Clock in employees, how are timesheets approved?

HRLocker offers flexible management options for clock-in timesheets, which can be tailored to fit the specific needs of your organization's workflow. This guide provides detailed instructions on how to adjust these settings for each office, specifically for employees using the tablet or the Time On app.

Important Note

• Device Specific: The Auto Submit and Auto Approve settings only apply to employees who clock in using the Clock-in app or the tablet. These settings do not apply to employees who clock in/out using a desktop.

Steps to Modify Timesheet Settings

• Log in to HRLocker:

  • As an Admin or a Manager with settings permissions, log into your HRLocker account.

• Access Settings:

  • Navigate to Settings.

• Select the Offices Section:

  • Choose "Time On" settings for the specific office you wish to configure.

• Configure Clock-In Settings:

  • If clock-in is enabled for the office, you will see options related to timesheet management:
    • Auto Submit Timesheets if using the Clock-in App: Check this box to have timesheets automatically submitted when employees clock in.
    • Auto Approve Timesheets if using the Clock-in App: Check this box if you want timesheets to be automatically approved and archived each week.

• Submit Changes:

  • Press "Submit" at the bottom of the page to save these settings. Note that this action needs to be repeated for each office individually.

Detailed Options Explained

• Auto Submit:

  • This setting automatically submits the employee’s timesheet when they clock in via the tablet or the Time On app.

  • This is ideal for workflows where minimal employee interaction is preferred. With this option enabled, timesheets will appear in the "Awaiting Approval" tab for the manager to review.

• Auto Approve:

  • When enabled, timesheets will bypass the manager's approval process and move directly to the Archive tab.

  • This setting is effective in environments with high trust levels and minimal discrepancies in time reporting.

• Manual Submission:

  • If neither box is ticked, timesheets will not be submitted or approved automatically. Employees will need to manually submit their timesheets, which is essential for those who need to add notes or allocate time to projects.

Managing Projects and Notes

• For employees who need to allocate time to projects or leave notes on their timesheets, it’s advisable to keep both the Auto Submit and Auto Approve options unticked. This allows employees to keep their timesheets open for editing until they choose to submit them manually.

Re-opening Submitted or Archived Timesheets

• Submitted Timesheets: If a timesheet has been submitted, a manager can edit the timesheet.
• Reactivated Timesheets: For timesheets that have been approved, they can be reactivated for editing. After necessary changes are made, the timesheet must be resubmitted and will go through the approval process again.

By setting up your timesheet processes to align with your operational needs, you ensure that time tracking is both efficient and adaptable to varying management styles and requirements. For further assistance or more detailed guidance on managing clock-in timesheet settings in HRLocker, please contact HRLocker support.