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Monthly Approval Process Explained

Flapps provides an enterprise-level approval process of monthly time sheets. For this process to work correctly, the company organizational chart must be created by setting the employee user roles and employee managers in the Configuration -> Employees.


The monthly approval process has three stages:


1. Submitting the time sheet by Employee

Each employee is required to Submit their time sheet when the month is over.

Clicking the 'To Do' link on the Dashboard



or navigating through Dashboard and then -> Timesheet. To open the list of Open time sheets that need to be submitted.




Clicking the yellow Edit pencil on the time sheet list opens the time sheet detail page.

The monthly time sheet details can be reviewed and modified on this page, then the employee needs to click the button 'Submit'.


Note: An employee is not able to add or delete work or absences once the timesheet has been submitted.

2. Approving time sheets by Manager

A manager is required to approve the monthly time sheet of their employees. 

Clicking the link on the Dashboard or navigating through Time Tracking to the Timesheet section opens the list of submitted time sheets that need to be approved. That can be done either by clicking the large + sign on the time sheets list, or by opening the time sheet details page and clicking the Approve button.

Note: The manager can not approve a monthly time sheet if that month contains absence requests that have not been either approved or declined, or if the previous month's time sheet has not been yet been approved.

3. Closing the time sheets

An employee with a HR manager role is required to close all company time sheets. The HR manager role is usually given to a company accountant responsible for payroll.

Similarly as in step 2, clicking the link on the Dashboard or navigating through Time Tracking -> Timesheet opens the list of submitted time sheets that need to be approved. That can be done either by clicking the large + next in the time sheets list, or by opening the time sheet details page and clicking the close button. 

4. Re-opening of time sheets

In case that additional changes need to be done to time sheets that have been Submitted, Approved or Closed, time sheets can be re-opened in the following way:

  • Manager can reopen a time sheet for an employee after it has been submitted.
  • HR Manager can reopen a time sheet for a manager after it has been closed.
  • HR Manager can also re-open a time sheet for an employee after it has been submitted or closed.

To re-open the time sheet, navigate to the list of time sheets by clicking Time Tracking -> Timesheet. Select the submitted or closed time sheet status from the pull down menu in the filter. Select the time sheet from the list that you want to re-open, click the yellow Edit pencil to get to Time Sheet Details page and click the button Open for Employee or Open for Manager.

Note: After the re-opened time sheet has been modified, it must go again through the whole or a part of approval process that has been reversed.