Email Timesheet Approval enables staffing agencies to efficiently send time data to approvers who do not have access to Timerack. The email recipient approves or rejects the hours outside of the Timerack portal and the approval status displays on the employee's Timecard.
This article explains the Email Timesheet Approval process.
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.
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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 the email(s). 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.
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Approver setup
| The approver email address(es) is set on each Assignment. To update Assignments in bulk, use Assignment Mass Update. |  |
Email contents
Every email includes all Pay Period hours for the Assignment(s) for which the recipient is an approver.
Every email contains a View Approvals button which opens a link in the recipient's web browser to a page which displays the hours that are pending approval. |  |
The user is able to approve or reject hours for Assignments in bulk using the buttons above the list of Assignments (right image), or individually from the Timesheet Details view (below images). |  |
If Reject is selected, a dialogue box displays in which the user is required to enter a reason for rejecting the hours. |  |
An icon displays next to each time pair on the Timecard indicating that it has been approved or rejected. Hover over the rejection icon to view the reason for rejection.
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for approval by email
for rejection by email
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Include custom text
Custom text can be added which will appear in all emails below the View Approvals button. 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 |  |