How to Approve Timesheets

Timesheets are managed and approved directly from within the Timesheets module. When a user submits their hours, the system alerts designated approvers to review the entries.

How to Enable or Disable Timesheet Approval

The requirement for timesheets to be approved can be toggled on or off depending on your project needs. This applies project by project, allowing you to have different rules for different types of work.

• Individual Project Setup: To change this for a single project, navigate to the Summary Module < Project Details screen of the specific project. Locate the Timesheets section on the right hand side and the "Requires Approval" toggle to enable or disable it for that project only.

  
  

  

• Bulk Configuration: To update multiple projects at once, go to Configuration > Timesheets > Admin. From this screen, you can see a list of all projects and update their approval requirements in bulk.

  
  

  

When a user has submitted their timesheet hours for approval, a sub-navigation menu called "Timesheets for Approval" will appear.

1. Navigate to the Timesheets module.

   
   

2. Click on the Timesheets for Approval sub-nav.

   

3. Individual Actions: Select the person you wish to approve the timesheets for and the correct week.

   

   Use the thumbs-up (approve) or thumbs-down (reject) icons next to a specific entry.

   

4. Bulk Actions: To process multiple entries at once, select the checkboxes next to the names of the individuals. Once selected, you can approve or reject the entire selection in one go using the bulk action buttons at the top of the list.

   

Once all timesheets have been either approved or rejected, the "Timesheets for Approval" sub-nav will disappear until new entries are submitted.

How are Approval Rights Determined?

Approval rights are no longer determined by license type; they are now role-based and configured by an Administrator. This allows for greater flexibility, including the option to designate a Line Manager as the default approver.

1. Global Configuration

The access level required for approving timesheets is set under Configuration > Timesheets > Settings.

In this section, the Administrator determines the "Approver Type." You can now choose to have timesheets approved by:

• Specific Project Roles (e.g., Project Manager).

• Line Managers (automatically routing approvals to the user’s direct supervisor).

  

  
  

2. Defining Approval Roles

Once the global setting is chosen, specific approval permissions are managed under Configuration > Roles.

Example: If your settings require a "Project Role" for approval, only users assigned to roles with the "Approve Timesheets" permission (such as a Program Manager or Project Manager) will see the approval sub-nav for that project.

3. Assigning Approvers to Projects

For role-based approvals to work, users must be assigned to the project team in a role that carries approval authority. If you have selected the "Line Manager" option, ensure the user's profile correctly identifies their manager.

You can find a more detailed configuration explanation in this article:

Feature Update: Timesheet Approval in UniPhi

• To learn how to assign users to specific roles on a project team, watch this video: