Events can be approved either in the calendar view or in the Approve hours view. See the approval-related settings here.
The supervisor receives a notification (orange "!") in the Work hours top menu when they have hours to approve. The notification always appears if there are unapproved hours in the previous week. The notification is updated every 30 minutes, or every time the person logs in to the service again or approves hours.
An approved event is displayed in green. If all events for the day have been approved, the entire day is displayed in green. After approving the events, the supervisor has the option to remove the approval if the supervisor or employee needs to make changes to the events later.
Only the primary manager will receive a notification in the menu about unapproved hours, however, secondary managers can also approve hours in the same Approve hours view and calendar, even if they do not receive notifications.
Approving events in calendar
In the Events in Calendar view, each employee's hours can be approved either individually or in batches. This view is the easiest way to review the hours before approval.
Approving a single event
In the calendar view, you can approve individual events by clicking on the event and then Edit. In the Edit Event view, in the Approval field, select the event as approved, after which save the event.
Approving multiple events
Depending on the organization's policy, events can either be approved only, or approved and locked at the same time. Different approval options can be found in the menu under the Approval button. The service remembers the selection and displays the selection that was used last by default the next time.
Events can be approved in the calendar:
-One week at a time (from the weekly summary):
-The whole calendar view at a time (from the bottom of the page):
-By using bulk actions and selecting the events to be approved:
Event approval via the Events in Calendar view also approves any travel invoices and event requests, if they are on the selected period.
Event approval can be removed by selecting Remove approval from the Approval menu.
If days are locked, the Approve button will disappear from the calendar view and the supervisor will not be able to reopen the events. By default, locking days upon approval is only possible for administrators.
After locking, a lock icon will appear in the calendar:
For example, supervisors can be separately granted the right to lock events via their worktime role rights. The Can lock event dates permission found in higher-level permissions gives the right to lock days when they are approved.
Unlocking is possible with the separate Can unlock locked dates permission. Unlocking can be done in calendar view under the Approval menu and with the Lock events function.
Approving events in hours approval view
Please note that travel invoices are not approved in approve hours view. Travel invoices can be approved either one by one, or when approving events in events in calendar view or separate approve travel expenses view. More info about approving travel invoices can be found here.
In Approve hours view all subordinates or deputies' subordinates are shown. Also in this view supervisor can choose if the hours will be only approved or the days also locked.
If a supervisor has a lot of subordinates, there is a possibility to choose how many subordinates to view at once by selecting Number of items per page. Default is 25 per page. If Number of items per page is used, clicking Approve and continue takes automatically to the next page.
After approving events in this view, the approval/locking can also be removed from one or several employees.
By default, unapproved events from the previous week or earlier are given for approval. However, the time range of the view can be changed to also include events from the current week via the "Filters" button at the top.
Please note, if subordinates has previous unapproved hours, these hours will always be shown first in the table row, even though they are outside of the selected period of time. Unapproved hours are shown from maximum period of 12 months before the report ends.
Approved work hours before selected period of time are not shown, only unapproved hours.
If there are event requests during the period, they will also be approved without separate notification.
Colors and abbreviations of the view
Color codes of the view and their definitions can be opened from the Legend button.
All events clocked with a terminal means that all events on the date have been added in real-time with a terminal device and their times have not been modified after they were created.
All events clocked means that all events on the date have been added in real-time regardless of the device used, and their times have not been modified after they were created.
Absences are shown with following letter codes in the day's info:
SL = Sick leave
A = Absence
AH = Annual leave
BL= Balance leave
WSL = Work time shortening leave
PH = Public holiday shortening the work week
Work time of the day is shown in day's info in hours and minutes in .0HH:MM form. If absence is paid, the letter code and work time of the absence is shown for example Paid 0 absence is shown as A 08:00. Unpaid would be without the worktime 07:30, only A.