Check the day-by-day breakdown of hours, including categories and notes. In the time sheet, select a project row. 
View the detailed breakdown of expenses, including categories and notes.
Go to a person's profile page and view their time entries. Select the person's name. 

Filter time or expense sheets 

You can approve time for specific projects rather than the entire time or expense sheet. To display time entries for a specific project or set of projects and approve them:

  1. In the left pane, use the Project or Project Tags filters.
    • After setting up those filters, you'll see only time sheets for projects or project categories you selected. 
  2. In the timesheet, select Approve & Lock.

Entries for other projects you didn't select in the filter won't be affected.

To approve time or expenses

Use notifications to alert people when their time or expense entries get rejected or approved.

  • At the bottom of the time sheet, select Approve & Lock

After doing this step, the time or expense entry will be approved.

To reject time or expense sheet

  1. In the lower-left area of the time or expense sheet, enter a note in the text box. 
    • If you reject the time entry without leaving a note, you'll be prompted to leave a note. 
  2. Select Reject

After rejecting the time or expense sheet, it will be reset to Unsubmitted. The submitter will need to adjust their time or expense entry and resubmit it for approval. 

Use My Views

Create a saved view or multiple saved views for different scenarios. 

When you create a saved view, you'll see the view you created in the My View section. You'll then be able to access them easily.

To create a saved view 

  1. Go to the Approvals tab. 
  2. In the left pane, select Approver View
  3. In the left pane, adjust the desired time frame, approval status, and other filters. 
  4. Scroll up to the My Views section. 
  5. Select + Save Current View.