Review and approve timesheets

The Timesheet Admin work role lets a user review and correct team timesheets. They can correct shift times and projects, approve each person's time for a day, and remove an approval. Company admins can do all of this without the role. To give someone the role, see Manage users.

A shift is one block of worked time on one project, from clock in to clock out. Shifts come from the web Time clock, from BidUnity Mobile, and from shifts added by hand.

Review the weekCopy Anchor Link

1. Click Reports, then Timesheet summary.
2. Under Time period, pick a week ("Week of" a date). The week loads as soon as you pick it. You can go back up to two years.

The table shows one row per person, with their hours for each day and their Total hours for the week. Only people with time recorded that week appear.

• Hours in blue are not approved yet. Hours in green are approved.
• "(clocked in)" next to a name means that person is clocked in right now.
• Times show in your time zone, which is named at the top of the page.

Check a person's dayCopy Anchor Link

On Timesheet summary, click a person's hours for a day. The Timesheet day detail opens for that person and date.

• Use the arrow buttons to move to the previous or next day in the same week.
• Each project the person worked on has a Project total row, followed by their clock ins and clock outs in half-hour Time block rows.
• Other people who worked on the same projects that day also appear, for reference. Click a name to open their day.
• Each clock in or clock out shows Onsite if it was near the jobsite, Offsite with the distance in miles, or No location.
• A pencil icon means someone changed that time by hand.
• If the person is still clocked in, you see the extra hours of their ongoing shift.
• "[automatically clocked out]" next to a clock out means the person forgot to clock out and BidUnity ended the shift for them. Check the end time before you approve the day. If you correct it, the pencil icon shows instead. See If you forget to clock out.

Click a clock in or clock out time to open Shift details, where you can correct the shift. See Add and edit shifts.

Approve a dayCopy Anchor Link

Check the day first. Once it's approved, its shifts can't be changed.

1. Open the person's day from Timesheet summary.
2. Click Approve time.

The day now shows Approved. Only finished shifts are approved. A shift that is still in progress is not included.

Remove approvalCopy Anchor Link

Do this when you need to change a shift on a day that's already approved.

1. Open the person's day from Timesheet summary.
2. Click Remove approval.
3. Click OK to confirm.

The day's shifts can be changed again.

When a day locksCopy Anchor Link

You can't approve, remove approval from, or change days older than three weeks before the start of the current week. On those days, an unapproved day shows Not approved with no button, and an approved day shows Approved with no Remove approval button.

See approved hours by projectCopy Anchor Link

1. On Timesheet summary, click Timesheet by project. You can also click Reports, then Timesheet by project.
2. Under Time period, pick a week. The week loads as soon as you pick it.

The table shows only approved hours. Each person has two rows: one for regular hours and one marked "OT" for overtime. Each project has a column, and the bottom row shows the total hours per project.

Once a person reaches 40 hours in the week, their later time counts as overtime. BidUnity goes through their shifts in order, so the overtime lands on whichever projects they worked after hour 40.

If there's nothing approved for the week, you see "There are no approved hours in this timesheet."

What happens nextCopy Anchor Link

• Approved days show in green on Timesheet summary, and their hours appear on Timesheet by project.
• In BidUnity Mobile, the person sees that the shift was approved, with the date and who approved it, and can no longer change its times there. After you remove approval, they can change times on the phone again, but only for today's shifts. See Review your shift history.