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Version: Version 22

Approving Timesheets

Introduction​

What is timesheet approval?

Timesheet approval is the process where managers review and approve the timesheets submitted by team members. Fortes Change Cloud supports two levels of approval:

  1. Project Manager approval: The Project Manager reviews hours booked on their project.
  2. Line Manager / Resource Pool Manager approval: The Line Manager or Resource Pool Manager reviews and approves the full timesheet of a resource.

Both levels are independent steps in the approval workflow. This article covers the Line Manager / Resource Pool Manager approval in the Start app. For Project Manager approval, see Approve Hours in the Project app.

Who can approve timesheets?

  • Resource Pool Managers / Line Managers: approve or reject timesheets for resources in their resource pool.
  • Administrators: can approve or reject timesheets for all resources.

Prerequisites​

Before timesheets can be approved in the Start app, the following must be configured:

  1. Navigate to the Organisational Unit (OU) settings.
  2. Enable Resource Management with Time Management.

Note: Without this setting enabled, the timesheet approval functionality is not available in the Start app.

Approving a Timesheet​

When a team member submits their timesheet, it appears in the Start app for the responsible manager to review.

Steps to approve​

  1. Open the Start app.
  2. Navigate to the Timesheets section. A list of submitted timesheets is shown.
  3. Select the timesheet you want to review.
  4. Review the hours, activities, and descriptions.
  5. Click Approve to approve the timesheet.

Note: If Project Manager approval is also enabled, the Project Manager must approve the hours on their project separately. See Approve Hours in the Project app for details.

Rejecting a Timesheet​

If a timesheet contains errors or requires changes, you can reject it and send it back to the team member.

Steps to reject​

  1. Open the Start app.
  2. Navigate to the Timesheets section.
  3. Select the timesheet you want to reject.
  4. Click Reject.
  5. Provide a reason for the rejection so the team member knows what to correct.

The team member receives the rejected timesheet and can make the necessary adjustments before resubmitting.

Reopening and Adjusting a Timesheet​

In some cases, an already approved timesheet may need to be corrected. Managers can reopen a timesheet to allow the team member to make adjustments.

Steps to reopen​

  1. Open the Start app.
  2. Navigate to the Timesheets section.
  3. Find the approved timesheet that needs to be adjusted.
  4. Click Reopen.
  5. The timesheet is sent back to the team member for adjustment.

Once the team member has made the changes and resubmitted the timesheet, it goes through the approval process again.

Note: Only Resource Pool Managers, Line Managers, and Administrators can reopen approved timesheets.

Two-Level Approval Workflow​

Fortes Change Cloud supports a two-level approval workflow for timesheets:

LevelApproverWhereWhat is approved
1Project ManagerProject app: Approve Hours tabHours booked on a specific project
2Line Manager / Resource Pool ManagerStart app: TimesheetsThe full timesheet of a resource

Both levels are independent. A Project Manager can approve project hours while the Line Manager has not yet approved the full timesheet, and vice versa.

For details on the Project Manager approval, see Approve Hours in the Project app.

Best Practices​

  • Review timesheets weekly to prevent a backlog of unapproved timesheets.
  • Provide clear feedback when rejecting a timesheet so the team member can quickly correct and resubmit.
  • Coordinate with Project Managers when both approval levels are active, to ensure timesheets move through the workflow efficiently.

FAQ​

Q: Why don't I see timesheets to approve in the Start app? A: Ensure that Resource Management with Time Management is enabled in the Organisational Unit settings. You also need to be assigned as a Resource Pool Manager, Line Manager, or Administrator.

Q: Does approving a timesheet in the Start app also approve the project hours? A: No. Project Manager approval and Line Manager approval are separate steps. Both must be completed for the timesheet to be fully approved.

Q: Can I reopen a timesheet that was already approved? A: Yes. Resource Pool Managers, Line Managers, and Administrators can reopen approved timesheets so the team member can make adjustments.

Support​

For questions about timesheet approval, contact support@fortes.nl.