Approving timesheets in Factorial helps to lock clock-in/out records, indicating that the entries have been reviewed and validated. Once a timesheet is approved, it can no longer be edited by the collaborator or the manager, ensuring the accuracy and integrity of the time data—especially useful for payroll and compliance purposes.

However, this action is reversible. If a mistake is found or a correction is needed, managers or administrators can always disapprove a timesheet. This unlocks the entries and allows for the necessary adjustments to be made.

Permissions

You need to activate the permission to enable managers, team leaders, or specific users to review and approve timesheets.

1. On your sidebar, go to Settings
2. In General, click on Permissions
3. Select the Permission group
4. Open Attendance
5. Enable Review and approve timesheets
6. Click on Save changes

Review and approve timesheets

Time Tracking page

1. On your sidebar, go to Time tracking
2. Select the period you want to approve using the date navigator (month, week, day)
3. Filter employees by Pending status
4. Open Details side panel of the employee you want to approve the timesheet of
5. Validate details and click Approve

Approve in bulk

1. Filter employees by Pending status
2. Select employees in bulk you want to approve
3. Click on Approve button 

Employee timesheet page

Validation and approval of the timesheet is also available from the employee timesheet

1. Go to the employee Timesheet by clicking on the employee raw from the Time Tracking page or by clicking Open Timesheet button on the Details side panel
2. Review the monthly or weekly Timesheet
3. Validate Employee Timesheet and click Approve

 

An Admin or a manager cannot edit the timesheets: 

When the Clock in for a specific date is approved there is no possibility to modify the Clock-in. First, disapprove the Time Tracking and then the employees will be able to manually modify it.

Steps: Time sheet > filter by employee > filter the day or week that has a conflict > check the approval sheet

 

Disapprove an approved timesheet

From the Time tracking Page

1. Head to the Approved tab
2. Select the period you want to disapprove using the date navigator (month, week, day)
3. Filter employees by Approved status
4. Open Details side panel of the employee you want to disapprove the timesheet of

Disapprove in bulk

1. Filter employees by Approved status
2. Select employees you want to disapprove
3. Choose option to Disapprove from the bottom action bar

Notifications

Email notifications

Admins and managers will receive:

• An email at the beginning of the month if there are timesheets pending approval from previous months.

Employees will receive:

• An email by the end of the month if there are timesheets to be completed for that month.
• An email when their timesheets have been approved.

Dashboard pending tasks

Employees will receive:

• An alert every time there are shifts pending to be completed.