Resource Management Approvals

APPLIES TO

  • Resource Management

Using Time and Expense Approvals is a way to add an extra layer of monitoring between data that is entered and data that is included in your final reporting. Approvals are disabled by default and must be turned on by an account Administrator.

Before turning on Approvals, you’ll need to ask yourself and your team some key questions. The answers will help you configure your account, as well as set up procedures for your team’s workflow.

Questions for approvers:

  • Who will be responsible for approving time? 
  • What will they be responsible for approving? Time for certain people? Departments? Projects? Clients?

Questions for the team:

  • When are they expected to submit their time and expenses for approval?
  • Do they need to submit all their time for the week or just for certain projects?

Set up approvals

APPLIES TO

  • Resource Management

You can enable approvals for time, expenses, or both. 

You must be an administrator to activate Approvals. To activate approvals, go to Account Settings > Approval Workflow

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

Approval settings:

  • For time entries
    • Enables time approvals
  • For expenses
    • Enables expense approvals
  • Send email notifications for time and expense approvals
    • Sends an email notification to the approver(s) when time or expenses are submitted
    • Sends a notification and notes to the submitter when time or expenses are approved or rejected
    • NOTE:  This setting is separate from activity notifications
  • Allow approvers to unlock time and expenses
    • When disabled only Admins will be able to unlock time


How Approvals Affects Incurred Hours and Amounts

Activating approvals for time entries adds Approved hours only to Account SettingsIncurred Hours and Amounts

When you track Approved hours only, Resource Management limits incurred project hour calculations to approved time only and applies a default approval status filter to reports. Only approved hours are shown as incurred by default. 

You can still filter reports on unapproved hours by changing the approval status filter.

How Approvals Impacts Incurred Expenses

 

Activating approvals for expenses adds Approved expenses only to Account SettingsIncurred Expenses

When you track Approved expenses only, Resource Management limits incurred project expenses to approved expenses only.

Bulk Approve Past Time & Expenses

To bulk approve past time and expense entries:

  1. In Account Settings, scroll down to the Approval Workflow section and then click Bulk Approve.
  2. Select Save and Continue.
  3. On the Bulk Approve page, select the options you want to use. You can approve all time entries, expense entries, or both up to and including a date you choose.
  4. Select Approve all.

Double-check your selections; Bulk Approve cannot be undone.

Bulk approving

Submit Time for Approval

APPLIES TO

  • Resource Management

Any active licensed user in your Resource Management account can submit time for approval. Admins can also submit time on behalf of others, but only if they are a licensed user (time cannot be tracked or submitted for managed resources).

To Submit Time for Approval

  1. On your personal page, go to Time & Expenses
  2. In Time Tracking, enter changes as needed and click Confirm
  3. At the bottom of the timesheet, click Submit for Approval.

     

Time tracking confirmed

People can submit hours at any time, but it’s good to follow a schedule that works for your organization (daily, weekly, biweekly, etc).

Approvals Tab for Team Members

All users have a My Time & Expenses view under the Approvals tab. You can review all of your approved, pending approval, and rejected time or expense entries from the Approval tab on your personal profile.


Screenshot of Approvals tab with focus on Approvals

You can review approved, pending approval, and rejected time (and/or expenses) from the Approval tab on your personal profile. 

To review submitted time:

  • On the Approvals tab, click My Time & Expenses

The left sidebar has filters you can apply to your time and/or expenses: 

  • Time Frame: Use a preset or custom date range. 
  • Type: Switch between time and expenses (if your organization approves both). 
  • Approval Status: Show approved, rejected, or are pending approval status.

Resubmitting time

You can resubmit a timesheet any time before it's approved. 

  • Edit the time entry you’d like to adjust and then click Re-Submit for Approval.

Resubmit for approval

Submit Expenses for Approval

APPLIES TO

  • Resource Management

You can submit hours at any time, but it’s good to follow a schedule that works for your organization (daily, weekly, biweekly, etc.).

To submit expenses for approval:

  1. On your Personal Page, click Time & Expenses, and then click Expenses. 

  2. Click Add an Expense and fill out the form. When you've added all your expenses, click Submit for Approval

Submit expense for approval

 

You can submit expenses at any time, though you may want to follow your organization's schedule (daily, weekly, biweekly, etc).

Using the approvals tab

You can review approved, pending approval, and rejected time (and/or expenses) from the Approval tab on your personal profile.

To review submitted expenses:

  • On the Approvals tab, click My Time & Expenses

 

Use filters on the left side bar to see time by:

  • Time Frame: Use a preset or custom date range. 
  • Type: Switch between time and expenses (if your organization tracks both). 
  • Approval Status: Show approved, rejected, or are pending approval status. 
  • Approver:  Filter items on specific approvers.

Unsubmitted time expenses

Resubmitting expenses

You can edit resubmit a expense report any time before it's approved.

  • Edit the time entry you’d like to adjust and then click Re-Submit for Approval.

Resubmit for approval

Filter Reports on Approval Status or Approved By

APPLIES TO

  • Resource Management

If your account has Approvals enabled for time entriesyou will see new filters for Approved By and Approval Status in Reports.

