Approvals allow you to specify whether individual staff members’ transactions require approval before they can be posted to the job. They are optional and can be set per user.
Defining Approval Methods
Approval methods are defined under the logged in user’s drop-down menu (e.g. Manager > Approvals Setup) in the main menu.
There are two ways approvals can be setup.
- By Approval Group: Users are added to an approval group under a manager who is responsible for approving their time. This could be a staff or line manager.
- By Project Manager: Each project manager is responsible for approving time and expenses on their projects, rather than individual department or staff managers.
Click the New Group button to define the approval group. Give the group a name and description.
Then select which individual(s) can approve transactions for the group from the Available Approvers list. This list includes all users that have been given permissions to approve transactions in the system configuration. It is possible to have more than one approver for a group; however, only approval from one individual is required to post transactions to the job.
These methods can be used independently, or you can choose to use both methods. If both methods are selected, there is still only one approval required – transactions will be posted to the job after the first person approves them.
Assigning Users to Approval Groups
Once the approval groups have been configured, you need to define the approval settings for the user under the logged in user’s menu (e.g. Manager > Users) in the menu.
Select a user from the list by clicking the View button. Scroll down to the Approval setup section.
Select the group from the Approval group drop-down list.
Use the checkboxes to define additional approvals for the user:
- Timesheet submit required
- Expense submit required
- Timesheet approval required
- Expense approval required
Note that if the timesheet and expense submission options are selected, the user’s transactions will not be available to the assigned manager for approval until they have been submitted.