Submit Timesheets

After completing the required workload and logging your hours in the Timelog section, you can submit your timesheet for review and approval. It is typically sent to a designated approver, such as your Team Leader, Project Manager, or another assigned approver.

To submit timesheets on behalf of other members, users need permission as a Team Leader with "Manage Team" or Team Admin / App Admin.

Submit Your Own Timesheets

Go to the Timelog section in TimePlanner → Enter your time entries for the selected period.
Click on the Submit button to send your timesheet to the Approver.

Choose an Approver from the drop-down list to review and approve your timesheet → click on Submit to complete the process.

After clicking Submit, the status of the selected period will change to PENDING and await approval.
A notification will then be sent automatically to the approver via email or in-app notification, informing them that your timesheet is ready for review.

Additional Notes:

The approver must have Timesheet Approval permissions.
With the default approver case, regular members cannot change.
When you submit your timesheet, you no longer be edited directly. However, you have the option to Recall the timesheet → Follow the next step to learn more.

Submit Your Team Member's Timesheets

In situations where a team member is unavailable to submit their timesheet, Team Leaders or Team Admins can submit it on their behalf. Here's how:

Access to the Timelog tab within the TimePlanner app
Use the dropdown menu under User Name to select the team member whose timesheet you need to submit.

Choose the specific time period for which you want to submit the timesheet.
Click Submit to finalize the timesheet submission for the selected team member.

Edit Timesheets After Submission

After submitting a timesheet, you may need to make edits due to changes in work logs. There are two scenarios for editing submitted timesheets:

1. Timesheet Edits Before Review

Pending Status

If the timesheet is still in PENDING STATUS and has not been reviewed or approved by the approver, you can recall it to make updates.

Click the Recall button to pull the timesheet back from the approval queue.

A notification will be sent to the approver, informing them of the recall via email or in-app alert (Learn more: How to Revoke a Submitted Timesheet)
Once the timesheet is reopened, you can make updates and click Submit again to send it back for approval.

2. Timesheet Edits After Review

If the timesheet has already been reviewed by the approver, editing options depend on its current status.

Rejected Status

With Timesheet has a REJECTED STATUS, you can edit the work logs directly and resubmit.

Find the rejected timesheet in the Timelog section.
Edit the relevant dates and hours, or add a new time log as needed.
After making the updates, click Re-Submit to send the timesheet back to the approver for review.

Approved Status

If the timesheet has an APPROVED STATUS, direct edits are not allowed. To make updates, you must recall the approved timesheet.

After recalling and re-submitting your timesheet, check its status by going to Timesheet Report → selecting Approval History for real-time updates.

Additional Tips for Timesheet Approval Workflow

Here are some additional tips & tricks for configuring general settings for different team scenarios:

Restrict Default Approver for Team Members:

In this setup, regular members cannot change the default approver, ensuring a consistent approval process. Follow these steps:

Permission Settings: The default approver must have the necessary permission to approve timesheets.
Go to Settings → General:
- Allow users to change the default approver: OFF
- Allow users to add him/herself as timesheet/vacation approver: OFF
To set or update the default approver, go to:
- Member profile → Edit Profile → assign or update the Timesheet Approver.

Allow Team Members to Change the Default Approver

In this configuration, regular members have the flexibility to change the default approver.

Permission Requirements: The new approver selected must have the required permissions for timesheet approval.
Go to Settings → General:
- Allow users to change the default approver: ON
- Allow users to add themselves as timesheet/vacation approver: OFF

Allow Team Members to Add Themselves as an Approver

In cases where team members are allowed to add themselves as their own approver, this configuration grants them that ability.

Permission Setting:
- Add your team's group (e.g., jira-user-group) to grant access to this setting.

Go to Settings → General:
- Allow users to change the default approver: ON
- Allow users to add themselves as timesheet/vacation approver: ON

These settings are designed to be flexible, allowing admins to adjust configurations as needed to best meet the unique requirements of their team.