Feature Update: Timesheet Approval in UniPhi

Overview

Previously, approvals were tied strictly to license levels. Now, UniPhi supports a hybrid model where approvals can be driven by Project Roles (Method 1) or Specific Individuals (Method 2).

Method 1: Role-Based Approval (Updated)

This method updates the existing functionality found in your global settings.

Previously, you selected an "Approver License Level." Now, you select a specific Role.

• Where to find it: Go to Configuration > Timesheet Settings.

  
  
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• What changed: The "Timesheet Approver" dropdown now displays Roles instead of License Levels.

  

• How it works: You can create a specific "Timesheet Approver" role (or use an existing one like Project Manager). If a Project has a resource assigned to that specific Role, that resource becomes the approver for all time booked to that project.

  
  

Method 2: Person-Based Approval (New)

This is a brand-new method designed for scenarios where approval creates a direct reporting line, regardless of project involvement.

• Where to find it: Go to the Resource Module under the Team sub-navigation and select the relevant person.

  

• See the Employment Details section of that licensed user.

  

• What is new: You will see a new dropdown field labeled Timesheet Approver.

• How it works: This dropdown lists all licensed users in the system, regardless of their license level. You can select any user to act as the dedicated timesheet approver for the employee whose record you are viewing.

  

  
  

How They Work Together

A key feature of this update is that both methods can exist at the same time.

It is possible for a staff member to have a Direct Approver set up in their Employment Details (Method 2) while also booking time to a project that has a Role-Based Approver assigned (Method 1).

"First in, Best Dressed"

In a scenario where both methods are active, the approval process follows a "First in, Best Dressed" logic.

• The timesheet will be visible for approval to both the Direct Approver and the Project Role Approver.

• Whichever approver gets to the timesheet first and marks it as "Approved" completes the action.

• Multiple approvals are not required; a single approval from either source is sufficient.

  
  

Monitoring and Compliance

With the introduction of these dual methods, it is important to ensure no timesheets slip through the cracks.

We recommend using the Timesheet Compliance Reports to manage this process. These reports are essential for:

1. Viewing timesheets that have been submitted but not yet approved.

2. Identifying "orphaned" timesheets - cases where time has been booked, but no valid approver exists via either Method 1 or Method 2.