This article is for managers, HR and payroll managers: it explains how to approve submitted timesheets, what happens after an approval or a rejection, where the approval circuit is configured and how to follow the team’s attendance in the calendar.
Before you start #
- To see requests: the “Approvals — Presence” permission and, for the “Pending” list, “View requests pending approval” (Access). By default, Administrator, HR Manager, Manager and Payroll Manager have them; the Auditor can see without deciding.
- To decide: the workflow approve, reject and delegate permissions at the Execute level. To reject, you also need “Add a comment to a request”, because a reason is mandatory.
- For a request’s history: “View approval history”.
Approving timesheets #
Open Workflows › Attendance. The top of the page counts requests “Pending”, “Approved” and “Rejected”. The Approvals column lists pending requests, then processed ones. It contains monthly timesheet submissions, clocked days to approve, clocking corrections made by employees, counter operations and, for part-time staff, the month’s normal hours.
Approving a request #
- Click a request in the Pending section.
- Read the details: trigger, current step, approver, date, whether rest periods were respected and, where relevant, the employee’s explanation, then the History.
- Click Accept.
Rejecting a request #
- Click Reject.
- Enter the Rejection reason.
- Click Confirm rejection.
Delegating a request #
- Click Delegate.
- In Delegate to, choose the person.
- Click Confirm. The request then shows “Delegated to …”.
Approving several submissions at once #
Tick requests (or Select all), then click Approve selection (n). Only monthly timesheet submissions can be ticked; clocked days and corrections are approved one by one, and a rejection is always made individually, with a reason.
What happens after the decision #
| Decision | Effect |
|---|---|
| Submission approved | Days and punches become “Approved” and can no longer be edited. The month’s hour counters are recalculated. |
| Submission rejected | The days go back to draft: the month becomes editable again and can be resubmitted. The employee receives the notice “Your request has been processed”. |
| Clocking correction rejected | The time from before the correction is restored, unless the day has since been edited, submitted or locked by payroll. |
| Recalled by the employee | Possible until the submission is approved; the request disappears from your list. |
Configuring the approval circuit #
Circuits are configured in Settings › Manage Employees › Workflows, “Attendance management” category (workflow configuration permissions, Administrator by default). Submitting a timesheet starts one of these circuits depending on its content:
| Trigger | When | Circuit supplied |
|---|---|---|
| Timesheet submitted with overtime | The month’s balance is positive | “Overtime hours approval”: manager, then accounting check |
| Timesheet submitted with a working-time rule violation | A break rule was not respected | Approval by the manager |
| Timesheet submitted (flexible hours) | All other cases | Approval by the manager |
Other triggers exist for a clocked day to approve, attendance on an unplanned day, a clocking corrected by the employee, the monthly reduced day-rate plan request, a counter operation and the end-of-month reminder. Trigger names are displayed in French whatever your language (for example “Feuille de temps déposée avec des heures supplémentaires”). If no active circuit matches a monthly submission, the submission is refused with a message saying that no attendance approval circuit is configured.
Following the team in the attendance calendar #
Open Calendar › Attendance calendar. Each row is an employee and each cell a day, with the month’s TOTAL column and the “Team total” row.
- Month or Week, Today and the arrows to change period.
- “Search employee…” to find someone.
- Filters: Department, Office, Role and Presence status (Submitted, Approved, Draft, Rejected, Absent).
- The legend distinguishes Approved, Submitted, Draft, Rejected and overtime (OT). Hovering over a day shows in, out, worked, expected, break, daily balance and work schedule.
| Permission | What you see |
|---|---|
| View the attendance calendar | Your own row, with your times. |
| View colleagues’ attendance | The employees in your scope, present or absent. |
| View colleagues’ detailed working hours | In addition, their detailed times. |
| Filter by department / team / office | The Filters button. |
To open an employee’s timesheet, go through their profile, Presence tab: clicking a name in the calendar opens their profile, not their timesheet.
Good to know #
- After Accept or Reject, no confirmation message appears: the request simply moves to the processed section.
- The details of a submission show neither the hours worked nor the submission warnings: open the employee’s timesheet from their profile before deciding.
- Without “View requests pending approval”, the “Pending” section is hidden.
- The reduced day-rate plan and a request’s comment thread are only shown in Workflows › Approvals, which also lists attendance requests.
- The attendance calendar offers neither export nor synchronisation.
- The green “Present today” dot on an employee’s photo means they have no approved absence that day; it does not read their punches.
- Quarantined badge clock punches are handled in Workflows › Badge reader clock-ins: see Badge clocks.
