Timesheet approval
- Paweł Ciereszyński
First-level approval of Timesheets
The first-level approval process in TimeZee allows project leaders or designated approvers to review, approve, or reject employee work time reports for projects they manage. To be eligible for first-level approval, users must either be project leaders in Jira or be assigned as approvers according to [this instruction].
Accessing approvals
Navigate to Approvals
In the TimeZee Dashboard, select Approvals from the menu to view all pending time reports requiring your review.Filter Reports as Needed
Use filters to narrow down the list of reports based on Employee, Reporting Period, or Status (e.g., in review, accepted, rejected) to find specific reports quickly.
Reviewing and Approving Reports
Approve or Reject Entire Report
In the Approvals list, locate the report you want to review.
On the right side of each report entry, there are dedicated Approve and Reject buttons, allowing you to make a decision without opening the full report.
Selecting Approve confirms the hours logged across all relevant projects you have approval rights for.
Selecting Reject will prompt you to enter a Reason for Rejection, which will be sent back to the employee for necessary adjustments.
Approve or Reject by Project (Optional):
Expand the report to see work time entries for each individual project.
For each project, you can Approve or Reject hours independently, based on your project-specific approval permissions.
Viewing Detailed Report Information
Access Timesheet Details and Decision Log
To review logged hours and the report’s approval history, click the hamburger menu on the right side of the report entry.
From the menu, select Timesheet details to view a breakdown of hours by date, task, and project, allowing you to verify the accuracy and relevance of the work.
To see the report’s approval history, select Decision log for a record of previous actions, including who reviewed, approved, or rejected the report and any added comments.
Completing the First-Level Approval Process
After reviewing the report and making your decision, the report will either advance to second-level approvers if necessary or be finalized if no further approvals are required.
Second-Level approval of Timesheets
Only users with a designated second-level approver role can perform this action. For information on assigning this role, please refer to the TimeZee configuration guide
Accessing Second-Level Approvals
Select “Second Level Acceptances” from the Menu
In the TimeZee Dashboard, choose Second Level Acceptances from the menu. This option is only visible to users with second-level approval permissions.
After clicking, you will see a list of time reports that have completed first-level approval.
Reviewing and Approving Second-Level Reports
Expand Reports for Detailed View
Each report in the list can be expanded to display the breakdown of hours logged per project and to see who approved each project at the first level.
Approve or Reject the Report
On the right side of each report entry, there are Approve and Reject buttons.
Selecting Approve finalizes the report within TimeZee, confirming that it meets all requirements.
If you choose Reject, you’ll be prompted to enter a Rejection Comment explaining the reason for rejection. The report will be sent back for revisions.
Viewing Additional Report Information
Access Report Details, Decision Log, and Print Options
To review additional report details, click the hamburger menu on the right side of each report.
The expanded menu provides the following options:
Timesheet Details: View a full breakdown of hours, including dates, tasks, and projects, ensuring comprehensive review.
Decision Log: Access a log of all approval actions taken, showing who approved or rejected the report at each stage and any comments added.
Download and Print Final Specification: After final approval, download or print the full specification, which includes:
Print Date and Reporting Period
Employee Details
Logged Hours by project
Approval History, showing approvers’ names and timestamps for each approval.
Completing the Second-Level Approval Process
Once you approve a report, the employee is notified that their report has been fully approved. They can download or print the finalized report, which includes the detailed specification for record-keeping.