The Timesheet Rejection feature in Clockdiary allows Managers, Admins, and Owners to return incorrect or incomplete timesheets to the employee for correction. Instead of approving inaccurate entries, you can reject them with a clear reason so the user knows exactly what to fix.
Who Can Reject Timesheets?
Only the following roles can reject submitted timesheets:
- Manager
- Admin
- Owner
Just like approval, rejection must be handled by someone other than the User.
When Should You Reject a Timesheet?
You should reject a timesheet if:
- Required days or hours are missing
- Wrong project is selected
- Time entries look incorrect or excessive
- No task descriptions are added when required
- Submission doesn’t align with assigned work or shift
Step-by-Step: How to Reject a Timesheet
Step 1: Access the Approval Dashboard
- Login and go to Timesheet Reports or Approval Dashboard.
- Filter for Pending timesheets.
Step 2: Review the Submitted Timesheet
Click on the timesheet and examine:
- Hours worked
- Project(s) assigned
- Any missing or unusual data
- Notes (if available)
If you identify an issue, proceed to reject.
Step 3: Reject the Timesheet
- Click on the Reject button.
- A popup will appear asking for a Rejection Note.
- Enter a clear explanation such as:
- Hours missing for Friday.
- Incorrect project assigned.
- Please include a task description.
Step 4: Confirm and Submit
- After writing the note, click Confirm to reject.
- The timesheet status changes to Rejected.
- The submitter gets notified via email + in-app alert.
What Happens After Rejection?
| Outcome | Details |
|---|---|
| Timesheet Status | Changes to Rejected |
| User Action | The submitter can edit and resubmit the timesheet |
| Notification to User | Email with your rejection note + dashboard update |
| Visibility | Rejected entries remain visible in admin dashboard logs |
Notifications Triggered by Rejection
| Trigger Event | Who Is Notified | Type of Notification |
|---|---|---|
| Timesheet Rejected | Submitter | Email + In-App Alert |
| Includes your rejection note |
Best Practices for Rejecting Timesheets
- Always include clear, actionable feedback.
- Avoid vague notes like “incorrect entry”, be specific.
- Track frequent rejections to identify training needs.
- Use polite language to maintain team morale.
FAQs – Timesheet Rejection
Yes. Rejected timesheets become editable again and can be resubmitted after corrections.
Yes. Clockdiary requires a note for accountability and clarity.
Yes. The rejection message includes the name of the person who took the action.
Summary
Rejecting timesheets in Clockdiary helps uphold time-tracking accuracy while guiding team members to submit correct entries. With rejection notes, real-time alerts, and easy resubmission, the system ensures a clear feedback loop between reviewers and submitters.
