With Time Approvals, you can allow your employees to approve their time from the convenience of ExakTime Connect or ExakTime Mobile. To do this, your employees must have the appropriate security role with the necessary permissions enabled. While these permissions can be granted to Supervisors to approve their own time, this resource will focus on employees only.

Table of Contents

• Things to Note
• Setting Up The Security Role
  • For Time Approvals on ExakTime Connect
  • For Time Approvals on ExakTime Mobile
• Assigning the Security Role to Existing Employee
• After Assigning the Security Role
• How Employees Approve Their Time

Things to Note

The date range that an employee can review and approve is dependent on the method of approval:

• Approving via ExakTime Connect - Employees can approve time for the current or any previous pay period.
• Approving via ExakTime Mobile - Employees can only approve time for the current and up to one previous pay period.

Setting Up The Security Role

Depending on your needs, you can set up your employee(s) to approve their time through ExakTime Connect, ExakTime Mobile, or both.

For Time Approvals on ExakTime Connect

1. Go to Manage and click Security Roles. 
   
2. Click ExakTime Connect to view your security roles. 
   
3. The left-hand side will be a list of available roles. By default, we offer Administrator, Employee, and No Access. Select the "Employee" role or add a new security role. The right-hand side will list available permissions. 
   
4. Enable the following permissions for "My Timecard/My Timesheet" and "Time Approval".  
    
   
   • "My Timecard/My Timesheet" has two available options. Use the checkbox for "View". You can enable additional options to allow them to edit, delete, and/or copy their own time.
     • You can create additional Security Roles to accommodate those tracking their time with timecards and timesheets.
   • "Time Approval" has three available options. Use the checkbox for "Employee".
5. "Approve Time Cards That Contain Exceptions" allows time cards to be approved if they contain any exceptions (incomplete and/or overlapping time records). This would be dependent on your company, but it would generally be advised that this is set to "No Access" so time cards cannot be approved if they have exceptions. 
   
6. Save your changes.

For Time Approvals on ExakTime Mobile

1. Go to Manage and click Security Roles. 
   
2. The left-hand side will be a list of available roles. By default, we offer Administrator, Supervisor,  Employee, and No Access. Select the "Employee" role or add a new security role. The right-hand side will list available permissions. 
   

3. Enable "Can Approve Own Time" with the checkbox. Employees will use the same "Approvals" menu in ExakTime Mobile to approve their timecard or timesheet.

   • "Can Approve Time Records That Have Exceptions" allows employees to approve their time even if their time card is incomplete or needs to be corrected, e.g., the employee forgot to clock in or out on a day, overlapping time, etc. We would advise leaving this option unchecked, so a time card must be complete to be approved.

   

4. Save your changes.

Assigning the Security Role to an Existing Employee

As new employees are not required to have an ExakTime Connect or Mobile security role when added to ExakTime Connect, your employees may have "No Access" and will need the "Employee" security role assigned. 

1. Go to Manage in the Menu bar and click Employees. 
   
2. Click the pencil icon to the left of an existing employee.
   

3. Use the drop-down menu for the appropriate ExakTime Mobile or ExakTime Connect Security Role in the "ExakTime Mobile and Connect Access" section of the employee profile. After selecting the security role, enter any required information (4-10 digit PIN for ExakTime Mobile and/or Email and Username for ExakTime Connect use).

   • We advise using the employee's email as their username as well. If the employee is using other Arcoro modules, then the same username used for those usernames should be used here as well.

   

4. Save as needed.

After Assigning the Security Role

• For ExakTime Mobile - If the employee has been given ExakTime Mobile access, there will be a short delay while the employee's ExakTime Mobile PIN information is automatically prepared for ExakTime Mobile use in the background. After the short delay, the employee should be able to sign in to any copy of ExakTime Mobile and see their new options.

• For ExakTime Connect - If the employee does not already have access to ExakTime Connect, they will receive a verification email with their username, a link to verify their email address, and create their password.

  • The link in the verification email is valid for 72-hours. If the employee is unable to verify their email address within the 72-hours, you will need to resend the verification email. If you are unsure how to do this, you can refer to How to Resend a Verification Email.

   
  
  

How Employees Approve Their Time

Once an employee has been fully set up to approve their time on ExakTime Connect and/or Mobile, you can provide them with either of the following articles on what to do to approve their time.

• How to Approve Your Timecard on ExakTime Connect
• How to Approve Your Timesheet on ExakTime Connect
• How to Approve Your Time on ExakTime Mobile

We also offer a video training for employees using ExakTime Mobile on Arcoro Learning.