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Timesheets: Multi-Tier Approval for Timekeeping

  This announcement represents a single point in time. Future releases may impact the information below.
Feature Announced: Monday, January 25, 2021  /  Feature Released: Wednesday, February 10, 2021


 

Timesheets: Multi-Tier Approval for Timekeeping

To provide companies with a more robust approval process for timekeeping, Procore is pleased to announce the release of a multi-tier approval for the Timesheets tool. Prior to this update, Procore's timekeeping tools provided a simplistic, 1-step approval process that only allowed companies to track timecards as 'Approved' or 'Unapproved' and lacked granularity that is often needed when managing hundreds of timecards a day. With the addition of two new statuses, companies can better track and manage the progress of their timecards and control who can perform certain actions at various status states.
 

company-bulk-actions.png

What does each status mean?

The following table details the available statuses in the Project and Company level Timesheets tools. 

Status Definition Usage Project Level Timesheets Company Level Timesheets
Pending Indicates a new time entry has been created and is pending review.  When a user creates a new timesheet entry, it is automatically placed into the 'Pending' status. See Create a Timesheet.
Reviewed Indicates a new time entry has been reviewed and is awaiting approval.  After a foreman or superintendent in the field reviews 'Pending' time entries, he or she can edit entries as needed and then place them into the 'Reviewed' state. See Edit a Timesheet and Review a Timesheet.
Approved Indicates the time entry has been approved and is awaiting the next steps that your organization might require to consider the entries complete.  A project manager can then double-check the 'Reviewed' entries for accuracy and place them into the 'Approved' state to indicate they are ready to process. See Approve a Timesheet.
Completed 1 Indicates the approved time entry has been finalized and is considered complete. This status locks time entries for historical record-keeping and time entries in this status cannot be modified.  A payroll administrator can place processed timesheet entries into the 'Completed' status after they are exported to your third-party payroll system. See Approve a Timecard Entry in the Company Level Timesheets Tool.  

1 Changing a timesheet's status to 'Completed' prevents users from changing its status in the Project level Timesheets tool. The status can only be changed at the Company level. 

Why is this important?

This new feature provides users with these benefits:

  • Improved Visibility. Users with permissions to the Timesheets tool can now gain a better understanding of the state of your company and project timecard entries—to identify which entries need attention for reviews and approvals.

  • Greater Accuracy. The new statuses provide more verification checkpoints between the time an entry is submitted and when it’s processed into your third-party payroll system—to ensure mistakes are caught earlier in the review process. Payroll administrators can feel more confident about the accuracy and completeness of timecard entries. 

What is included? 

The following new features are included in this release:

  • New granular permission for the Timesheets tool. You can now assign users with 'Read Only' and 'Standard' level permissions on the Project level Timesheets tool a new 'Review & Edit Timesheets' granular permissions using a permission template. This provides users without 'Admin' level permissions with the ability to review and modify timesheets. See Grant Granular Permissions in a Project Permissions Template. If you will be configuring user permissions for multi-tier approvals, please read How do I configure user permissions for multi-tier approvals with timekeeping?

  • New 'Reviewed' and 'Completed' Statuses. In addition to the existing 'Pending' and 'Approved' statuses, Procore has added the 'Reviewed' and 'Completed' status. To learn more, see Edit a TimesheetReview a Timesheet, and Approve a Timesheet. Note that the 'Completed' status is only available in the Company level Timesheets tool. See Approve a Timecard Entry in the Company Level Timesheets Tool

  • New 'Date' column for 'Individual Entries.' You can also use this same approval process for any 'Individual Entries' on your project. 'Individual Entries' are timecards and timecard entries collected with the My Time mobile app, the Company level Timecard tool, and the 'Timecard Entries' collected in your project's Daily Log tool.

What does the multi-tier approvals process look like? 

The workflow diagram below shows you the multi-tier approval process in the Project level Timesheets tool. 


START
START


Review a Timesheet
Review a Timesheet
Are all timecard entries and timesheet(s) accurate?
Are all timecard entries and timesh...
REVIEWED
REVIEWED
PENDING
PENDING
Edit a Timesheet


Edit a Timesheet
Edit a Timesheet
Are you collecting employee signatures on your mobile device?
Are you collecting employee signatures...
PENDING
PENDING
Timesheet Signed
Timesheet Signed
Are you collecting employee signatures on your mobile device?
Are you collecting employ...


Sign a Timesheet (Android)
Sign a Timesheet (Andr...


Sign a Timesheet (iOS)
Sign a Timesheet (iOS)


Create a Timesheet
Create a Timesheet


Buik Enter Time Entry
Buik Enter Time Entry


Copy Previous Timesheet
Copy Previous Timesheet
Are all timecard entries and timesheet(s) accurate?
Are all timecard entries and timesh...


Approve a Timesheet
Approve a Timesheet
PENDING
PENDING
Edit a Timesheet


Edit a Timesheet
Edit a Timesheet
PENDING
PENDING
APPROVED
APPROVED
Foreman or Superintendent
Foreman or Superintendent
LEGEND
LEGEND
Optional Step
Optional Step
Field Crews & Employees
Field Crews & Employees
Project Manager
Project Manager
Accounting/Payroll
Accounting/Payr...
COMPLETED
COMPLETED


Mark a Timecard Entry as Completed
Mark a Timecard Entry...


END
END
Also available on Mobile
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