Approval Rules for Timesheet
Timesheet approval rules allow users to define how submitted timesheets move through one or more approval levels, based on defined criteria.
For example, when developers submit their weekly timesheets, an approval rule can be created to ensure accuracy before payroll.
In the approval rule, add a condition so the rule applies to Development Department timesheets. Select the Team Lead as the first approver and the HR/Payroll Admin as the second approver.
When a developer groups their time logs for the week into a timesheet and submits it, the rule is applied. The timesheet first goes to the Team Lead for review. If approved, it then moves to the HR/Payroll Admin for a final check. If either approver rejects it, the timesheet is sent back to the developer to revise and resubmit.
Only users with the Timesheet Automation permission can configure approval rules.
Create an Approval Rule
- Navigate to
in the top-right corner.
- Click Automation > Approval Rules.
- Click Create Approval Rule.
- Enter the Rule Name and Description (optional).
- Add Criteria to define when this rule should be applied.
- Note: Project Name is added as a default condition in criteria.
- Click
to add more conditions.
- Click the edit icon (
) to modify the criteria.
- Set the Approval Flow to Set Rules, Auto-Approve or Auto-Reject.
- If approval Flow is to Set Rules:
- Select approvers from the Add Approver dropdown (choose users or profiles). Multiple approvers can be added to the rule based on the requirement.
- User : Add a specific user as an approver. The timesheet is routed only to that individual for approval.
- Profile : Add all users with a selected profile as approvers. The rule applies to everyone holding that profile.
- Team : Add a project team as approvers. The rule applies to all members of the selected team.
- Reporting Hierarchy : Add approvers based on reporting levels in the user’s hierarchy (e.g., Level 1 = immediate manager, Level 2 = manager’s manager). You can choose between Everyone must approve or Anyone can approve if Reporting Hierarchy is selected.
- Choose one of the following options:
- Anyone can approve - The timesheet is marked approved as soon as one of the assigned approvers gives approval. If both the Team Lead and HR/Payroll Admin are approvers, and the Team Lead approves the developer’s weekly timesheet first, the approval is final. The HR/Payroll Admin doesn’t need to take further action.
- Everyone must approve - The timesheet requires approval from all assigned approvers before it is marked as approved. The timesheet first goes to the Team Lead. Once approved, it then moves to the HR/Payroll Admin for a second-level check. Only after both approvals is the timesheet marked approved.
- Enable Set Reminders for Approvers (optional):
- Choose Daily, Weekly, or Monthly.
- Set the reminder time.
- Click Submit.
The rule will be saved and automatically move timesheets through the defined approval levels in the approval rule. Approvers can manage the timesheets from the My Approvals tab.
Edit an Approval Rule
- Navigate to
- Hover over the rule, then click
> Edit, or click on the rule name to open it.
- Make the necessary changes and click Submit.
Reorder Approval Rules
Reordering affects the priority of rule execution.
- Navigate to
- Hover over the rule, then click and hold the reorder icon (
).
- Drag and drop the rule to the desired position.
Activate or Deactivate an Approval Rule
- Navigate to
- Use the toggle next to a rule to activate or deactivate it.
A rule can only be deactivated if all associated timesheets are either approved or rejected.
Delete an Approval Rule
- Navigate to
- Hover over the rule, then click
Similar to deactivation, a rule can only be deleted if all associated timesheets are either approved or rejected.
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