Except for sponsors, all Nutcache members can use the timesheet feature to enter worked hours and expenses, but only members with the Project Manager or Team Leader security profile (and, of course administrators) can approve time.
Setting the approval parameters
Before proceeding with the approvals, you must set a few parameters to best suit your business reality. Those parameters can be found under the organization settings screen:
Nutcache lets you set the submission/approval mode (once a week or daily + weekly), and lets you decide if you want to send standard or custom notifications to members upon timesheet approval or rejection.
Approvals by team or by project
Once all your team members have recorded their time and expenses into Nutcache, the next step is to approve them, or reject them. Choose one of the two approval options whether you are a Project Manager or a Team Leader. In both cases, the steps to follow are identical.
First, select the team for which you want to approve time.
Then, define the appropriate date range. Click the right or left arrow (<,>) or click directly on the dates to move to the desired period faster.
You can also modify the display settings.
- Pending approval: shows only pending approvals
- All: shows all time entries and expenses, approved or not
- Expanded: shows time & expense entries displayed in a more detailed view
- Collapsed: shows time & expense entries with fewer details
The image below shows how a typical timesheet looks like:
The Approvals by Team screen summarizes the time and expense amounts for each team member:
For each day, you can see:
- The number of hours worked
- The number of billable hours
- The performed task and its related project
- The project related expenses
- The project billable expenses
Hovering an entry gives access to some additional options:
Once you reviewed the accuracy of the information displayed, click the "Approve week" button. If you disagree with some of the information displayed, click the "Reject week" button.
A notification will be sent out to inform the member if the approval settings are set accordingly. You can also cancel an approval/rejection, should you wish to make further modification to it.
A timesheet that has been submitted can be modified only if it has not been approved or rejected by the Project Manager or Team Leader. Once a timesheet has been approved or rejected, it is locked and therefore cannot be modified by the person who submitted it.
The approval different statuses
The hatched entry
A timesheet containing hatched time/expense entries indicates that it has not been submitted for approval yet.
A small black triangle
A small black triangle means the timesheet has been submitted but is pending approval or rejection.
A small red triangle
A small red triangle means the timesheet has been rejected.
A small green triangle
A small green triangle indicates that the timesheet has been approved.
Time tracking reports
The time tracking functionality is supported by comprehensive reports, giving you better insights into how your team runs and how long projects take.
The reports can be found under the Reports module from the left hand menu: