Approving and rejecting timesheets in Engage is a simple and highly automated process that enables End Hirers, Agencies and Workers to review and manage timesheets before they’re invoiced.
For more information about creating timesheets, please read our article: How to Create a Timesheet
Who can interact with this?
At the agency: Consultant (only has access to the timesheets assigned to them), Manager and Administrator;
At the end-hirers: every role can action it apart from Finance (you can find out more about roles and privileges here)
Timesheet Approval Notifications
The timesheet approval process starts when a timesheet is submitted for approval by a worker or agency user at which point the platform will automatically notify the designated Timesheet Approver that a timesheet is waiting for their approval via email and in-platform notifications.
Email notifications include a direct link to access the worker’s timesheet in Engage, or once logged into Engage, Timesheet Approvers can access their Notifications page by clicking the bell icon and selecting a timesheet approval task to open that timesheet.
Approving a Timesheet in Summary View
Step 1. Log into Engage
Step 2. Navigate to ‘Timesheets', and select the 'Timesheets’ submenu
Step 3. Select the ‘All Timesheets’ tab to see all your designated timesheets
Step 4. Select the Status filter and select “Submitted” to see all timesheets that are waiting for your approval.
Note:
You can also use the link in the email notification or use the notifications bell to get direct access to the timesheets
Step 5. Select the timesheet you wish to approve, and this will open a quick summary view of the timesheet
Step 6. Select ‘Approve’ and this action will trigger a confirmation popup and request any POs if they’re required and missing.
Step 7. If all the information is correct, select 'Approve Timesheet' to approve the timesheet.
Important:
If your business requires a PO for timesheet approval and the timesheet’s placement does not have one, the Timesheet Approver will not be able to approve the timesheet until the Hiring Manager has added a PO to the timesheet’s placement. Do not contact our Support team for issues regarding missing POs, as Support does not manage POs and won’t be able to help you.
Approving a Timesheet in Detail View
Step 1. Log into Engage
Step 2. Navigate to ‘Timesheets', and select the 'Timesheets’ submenu
Step 3. Select the ‘All Timesheets’ tab to see all your designated timesheets
Step 4. Select the Status filter and select “Submitted” to see all timesheets that are waiting for your approval.
Note:
You can also use the link in the email notification or use the notifications bell to get direct access to the timesheets
Step 5. Select Open to view their timesheet in full detail. Here, you’ll be able to get a detailed breakdown of every rate used each day, as well as breaks, and, daily and total charges, among much more.
For more information about timesheets and all their features, please visit support dot engage tech dot com and search for ‘Timesheets Overview’.
Step 6. If the worker’s timesheet meets your requirements, scroll to the bottom of the page and select 'Approve'. This will trigger a confirmation modal and request any missing information if applicable.
Step 7. Lastly, select ‘Approve Timesheet’ to approve it.
Important:
If your business requires a PO for timesheet approval and the timesheet’s placement does not have one, the Timesheet Approver will not be able to approve the timesheet until the Hiring Manager has added a PO to the timesheet’s placement. Do not contact our Support team for issues regarding missing POs, as Support does not manage POs and won’t be able to help you.
What happens when a timesheet is Approved?
When a timesheet is approved, the platform will mark its status as Approved and will automatically notify its Hiring Manager about the approval. Workers will also see it marked as Approved in their portal.
Approving a timesheet also triggers the automated creation of invoices which, depending on your client's configuration, will be sent either immediately or as a scheduled consolidated invoice to the End Hirer. If a timesheet is approved by mistake, the timesheet approver will need to contact an Administrator to have them cancel the timesheet, which will automatically trigger the creation of a credit note if necessary.
How To Reject a Timesheet
If there’s something wrong with the worker’s timesheet, you can Reject the entire timesheet by scrolling to the bottom of the page and clicking the Reject button.
A modal will appear to confirm that you wish to reject the timesheet by clicking Reject.
Rejecting a timesheet isn’t the only solution if there are only small errors you wish to correct. For example, you can use the Comments tab to contact team members to ask them any questions or request revisions, alternatively, you can also click the Edit button next to any timesheet line to edit it and leave a comment for the Agency to review and resubmit the timesheet. If the worker did not work the entire timesheet period, you can remove all entries and mark the entire timesheet as Absent by clicking the three-line menu and selecting Mark As Absent.
What happens when a timesheet is Rejected?
When a timesheet is rejected, the platform will mark the timesheet’s status as Rejected and automatically notify its Hiring Manager to create a new timesheet and resubmit it for approval.
Note:
A rejected timesheet does not trigger the creation of an invoice or credit note.
Engage Timesheets API
If your team requires an advanced technical integration with Engage to process timesheets in bulk or to connect to an external system, this can be done via Engage’s API. If your team is interested in accessing the Engage API, please get in touch with support@engagetech.com to start the process.