👥 Who Can Approve Timesheets

(See image: “Timesheet Approvals – Petra Business Suites”)

Approvals can be handled by three types of users within the organisation:

• Line Managers – responsible for direct reports and team-level verification.
• Team Leads – approve entries for members assigned to specific projects or groups.
• Super Admins – have global rights to approve or reject any user’s entries.

This structure gives flexibility for both small teams and large multi-department setups, ensuring that accountability sits with the right authority.

🗓 When Approvals Should Happen

Like timesheet entries, approvals are expected within the current month. Once a new reporting period begins, the ability to approve or reject timesheets for past months depends on the organisation’s configuration settings.

Administrators can determine:

• How long the previous month remains open for approval.
• Whether retroactive changes require special permission.

This prevents late modifications that could disrupt payroll or project analytics.

🧾 The Approval Process

(See image: “Entry Details – Approval View”)

The approval interface provides a simple, intuitive layout:

• Managers can filter by staff, date range, or status (Pending, Approved, or Rejected).
• Each row lists key information: Staff name, Date, Client/Item, Duration, and Type.
• Clicking Details opens a modal view of the entry, showing:
  • Activity name
  • Duration and time range
  • Project or task (if applicable)
  • Description or notes from the staff member
• From here, the manager can Approve or Reject the entry with one click.

🔔 Notifications

Whenever an action is taken — whether approval or rejection — the affected user receives an instant notification via:

• Email, and/or
• Push notification (depending on the organisation’s setup).

This ensures transparency and keeps both staff and managers aligned without needing follow-up communication.

📊 Why Approvals Matter

Approved timesheets aren’t just formalities; they’re foundational to the platform’s reporting and analysis tools. Petra’s reports and dashboards only recognise approved hours when calculating:

• Utilisation rates
• Performance metrics
• Payroll calculations
• Billable vs non-billable summaries

This ensures that all organisational analytics are based on verified and validated data.

🧩 Integration with Organisational Settings

Timesheet approvals inherit certain behaviours from the organisation’s configuration:

• Notification rules – when and how managers are notified
• Editing permissions – whether users can modify unapproved entries
• Approval scope – who can approve for which department or role

These settings ensure the process remains consistent with internal policies and hierarchies.

✨ In Summary

The Timesheet Approval process in Petra Business Suites bridges the gap between logged effort and organisational accountability.

By combining clear authority roles, controlled timelines, and automated notifications, it helps maintain reliable records that feed directly into reports, payroll, and project profitability metrics.

In Petra, every approved hour isn’t just a number — it’s verified proof of productivity and value delivered.