Approving crew timesheets

When a crew member finishes their work week, they submit it for your approval. You review the breakdown, then either approve it for payroll or send it back with a note explaining what needs fixing. Owners and admins both have access to the queue.

Where it lives

Tap Time & Team in the sidebar, then the Approvals tab (next to My time and Team). You'll see every submitted week from every member in your org, sorted oldest first, so the longest-waiting submissions sit at the top. When weeks are waiting, a small purple count shows on Time & Team in the sidebar and on the Approvals tab.

The Approvals tab shows once you have crew on the team or a submitted week is waiting. A one-person shop never sees it.

If the page is empty, nobody has hours waiting on you.

Watching hours land mid-week

The queue only ever holds weeks somebody has already sent in, so on a Wednesday it's usually empty — that's working as intended, not a bug.

To see hours as they happen, switch to the My time tab and tap a person in the row under the tabs. You get their live week, the same day bars and job breakdown, with nothing submitted. It also shows where their week stands (draft, submitted, approved or sent back). Use it to check somebody actually clocked in this morning, or to see where the week is going before Friday.

What you see in the queue

Each row shows:

• The crew member's name
• The week range (for example, May 26 – Jun 1)
• Their total hours for the week
• When they submitted it (relative time — "2 hours ago", "yesterday")
• Any note they added at submission time

Reviewing a week

Tap a row to expand it. You'll see the same day-by-day, project-by-project breakdown the crew member sees on their own page — which days they worked, on what projects, and for how long.

A day's total is the hours they were on the clock. The projects listed under it are where those hours went — the breakdown, not additions on top. Anything they were on the clock for but not on a job shows as Unallocated: drive time, the supply house, the dump, the shop.

This is the right place to spot:

• A missing day (didn't they tell you they were on the Jones bath Wednesday?)
• An off-looking total (twelve hours one day is fine; thirteen hours every day all week is worth asking about)
• A project they shouldn't have been billing time to
• A big Unallocated number, which usually means they were on site but forgot to clock into the project

[!note] Weeks that predate the day clock are totalled the old way, from project and task time. If a week mixes both, a small note appears under the breakdown. Older approved weeks are untouched.

Approve

If everything checks out, tap Approve. The row disappears from your queue. The crew member's week flips to Approved the next time they open their timesheet.

Approved weeks are locked — neither you nor the crew member can edit the total hours after approval. (You can still see the breakdown on My time by tapping their name.)

Send it back

If something's off, tap Send back. A panel opens demanding a note — keep it specific. "Missed Wednesday — please add the half-day on Smith bath" is a useful note. "Wrong" is not.

When you send it back:

• Their week status flips to Needs fix
• Your note shows up in a coral panel at the top of their timesheet
• They can resubmit after they fix it

You'll see the resubmission back in your queue under the same row.

How crew fix what you sent back

They open the day on My time and tap + Add hours, or edit the entry that's wrong. The week updates as they go, and they resubmit when it's right. You can do the same for anyone on the crew: tap their name on My time and work the day from there. See Logging hours after the fact.

When a week comes back amended

Hours can change after a week was already sent in — a forgotten day gets added, a start time gets corrected. When that happens the week goes back to draft and returns to your queue carrying a chip:

• Amended · was approved — you had already approved this week and the total has since moved. Worth a second look before you approve again.
• Amended · resubmitted — it changed while it was sitting in the queue.

Approving again replaces the old total with the new one. Crew can amend a week they submitted; only owners and admins can change a week that was already approved.

What this approval flow doesn't do (yet)

• It doesn't export a CSV for payroll. You're approving the totals; getting them into whatever payroll system you use is still a manual step for now.
• It doesn't send you a notification when a new submission lands. The purple count on Time & Team in the sidebar is your cue, or check the queue whenever you sit down to run payroll.