Skip to main contentGBOSSTABTime and Billing

Approving and rejecting (managers only)

ApprovalsHow to review staff time and send entries back.

Approving and rejecting (managers only)

The Approvals page is where managers and admins review the time their team has submitted. Accountants don't have access to it, the page returns a "Manager access required" notice. The link still shows up in the top nav for everyone, since the nav is the same for all roles, but accountants who click it just see the access notice.

Open the queue

  1. Click Approvals in the top navigation.
  2. The page lists every entry currently in submitted status, ordered by submission time, oldest first. There's no grouping by user or client today, and no date / user filters in the toolbar, just one flat list.

Each row shows the time submitted, the client and project, the duration, any notes the owner attached, and a LONG tag in the duration column if the entry crossed the long-running threshold.

Approve entries

Two paths, both one click.

  1. Approve one entry, click the Approve button at the right end of the row. No confirmation modal.
  2. Approve a batch, tick the checkboxes for the rows you want, then click the Approve (N) button in the toolbar at the top.

A success banner shows the count ("Approved 5 entries.") and the list refreshes. Approved entries leave the queue.

The header checkbox selects every row visible.

Reject an entry

Rejecting sends the entry back to the owner. A reason is required.

  1. Click the Reject button at the right end of the row.
  2. A modal opens with a Reason text area. The Reject button stays disabled until the field has content, empty reasons are refused at both the UI and the backend.
  3. Click Reject.

The entry flips back to stopped status. The reason is stored on the row and shown to the owner under Needs attention on their dashboard with the rejected by manager, resubmit label. They edit and resubmit, and the entry lands back in your queue.

There's no bulk-reject in the UI, rejection is per-row because every rejected entry needs its own reason.

When to reject

A few patterns come up regularly:

  • Wrong client or project. Reject with the right one named in the reason. The owner can't switch the client from the edit modal today (only times and notes), so they'll usually delete and recreate.
  • Long-running with no notes. An entry carrying the LONG tag and zero context is worth a question. "What did this 11-hour session cover?" gets you a note for the file.
  • Personal or admin time logged against a client. Should be billed elsewhere or not at all.

If the resolved rate looks off, rejecting probably isn't the right tool, rates come from rate cards and user/client/project defaults, not from the entry itself. Fix the rate card and re-approve, or ask admin to.

A few habits that help

  • Process the queue daily. Old submissions mean stale memory of what the work was.
  • Reject reasons are permanent. They're stored on the row and visible to the owner and on detail reports. Keep them professional and specific.
  • Use bulk approve. If you're going to approve everything, tick the header checkbox and click Approve (N) once.

Related