The New Timesheet Tab defines how timesheets are initiated, approved, and escalated for each Job Order. It includes three configuration steps:
Step 1: Initiator.
Step 2: Approval Levels.
Step 3: Escalation.
⚠ Important: Only users with permission to manage Job Order settings can access and configure the New Timesheet Tab.
Step 1: Define the Initiator
Select who initiates timesheets and configure approval, rejection, and reminder notifications.
Initiator Settings
Go to the New Timesheet Tab within the Job Order setup.
Under Initiator Settings, configure the following options:
Bulk Timesheets – Select this option if the initiator will also approve the timesheet. No approval stages will be required.
Use Schedule for Timesheet – Select this option to pre-populate new timesheets according to the Job Schedule and Attendance Codes.
Choose Initiator Group
From the Choose Initiator Group dropdown, select one of the following:
Payee (Candidate) – The individual whose timesheet is being entered.
Client – A client contact who submits the timesheet.
Agency – An internal user who enters and submits timesheets.
📌 Note: When Client or Agency is selected, additional dropdowns appear to define the specific initiator.
Client Group Options: Select from Site Contact, Order by Contact, Report To Contact, or a specific Client Contact.
Agency Group Options: Select from Filled by User, Job Creator, Job Owner, Client Owner, or specify an Agency User. If Agency User is chosen, enter the Staff ID of the internal user.
Configure Instant Notifications
In the Instant Notifications section:
Choose Rejection – Select the notification sent when a timesheet is rejected.
Choose Approved – Select the notification sent when a timesheet is approved.
Configure Scheduled Notifications
In the Schedule Notifications section:
Choose Reminder – Select one or more reminders sent to the initiator to prompt timesheet submission.
Step 2: Set Approval Levels
Add up to four levels of approvers and configure notifications for each stage.
Click Add Level to create approval stages.
For each level, select approvers and define notification preferences.
If Use Schedule for Timesheet was enabled earlier, you may also enable Auto Approve Timesheet.
⚠ Important: Timesheets are only auto-approved if they match the job schedule. If not, manual approval is required.
Configure Approval Contacts
From the Choose Contact Type dropdown, select either Client or Agency.
If Client is selected, choose Site Contact, Order by Contact, Report To Contact, or a specific Client Contact.
If Agency is selected, choose Filled by User, Job Creator, Job Owner, Client Owner, or a specific Agency User. Enter the Staff ID if required.
Configure Instant Notifications
Under Instant Notifications, configure:
Choose Submitted – Notification sent when a timesheet is submitted.
Choose Recalled – Notification sent when a timesheet is recalled by the initiator.
Configure Scheduled Notifications
Under Schedule Notifications, configure:
Choose Reminder – Select reminders sent to approvers for pending approvals.
Step 3: Set Up Escalation
Define who is notified when approvals are delayed beyond the configured timeframe.
In the Escalation section, choose an Escalation Contact from the dropdown list:
Select from Filled by User, Job Creator, Job Owner, Filled by User Manager, Created by User Manager, Job Owner Manager, or Agency User.
If Agency User is selected, enter the Staff ID of the user who will receive escalation notifications.
From Choose Escalation Notification, select the notification template sent when escalation occurs.
📌 Note: The escalation timeframe is configured in the back-office module and determines when the notification is triggered.
💡 Best Practices
Define clear approval hierarchies to avoid workflow delays.
Use reminder notifications strategically to maintain timely submissions.
Enable Auto Approve Timesheet only when schedules are strictly followed.
Test the configuration in a sandbox environment before applying to live jobs.
🤔 FAQs
Q1: Can more than four approvers be added?
Answer: No. The system supports a maximum of four approval levels.
Q2: What happens if no escalation contact is defined?
Answer: If no contact is configured, escalation notifications will not be sent even if the approval time is exceeded.
Q3: Does enabling Bulk Timesheets bypass all approvals?
Answer: Yes. When selected, the initiator acts as both creator and approver, skipping the approval workflow.