In Clockdiary, Timesheet Approval is the process where Managers, Admins, or Owners review submitted work hours by team members to ensure accuracy before finalizing them. Once a timesheet is approved, it is locked, preventing further edits, and becomes ready for payroll, reporting, or billing.

Who Can Approve Timesheets?

Only users with the following roles can approve timesheets:

• Manager
• Admin
• Owner

As a user you cannot approve your own timesheet. It must be reviewed and approved by another authorized role.

Step-by-Step: How to Approve a Timesheet in Clockdiary

Step 1: Open the Approval Panel

1. Log in to your Clockdiary account.
2. From the left-hand menu, click on “Approvals”.

3.Filter the list by:

• Date range
• Status = Pending, Approved and Withdrawn.

Step 2: Review the Submitted Timesheet

1. Click on a Pending timesheet entry.
2. You will see:
   • Total hours submitted

3. To open the full report click on the number of hours in row and Make sure the data is:

• Complete
• Aligned with the assigned project
• Free from inconsistencies (e.g., overlapping hours or missing dates)

Step 3: Approve the Timesheet

1. If everything looks correct, click the “Approve” button.
2. A confirmation popup will appear.
3. Confirm your action to lock the timesheet.

Step 4: What Happens After Approval?

Outcome	Details
Timesheet Status	Changes to Approved
Edit Access	Timesheet becomes locked (cannot be edited further)
Notification to User	Submitter receives an email + in-app notification
Visibility	Timesheet moves to Reports for payroll/audit use

Notifications Triggered by Approval

Trigger Event	Who Is Notified	Type of Notification
Timesheet Approved	Submitter	Email + Status Update
		(e.g., “Your timesheet for July 10–14 has been approved.”)

Best Practices for Approving Timesheets

• Always cross-check project allocations and hours.
• Use filters to prioritize overdue or high-priority team members.
• Approve timesheets at least 1–2 days before payroll deadlines.
• Communicate with team members if you notice repeat submission errors.

FAQs – Timesheet Approval

Summary

Approving timesheets in Clockdiary is a simple and secure process that helps maintain accurate work logs. With a clean approval flow, real-time notifications, and filtering options, managers and admins can efficiently validate employee hours while reducing payroll errors.