Approving Times in the Approval Process

With the approval process in extro presence and project times can be reviewed and approved centrally. All recorded times are displayed in a shared overview. Responsible persons can immediately see which weeks are still open and which times have already been confirmed.
This allows working times to be reviewed, corrected, and approved in a structured manner.

Procedure

1. Approval open

• The overview with multiple calendar weeks is displayed.

• Open approvals are immediately visible.
   

2. Select employee and week
   The detail view displays:

• Project times

• Presence times

• Absences

• Target and actual times
   

3. Review recorded times

• Project times review
  Check jobs and workload.

• Presence times review
  Check working time, breaks, and absences.

• If necessary, you can open and adjust individual days or entries. 
   

4. Approve or reject times
   After the review, two options are available:
   1. Week approve, if all entries are correct
      The times are then confirmed and available for billing.
   2. Week reject, if entries are unclear or incorrect
      The employee is informed and can correct the times.

Status overview in the approval process

In the approval process in extro recorded times go through different statuses. 
These indicate whether a week has already been reviewed or is still open.

1. The status Open means:

• Times have not yet been recorded in full

• The employee has not yet submitted the week for review

These weeks appear in the approval overview light gray and still need to be processed.

2. The status Submitted means:

• The times have been submitted by the employee

• They are ready for review by the responsible person

Submitted weeks appear dark gray and can be reviewed.

3. The status Approved indicates:

• The recorded times have been reviewed

• The week has been confirmed by the responsible person

• The times are considered approved

If the status is set to Approved the week appears green.

4. The status Rejected indicates:

• The recorded times have been rejected by the responsible person

• The times need to be corrected

The week is marked red and the relevant employee receives a notification.

 

Approval logic

Times are approved depending on the type of time.

• Project time → Project manager or deputy

• Presence time → according to company policy

Note:
Only after approval by the responsible person are the times considered confirmed and can be used for further evaluations or billing.