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- Status = Pending, Approved and Withdrawn.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
- Click on a Pending timesheet entry.
- 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
- If everything looks correct, click the “Approve” button.
- A confirmation popup will appear.
- 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
No. Approved timesheets are locked. If a correction is needed, contact an admin to revert the status.
Yes. Use the bulk action checkboxes in the Approval Dashboard to approve multiple pending entries at once (if enabled).
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.
