Review and approve a timesheet

Overview

Approving a timesheet confirms that the hours an employee has submitted are correct and signals that the time is ready for payroll. As the Business Owner you can approve each employee’s week from the Timesheets feature, and you can unapprove a week if you spot a problem after approval. There is no dedicated Reject action — corrections are requested verbally and the employee resubmits.

Who This Workflow Is For

This workflow applies to Admin and Business Owner.

Before You Start

The employee must have submitted the week (or had time recorded via clock-in/clock-out). Have any expected rosters or shift records on hand to compare against. Approval is most efficient when done at the end of the working week before payroll.

Step-by-Step Process

1. In the left sidebar, select Timesheets. The Timesheets review screen opens.
2. Open the review or viewing tab for employee timesheets.
3. Select the employee whose timesheet needs approval — the viewing dropdown lets you switch between team members.
4. Review the submitted day or week:
   • Check daily hours and any manual entries against rostered shifts.
   • Confirm job allocations (each entry should be tagged to the right job where applicable).
   • Confirm any travel time is recorded correctly.
   • Review any notes or flags the employee left on the timesheet.
5. If the entries are correct, select Approve. The timesheet is marked Approved and ready for export.
6. The Approve button changes to Unapprove so you can reverse the approval if needed.
7. If you spot a problem after approval:
   • Select Unapprove.
   • Ask the employee to correct the timesheet (no in-app “Reject” — use your usual comms channel: phone, message, or in person).
   • Wait for the employee to update and resubmit the week.
   • Re-review and approve when correct.

What Happens Next

Approved timesheets are ready for payroll — see Export payroll. Until approved, the timesheet does not flow into the export. The dashboard surfaces submitted timesheets needing review in Needs Your Attention.

Common Issues

• No Reject or Request Changes button. This is by design — MyApprentice does not have a dedicated reject action. Use Unapprove (if previously approved) and ask the employee to correct via your usual communication channel.
• Approved by mistake. Select Unapprove on the same timesheet to reverse the approval. You can re-approve after correction.
• Wrong job allocation. Ask the employee to edit and resubmit the entry, or correct it via the manual edit pathway where supported, then approve.
• Cannot find a Submit Week. Submit Week is the employee’s action. If the employee has not submitted, they must do so before you can approve. See your team’s timesheet workflow.

Related Guides

• Export payroll
• Review your Needs Your Attention items
• Edit, reassign, or delete a shift