An Approver is a user in your portal who reviews and manages timesheets, expenses or leave requests submitted by employees.
The Primary Approver is the main user responsible for approving an employee’s timesheets, expenses, or leave.
They will receive the initial email notification regarding pending approvals and automatic approval reminders. The Primary Approver can approve a timesheet or expense from within the email notification or by logging into their portal.
The Secondary Approver is a backup approver who will be contacted to action outstanding requests if this isn’t done by the Primary Approver.
Secondary Approvers can only review timesheets, expenses and leave from their online portal.
Create an Approver Profile
To add an Approver profile:
Go to Users > Approvers > Create New Approver.
Enter the First Name and Last Name for the Approver. If the user is an internal employee and requires an employee profile as well as an Approver profile, we suggest using something like ‘Approver’ as their last name to differentiate between profiles.
Click Create User.
In the User Details screen, enter the Primary Email Address. The First Name and Last Name fields are also mandatory but will pull through from the ‘Add New User’ popup. You can add other optional information in the Additional Details screen.
Click Save & Activate.
If there are incomplete mandatory fields, these will be flagged when you click ‘Save & Activate’.
View Interpreted Data
If you would like your Approvers to be able to see how timesheet data has been interpreted prior to them approving the timesheet, please contact Support for further information.
Lock an Approver Profile
Approver profiles can be locked to restrict Approvers from accessing their account. To lock an Approver:
Go to Users > Approvers.
Select the user you would like to lock.
Click With selected Approvers… > Lock Selected Users > Go > Confirm.
A profile can also be locked by viewing the specific Approver profile and selecting Lock Profile from the left navigation menu.
Unlock an Approver Profile
Locked users will appear with a line through their name on the Approvers list when the Report Settings are set to include locked users.
To unlock a locked profile:
Go to Users > Approvers.
In Report Settings, tick Include Locked Users > Go.
Select the Approver you want to unlock.
Click With selected Approvers… > Unlock Selected Users > Go > Confirm.
Delete an Approver Profile
An Approver profile can be deleted if the Approver:
- has not previously approved a timesheet; and,
- has not accepted compliance documents.
Approver profiles can be deleted by going to Users > Approvers > select the approver > System Access > Delete. If the profile can’t be deleted, you will only be able to lock it.