Employee-submitted time entries default to “not accepted” status, requiring validation from authorised personnel before finalisation. Access to approval functionality depends on module settings.

Time entry status workflow

Time entries progress through the following statuses:

Not accepted

• Newly submitted entries requiring review
• Entries that have been corrected following rejection and resubmitted
• Visible in the For Approval tab for authorised users

Accepted

• Validated entries that have passed review
• No longer appear in the For Approval queue

Requires correction

• Entries rejected and returned to employees for amendment
• Flagged for employee action with revision notes
• Available for employee in the For Correction tab

Available approval actions

Users with approval access can:

• Approve time entries
• Return entries to employees for correction
• Edit entries directly
• Delete entries

Approving time entries

Step 1: Access pending entries

1. Navigate to Time Tracking > For Approval
2. Apply filters to refine your view by:
   • Employee
   • Department
   • Specific project
   • Task
   • Approval status

Important: Filters are disabled by default. No entries display until you select appropriate filter criteria.

Step 2: Approve selected entries

1. Tick the checkbox(es) for entries you wish to approve
2. Click Approve Selected

The system processes approvals immediately and updates entry status accordingly.

Returning entries for correction

Step 1: Access and identify entries

Navigate to Time Tracking > For Approval and apply relevant filters.

Step 2: Initiate correction request

For individual entries: Click the action button on the right-hand side of the entry row

For multiple entries: Select relevant entries and use the bulk action button at the bottom of the page

Step 3: Provide correction guidance

1. Enter the reason for correction in the dialogue box
2. Optionally enable email notification to alert the employee about the single entry

What happens next:

• Entries requiring correction display with highlighting in the list
• Click the bell button to send a reminder notification in bulk
  
• Employees receive an email containing:
  • Notification of required corrections
  • Reason for rejection
  • Direct link to edit the entry

Editing time entries directly

Authorised users can amend entries without employee involvement:

1. Apply filters to locate the relevant entry
2. Click the edit button on the right-hand side
   
3. Modify required information in the dialogue box
4. Save changes

Note: Entries can only be edited individually, not in bulk.

Deleting time entries

To remove entries permanently:

1. Apply filters to locate the entry
2. Click the bin icon on the right-hand side of the entry row

⚠️ Critical: Deletion is immediate and irreversible. Deleted entries cannot be recovered.

Entries can only be deleted individually, not in bulk.

Time entry reporting

Approved entries display in reports with:

• “Approved” status indicator
• Approval timestamp
• Approver identification

Entries requiring correction display with:

• “Requires correction” status flag
• Visible until employee amendments are submitted

Deleted entries are permanently removed from all reporting and cannot be recovered.