Approval settings determine how submitted timesheets and expense reports move from an employee to the people responsible for reviewing them. MindSalt supports a straightforward manager-based process and a more flexible process with multiple approval levels.

Choose standard or advanced approvals #

Browse to Admin System Preferences Settings Approvals.

Open the system Approval settings and select the model that best matches how the organization reviews time and expenses.

• Standard approvals send a submitted timesheet or expense report to the employee's assigned manager. This works well when one manager is responsible for the complete review.
• Advanced approvals use approval paths with one or more ordered levels. Use them when multiple approvals are required or when a project manager or another specific person should review a submission.

The model you choose applies to the entire account. Review how it will affect both time and expense approvals before saving the change.

Using standard approvals #

Browse to Admin System Preferences Settings Approvals.

With standard approvals, a submitted timesheet or expense report goes directly to the employee's manager. The manager can approve it or reject it for changes.

1. Confirm that each employee has the correct manager.
2. Confirm that managers have time or expense approval access.
3. Confirm that Time Tracking or Expense Tracking and approvals are enabled.
4. Test the setup with a submission that does not contain real client or financial information.

A manager sees submissions only for employees included in that manager's access.

Example: Standard approvals #

A small consulting company has each employee report to one team manager. That manager reviews the employee's timesheet and expense report, so the company can use Standard approvals without creating separate approval paths.

Using advanced approvals #

Browse to Admin System Preferences Approval Paths.

Advanced approvals use approval paths when more than one approver is required or when the correct approver is not always the employee's manager. Approvers review the submission in the order set by the path's levels.

The options in your account may let a level send the submission to:

• the employee's manager,
• the manager of the related project,
• or a specific person in the organization, such as a department lead, finance reviewer, or operations administrator.

This makes it possible to include project managers and other designated reviewers without changing the employee's reporting manager.

1. Open Approval Paths.
2. Create a path or open an existing one.
3. Name the path clearly.
4. Add approval levels in the required order.
5. Choose who approves at each level, such as the employee's manager, a project manager, or a specific person.
6. Set any available restrictions.
7. Save the path.
8. Assign the path to the employees whose submissions should follow it.

After one level approves the submission, it moves to the next level. If an approver rejects it, the submitter can correct it and submit it again.

Example: Advanced approvals #

A professional-services company requires project time to be reviewed by the project's manager before it reaches an operations manager for final approval. The company can create a two-level approval path: the project manager is the first approver, and a specific operations manager is the second approver.

Test and maintain approvals #

After changing a manager, path, role, or module:

1. Submit a small test timesheet or expense report.
2. Confirm that it appears for the expected first approver.
3. Approve it and confirm the next level when one exists.
4. Review Approval history.
5. Delete the test submission if your account allows it and the record is no longer needed.

Before removing an approver who has submissions waiting, decide who should review those submissions instead.

Troubleshooting #

• If no approver receives a submission, confirm the employee manager or assigned path and each approver's role.
• If the wrong approver receives it, review level order and project-related restrictions.
• If an approval menu is missing, confirm the module, approvals feature, and security role.

Related articles #

• Review timesheet approvals
• Review expense report approvals
• Manage security roles and access