Review weekly hours and set approved hours

Employees track time on task cards. Each week, HR or a manager reviews the total and sets the approved hours used for payroll or client reporting. The hours the person originally tracked are never overwritten.

Review a week

1. Open HR and choose the Hours & Timesheets tab (or Review Hours at the top).
2. Stay on Weekly Hours Approvals.
3. The table lists each Employee with Week Starting, Tracked Hours, Approved Hours, Reviewer Notes and a status such as awaiting review, approved or rejected. A pending count shows on the tab.

A small tag shows the difference if the approved hours differ from the tracked hours, and a warning appears if the week is over the person's weekly limit.

Approve or reject

• Quick Match approves a week awaiting review using exactly the tracked hours.
• Review & Set Hours opens the review window. There you enter Approved Hours (Set by Manager), or choose Match Tracked or Standard 40.0h. Add Approval / Decision Notes (Optional), then choose Approve & Set Hours.
• Reject Timesheet rejects the week, with your note attached.

Note: Original tracked or added hours remain exactly as entered. Your decision sets the approved number alongside them, for audit.

Read the audit trail

Open Approval Audit Trail to see every decision: the employee, week, tracked hours, approved hours, notes, who reviewed it and when. It is a permanent record and cannot be edited.

Set hour limits

On Hours & Timesheets, open Maximum Trackable Hours and choose Set Hour Limit. You can set:

• A Global Default for the whole workspace.
• Project Caps for a board's cards.
• User / Contractor Caps for one person.

Each limit can be a Daily Limit, Weekly Limit or Total Cap. Choose Strict (Block), which stops timers and manual logging, or Warning Only, which flags the week in timesheets. Limits can be Active or Paused.

What people see

Employees log time with a timer or by entering hours on a card and review their own week in Timesheet. See the article on time tracking.

Tips

• Review each week while it is fresh, and add a note whenever approved hours differ.
• Use Warning Only first; switch to Strict for contractors with fixed budgets.
• Ask people to check their own week in Timesheet before you review it.

Common problems

• No timesheets are listed. No one has tracked time in that period yet. Weeks with tracked time appear here awaiting review.
• I cannot approve. You need an HR role of Officer or Administrator; Viewer is read-only.
• A person cannot log more time. A strict limit has been reached. Raise it or switch to warning.