Administrators and Supervisors can approve their employees' time cards or timesheets from ExakTime Connect or ExakTime Mobile, depending on the level of approval being performed.
- Supervisor - Supervisor-level time approval can be performed within ExakTime Connect and ExakTime Mobile.
- Sign-Off - Sign-off approvals can only be performed within ExakTime Connect.
ExakTime Connect offers greater detail of an employee's time card with GPS information, FaceFront photos, field notes, etc., for both Administrators and Supervisors. ExakTime Mobile offers supervisors the convenience of approving their employees' time cards from any copy of ExakTime Mobile, but it does not have the level of detail that ExakTime Connect offers, such as FaceFront, Form Responses, etc.
As Timesheets lack details related to clocking in, such as GPS, FaceFront, etc., the experience between ExakTime Connect and ExakTime Mobile is similar at this time.
Approve a Finalized Timecard/Timesheet Only
We advise approving a timecard/timesheet at or near the end of the day/pay period. If the time card has been approved, any future records will not populate the timecard/timesheet and will prevent users from editing the timecard/timesheet. While the records are not lost, approving your time card prematurely can result in an incomplete time card and can delay any of your company's policies/procedures.
Table of Contents
Supervisor-Level Approvals on ExakTime Mobile
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Press the ≡ button in the top left of ExakTime Mobile to show the menu and press Approvals.
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There will be a menu like the example below, where an employee can review the details of their own time card and the time card(s) of employees in their viewset. Reviewing and approving your own time card will be the same steps as an employee.
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If an employee is not listed as expected, press the employee selector icon in the top right to review which employees are listed. If an employee is still not listed, try syncing ExakTime Mobile to ensure you have the latest information from ExakTime Connect.
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Before approving a time card, you can review the employee's time card for any issues. If there are any issues, such as incomplete time or a missing meal break, it will be labeled with "Time card has errors". You can press "Details" to review the time card.
- If you notice any issues to be corrected, you can make the corrections from the appropriate timecard/timesheeet menu on ExakTime Mobile or ExakTime Connect, depending on your permissions. If the time has been approved by a level higher than your own, the approver(s) must remove their approvals for you to edit the time for the pay period/day. After making the corrections, the relevant parties can reapprove their time.
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Beneath the employee's time card will be the employees in their viewset. If another employee had approved their time card, there should be an "Employee Approved" indicator with green text. Pressing Approve will approve the employee's time card. The "Approve" button will change to "Unapprove" if the time card needs to be unapproved, and there will be a "Supervisor Approved" indicator with green text.
Approving a Time Card from ExakTime Connect
From Timecard
Approving a timecard allows you to better understand what an employee did throughout the day and focus on the individual.
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Go to Time Management in the top menu bar, then click Timecards.
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Check your date range and make sure that it is the appropriate pay period. You cannot approve time for a pay week or custom date range. If you are not viewing a pay period, the "Approve Time" buttons will not appear as expected.
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Select the employee to review and approve.
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Click Approve Time. if the employee's time card appears correct to your knowledge. The "Approve Time" button will not be available if you are not viewing a pay period, if the time card is blank, and/or if you are not allowed to approve a time card with exceptions (e.g. incomplete time records or overlapping time records). The "Approve Time" button placement will depending on the type of approval that has been enabled.
- Pay Period Approval - Underneath the summary of hours for the pay period.
- Daily Approval - In the action bar for the day.
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After the time card has been approved, you will see a small green checkmark in the summary area with an indicator of the level of approval (Supervisor or Sign Off).
- Pay Period Approval - Underneath the summary of hours for the pay period.
- Daily Approval - In the action bar for the day.
From Timesheets
Approving a timesheet allows you to better understand how long an employee worked throughout the workweek.
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Go to Time Management in the top menu bar, then click Timesheets.
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Check your date range and make sure that it is the appropriate pay period. You cannot approve time for a pay week or a custom date range. If you are not viewing a pay period, the "Approve Time" buttons will not appear as expected.
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Click Approve if the employee's timesheet appears correct to your knowledge. The "Approve" button will not be available if you are not viewing a pay period, if the time card is blank, and/or if you are not allowed to approve a time card with exceptions (e.g., incomplete time records or overlapping time records). The "Approve" button placement will depend on the type of approval that has been enabled.
- Daily Approval - In the Action bar for the day or in the Action bar for the employee to approve multiple days.
- Pay Period Approval - In the Action bar for the employee.
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After the time card has been approved, you will see a label of what level(s) a timesheet has been approved.
- Daily Approval - In the Action bar for the day.
- Pay Period Approval - In the Action bar for the employee.
From Time Summary
Approving time cards from the time card summary allows you to review and approve employees' times in bulk, making it quick and easy for large groups.
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Go to Time Management in the top menu bar, then click Time Summary.
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Go to the Time Card Summary menu if not already there.
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Make sure you are viewing a pay period from the provided defaults or a date range that would be equivalent to a pay period. You cannot approve time for a pay week or custom date range.
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You will see a list of employees with columns indicating any employee approval, supervisor approval, and sign off. Click the provided checkbox to approve your employee's time cards.
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You can also approve multiple employees' time cards by clicking Approve towards the top-left of the time summary grid. The number of time cards that will be approved is shown in the green square.
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A confirmation will appear of the employee time cards that will be approved. Click Approve Time to confirm the approval.
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Go to Time Management in the top menu bar, then click Time Summary.
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Go to the Daily Summary menu if not already there.
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Make sure you are viewing a pay period from the provided defaults or a date range that would be a pay period equivalent.
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You will see a list of employees with columns indicating any employee approval, supervisor approval, and sign off for the given day. Click the provided checkbox to approve your employee's time cards.
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You can also approve multiple employees' time cards by clicking Approve (X) from the Action bar for the day. The number of time cards that will be approved is shown in the parenthesis.
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A confirmation will appear of the employee time cards that will be approved. Click Approve Time to confirm the approval.