Use these filters to view time entries based on their associated approver or approval status.

For example, use a Time & Fees report grouped by Team Member and filtered by Approval Status to see any unsubmitted hours for each team member across the organization.


Approval Filters In Reports

Use approval-based filters to view time entries based on their associated approver or approval status. For example, use a Time & Fees report grouped by team member and filtered by Approval Status to see any unsubmitted hours for each team member across the organization.

  • Approved By: Administrators or Project Managers who approve time will have their names appear in this filter so you can filter time that specific people have approved.

  • Approval Status: You can filter what time entries appear in your report by filtering for Approved, Pending Approval, or Unsubmitted time.

You can also group report data by Approval Status and Approved By.

Bulk Approve Billed Hours

APPLIES TO

  • Resource Management

After your team bills their hours, use Bulk Approve in Account Settings to lock all time entries up to and including a particular date.

Only Admins can perform this task.

Warning: Bulk Approval can not be undone.  

To bulk approve billed hours and/or expenses:

  1. In Account Settings, scroll down to Approval Workflow and then click Bulk Approve
  2. Click Save and Continue
  3. Select the items you want to approve, hours, expenses, or both. 
  4. Select the date at which you want to lock and bulk approve all hours or expenses. 
  5. Double check your entries; you can not undo Bulk Approve. When you’re sure you have the settings right, click Bulk Approve.This locks all entries; your team will not be able to make any more changes.

Unlock a time or expense report

APPLIES TO

  • Resource Management

Unlock an approved time report to edit it.

What happens when you unlock a time or expense report?

The app tags the entry you unlocked as Pending Approval. Then, once you’re done editing the entry, it’ll show Resubmit for approval

Who can unlock time reports?

Only these users can unlock time and expense reports:

  • Admins: They can always unlock time and expense reports. 
  • Approvers: They can unlock time and expense reports only if the Admin allowed them to

To unlock a time or expense report

Make sure you’ve enabled approvals for time entries. If you don’t enable time-entry approvals, you won’t see the Approvals tab in your profile page.

  1. To go to your profile page, in the menu bar, select your name.
  2. Go to Approvals > Approver View
  3. In the Approval Status list, select Approved
  4. Optional: In the Time Frame list, select the timeline of the time report you want to unlock:
    • This Year
    • This Quarter
    • This Month
    • This Week
    • Last Quarter
    • Last Month
    • Last Week
    • Last 30 Days
    • Custom Date Range: Choose the start and end dates to look at a specific timeline
  5. In the People list, select a person or people. After selecting a person(s), you’ll see their time in the approver view.
  6. Go to the time report you want to unlock, and then select Unlock.
    A screen showing the Approver view

To enable an approver to unlock time and expense reports

If you’re an Admin and you want to allow an approver to unlock time and expense reports, follow these steps:

  1. In the menu bar, select Settings > Account Settings.
  2. In the Approval Workflow section of Account Settings, select Allow approver to unlock time and expenses.

Approve Time and/or Expenses

APPLIES TO

  • Resource Management

In addition to My Time & Expenses view, Admins and Approvers have Approver View. Approvers see this view by default. Approver View shows current and previous timesheets for everyone whose time/or expenses they can approve.

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


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

By default, Approver View shows all pending time entries for the prior week. Use filters to adjust the time frame or show only specific groups of time entries, such as time for an individual project or client, to see rejected time entries, or change the date range.

In Approver View, submitted time entries are grouped into weekly timesheets. Each timesheet shows hours tracked for each project per person, per week. 

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

View Time & Expense Details

Click a project row in the timesheet to see the day-by-day breakdown of hours, including related categories and notes. For more detail, click a name in the timesheet to navigate to that person’s profile page where you can view individual time entries. 

Similarly when viewing expenses, click on a project row to see the detailed breakdown, including category and notes.


Approving Time and/or Expenses

  • To approve time, click Approve & Lock at the bottom of the timesheet. 

 

This approves all the time and/or expense entries shown for the week and locks the associated entries from further editing. If approval notifications are enabled, the person will be notified that their entries have been approved.

Approving Time For Specific Projects

You can approve time for specific projects rather than the entire timesheet or expense sheet. To do so, use the filters to display a specific project or set of projects.

For example, if you wish to approve time for all work for a specific client, select that client in the filter menu. Timesheets will be filtered to only show projects for that client. 

  • Click Approve & Lock to approve the hours or expenses for the project entries shown. Entries for other projects are unaffected.

Rejecting Time

  • Enter a note (required) and then, at the bottom of the timesheet or report, click Reject.  This resets the entries to unsubmitted and notifies the person to resubmit their time or expenses.

 

If notifications are enabled, the submitter will receive an email notifying them their time or expense was rejected, along with the associated note.

Rejecting time or expense submissions reverts the entry into an unsubmitted state. The submitter needs to adjust their time or expense entry and re-submit it for approval.

Using Saved My Views

Use My Views for quick access to commonly used views in approvals.

  • To create a saved view, select the desired time frame, type, approval status, and filters and then click Save Current View under My Views

You can create multiple saved views for different scenarios.

For example, if you always approve time for a specific client, select that client as a filter and create a saved view.