Email Timesheet Approval enables staffing agencies using Assignments to efficiently send time data to approvers who do not have a Timerack account. The recipient approves or rejects the hours directly from the email and the approval or rejection status displays in the Timerack portal.

This article explains how to use Email Timesheet Approval.

Approvals dashboard

    Send Emails

Approver setup and email contents

Include custom text

Include a PDF attachment

Escalation Approver

Approvals dashboard

The Approvals page provides a comprehensive view of the hours that will be sent to the designated approver, as well as the status.  Approval (and rejection) by email is based on individual time pairs associated with a specific Assignment, and approval (or rejection) of time pairs by email does not impact the Manager Approval status of the Timecard as a whole.

Send Emails

1) Click Timecard in the top navigation menu and then select Timecard on the left navigation menu.
2) Select the Approvals tab.

3) Use the filters and dropdown menus to select which data you want to populate.

Filter results based on the email status of time pairs. Include levels based on each default level set on the Employee Profile.

4) Click the Fetch button to generate the list.

5) Mark the checkboxes to select the hours that you are ready to send for approval.

6) Click the Send Emails button below the list.
7) You will be prompted to select to which Approver or Approvers you want to send email. Click on an approver option to select it. To select multiple, press CTRL + click.
8) To send, enter your Timerack password and then click OK.  To cancel, close the popup window.

A message will display near the top of the page that the emails were sent successfully.

Hours previously sent for approval can be re-sent at any time by repeating the above steps.

The export buttons in the upper right allow the data to be printed or downloaded.

Approver setup and email contents

The approver email address is set on each Assignment.  Assignments are accessed from the Employee Data page.

Each email includes all hours for which the recipient is an approver that are selected in the list on the Approvals dashboard when the Send Emails button is clicked.

Each email contains links which will approve or reject all time pairs included in the message.

When a link is clicked, an icon displays on the Timecard indicating that each time pair has been approved or rejected:

for approval by email
for rejection by email

Include custom text

Custom text can be added which will appear in all emails below the Approve and Reject buttons. Users must have access to portal Settings and Preferences to modify the custom text.

To add custom text:

1) Navigate to Settings>General>Preferences
2) In the Email Approval Custom Text field, enter the message you want to include.
3) Click Save

Include a PDF attachment

A PDF containing the data can be included as an attachment to the email. Users must have access to portal Settings and Preferences to enable or disable the PDF attachment.

To enable the PDF attachment:

1) Navigate to Settings>General>Preferences
2) Mark the Send Time Details With Email Approvals checkbox
3) Click Save

Escalation Approver

An Escalation Approver can be set up for when the primary and secondary approvers are unable to review the time. Users must have access to portal Settings and Preferences to modify the Escalation Approver.

To add Escalation Approver:

1) Navigate to Settings>General>Preferences
2) In the Default Escalation Approver Name field, enter the approver's name.
3) In the Default Escalation Approver Email field, enter the email address to which the emails will send.
4) Click Save