Reviewing timesheets

When a member submits, their timesheet lands in the cycle's review queue waiting on you. Reviewing is how those hours move from Submitted to Approved, the point where they become a record you can report and bill against. This page walks the queue end to end: reading it, opening a single timesheet, and acting on it.

Open the review queue

1. Open Review Timesheets from the Management menu in the top header.
2. Select the period you want to work. An active period shows Manage; a finished one shows View.

The cycle opens to its queue: every member who's expected to file, their current status, and anything flagged for a closer look.

Read the queue

The queue is one row per member, so you can see the whole period at a glance before opening anything.

• Member shows who filed, with a flag if someone logged hours when they weren't expected to.
• Projects and Hours summarize what they worked and how much.
• Status is where each timesheet sits (Submitted, Reviewed, Approved, and so on).
• Anomalies counts the patterns your rules flagged, by severity.
• Submitted shows when it arrived, or Not submitted if it hasn't.

The Anomalies count comes straight from your anomaly rules, so you know who needs a closer look before you approve. When a cycle has anomalies, a banner across the top also tallies them, for example "12 anomalies detected across 4 timesheets."

Above the queue, the Hours by Category card sums the period into a stacked bar: billable work, overhead, and one slice per leave bank, so Holiday hours read separately from PTO instead of blending into one leave number.

Review one timesheet

Select Review on a row to open that member's timesheet in full.

The timesheet opens as a grid: each day down the side, each charge code across the top, and the hours in the cells, with daily and period totals. Flagged entries are marked in place, so an anomaly points you straight at the day and code it came from. Any notes the member left on a day show here too, and a history panel records every step the timesheet has taken.

The action buttons sit in the header. What you see depends on your role: reviewers get Mark as Reviewed, while managers and administrators also get Approve, Reject, and Reset to Submitted.

Fix an entry as you review

As an administrator, the grid on the review view is editable even after the timesheet locks: correct a submitted, reviewed, or approved timesheet in place, your own included, and save. Every save is recorded in the timesheet's activity log, attributed to you and stamped with the status it landed on, so the audit trail stays intact. Reviewers and managers see a read-only grid here; to have hours changed, they send the timesheet back instead.

Mark a timesheet as reviewed

Marking a timesheet Reviewed says you've vetted the hours without yet approving them. It's the one review action available to the reviewer role, and it's how a team splits checking from sign-off: reviewers comb through the detail, a manager gives the final approval.

1. Open the timesheet and confirm the hours and any flagged entries look right.
2. Select Mark as Reviewed. Its status moves to Reviewed and the owner is notified.

Selected the wrong one? Unreview puts it back to Submitted.

Approve

Approving is the final sign-off, available to managers and administrators. Because BadgeOut tracks leave for compliance, approving also records a balance checkpoint for the period: the attested figure the next period counts from.

1. Select Approve. The Approve & Set PTO Balance dialog opens.
2. Check the member's PTO for the period: starting balance, accrued, used, and ending balance. Adjust a value and add a reason if you need to correct it. When the organization runs more than one leave bank, each additional bank gets its own section below, so every balance is attested in one pass.
3. Select Confirm & Approve. The status moves to Approved and the owner is notified.

Save your edits before you approve

If you edited the grid, approve only after saving. The checkpoint is computed from saved entries, so Confirm & Approve stays disabled while unsaved edits exist: the dialog counts them in a banner ("2 unsaved changes") with an inline Save changes button, and saving refreshes the balance figures in place. The Reject dialog shows the same banner but only warns; unsaved edits stay in your browser until you save them.

Send a timesheet back

When something needs fixing, send the timesheet back instead of approving it. Rejecting is a manager or administrator action.

1. Select Reject.
2. Add a note explaining what needs to change. The owner sees this, so be specific.
3. Confirm. The status moves to Rejected and the owner is notified with your note.

A rejected timesheet doesn't vanish or reset the member's work. Their entries are kept exactly as filed; they read your note, correct the hours, and resubmit, which brings it back to your queue.

Reset to submitted

Reset to Submitted reopens a finished timesheet for another pass. Use it on an Approved, Reviewed, Rejected, or Edit unlocked timesheet to pull it back to Submitted, so you can re-review, re-approve, or send it back. It's your undo for a sign-off that turned out to be premature.

Chase missing timesheets

You can't approve hours nobody filed. For anyone still in Draft or Not started, nudge them without leaving the queue:

• Select Send Reminder on that member's row to nudge that one person.
• Select Send Bulk Reminders to notify everyone who hasn't submitted at once.

Each reminder reaches the member in the app. Your members then open Timesheet, finish their hours, and submit, which moves them into your queue.

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