TimeSite Pro supports two important timesheet management workflows:
- Approve timesheet; and
- Authorise timesheet.
Timesheets can be approved by the Resource user's manager or supervisor, or possibly by the Payroll Manager or Accountant.
On the other hand, timesheet entries (records) relating to a specific Project can be authorised by the project manager or supervisor, either in your company or in a related organisation including your client. The authorisation status of these timesheet entries can be reviewed prior to the approval of a timesheet.
Refer to our FAQ article for additional information on the difference between the Approve and the Authorisation workflows.
You enable this authorisation workflow in System Settings. Navigate to Settings > System Setting > Timesheets and set Enable timesheet authorisation in the Approval / Authorisation section. Save this changed setting.
You can then specify that a project requires an authorisation from a nominated person. Navigate to Admin > Project > [select project] > Details. Set Work for this Project Requires authorisation and enter the email address of the person who will authorise timesheet entries submitted for this project.
Authorisation Request Emails
When a timesheet including entries for this project is then submitted, an email is sent to this recipient detailing the relevant timesheet entries. The Approve timesheet tab will then show that the timesheet is waiting for authorisation and the status of this authorisation can be reviewed in the Authorisation Details tab for each submitted timesheet. This tab will show emails that have been sent to project supervisors and whether they've replied to this email indicating their authorisation of the work performed on their project.
Note that your authorisation email settings need to be established at Settings > Email Settings. See Email Settings for more information on setting your Email IMAP Server and Email Authorisation settings.
Authorisation Email Actions & Example
An email similar to this will be sent to the person nominated in the Project Details to authorise the work performed for the project. The recipient can simply reply to the email indicating their authorisation of the work performed. Otherwise, the email suggests that they contact an appropriate person to review this information. The Authorisation Emails tab indicates that an email has been sent but not authorisation (reply) has been received.