Approve timesheets

Applies to Workletto 1.x.

With approvals on, everyone submits each week (Monday to Sunday), and an admin or manager approves it. A submitted or approved week is locked: its time can’t be changed. People see how this works in Submit your timesheet.

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Turn approvals on (admins)

1. Open Manage, then Settings.
2. Under Timesheet approvals, tick Ask everyone to submit their week for approval.

It saves straight away (“Saved.”). Untick it to turn approvals off again. Approvals are off until an admin turns them on.

The same section has a Time zone setting. It is a list of time zones, with the hint “Monday reminders go out at 9:00 in this time zone.” Choose the zone your team works in, so the reminder arrives at 9:00 their time. A new choice is saved as soon as you make it. If approvals have never been on, the list starts on your browser’s time zone.

While approvals are on, admins and managers also see Approvals in the main navigation.

The Approvals screen

Open Approvals. Three tabs sort the weeks:

• Waiting: weeks people have submitted, oldest first.
• Approved: weeks that have been approved.
• Sent back: weeks that were sent back, with the note.

Each row shows the person, the week, written like “Oct 19 – 25, 2026”, their total time (“12:30”) and how much of it is billable. Decided weeks say who decided. Each tab lists up to 200 weeks.

Narrow the list

Above the list, three controls change what the tab shows:

• Week: All weeks is the default. Choose One week to see only the weeks starting on one Monday. It opens on last week, with its dates and the arrows to move a week at a time; This week between the arrows goes to the current week.
• Person: choose one person, or Everyone. It appears when the list has more than one person.
• A summary line for what is shown: for example “3 timesheets · 90:00, 72:30 billable”.

The choices stay while you move between the Waiting, Approved and Sent back tabs.

To read a week before you decide, open the row’s More actions menu and choose View entries. The row expands to show the time by day: project and client, task, notes, the time, and a total for each day.

Approve

Click Approve on a waiting week. The week is locked and moves to the Approved tab.

Approve many weeks at once

On the Waiting tab, Approve all shown (3) approves every waiting week that is currently listed, so use Week and Person first to choose which ones. The number counts the weeks that will be approved. Your own weeks are never included, and the button is hidden when there is nothing for you to approve.

1. Click Approve all shown.
2. Confirm: “Approve 3 timesheets? Each person’s week is locked until someone reopens it.”

Workletto then reloads the list and says “Approved 3.” If a week was withdrawn by its person a moment earlier, it isn’t approved, and the message adds how many were skipped: “2 skipped: no longer waiting.” Every approval is recorded in History, one for each week, as if you had approved them one by one. To send a week back instead, use Send back on its row.

Send back

1. Open the row’s More actions menu and choose Send back….
2. Write a note for the person if you like (up to 500 characters).
3. Click Send back, or Cancel.

The person sees the note on their Time screen, can change the week again, and submits it again.

Reopen

Open the More actions menu on an approved week and choose Reopen, then confirm. The week becomes open again: the person can change it and submit it again.

Nobody approves their own week

Your own submitted weeks are listed, but with no buttons: “Someone else approves your week.” A different admin or manager has to approve, send back or reopen it.

Imports can’t add time to locked weeks

When you import time from Harvest (Manage, then Import & export), a row that falls in a person’s submitted or approved week is refused with “This person’s week is submitted or approved. Reopen it in Approvals first.” Reopen the week, import again, and ask the person to submit it.

Every step is recorded

Each submission, withdrawal, approval, sending back and reopening is recorded under Manage, then History, with who did it and, for a sent-back week, the note. Choose Timesheets in the Kind filter to see only those.