With the approval procedure, employees submit their hours per week and an approver reviews the timesheet. A week runs from Monday to Sunday. The procedure is off by default and you switch it on in the company settings, see Team hours, hour categories and approval settings. It applies from the week in which it was switched on; you do not need to submit earlier weeks. The Beamcore interface is in Dutch, so button and menu names are shown in Dutch with a translation.
Submitting a week
- Go to Urenregistratie → Mijn uren (Time tracking → My hours) and open the week in the week view.
- Look at the Urenstaat (Timesheet) block. It shows what you have logged, what was expected according to your schedule, the difference and the number of working days without hours.
- Click Week indienen ter goedkeuring (Submit week for approval).
- Optionally enter an Opmerking voor de goedkeurder (Note for the approver) and click Indienen (Submit).
You can submit the current week and earlier weeks, not a week that has yet to begin. A deviation from the expected hours is a warning and does not stop you from submitting. Three errors do: more than 24 hours on one day, an entry of 0 hours and an entry without a project or category.
After submitting, the entries of that week are locked. If the week has not been reviewed yet, you can use Indiening intrekken (Withdraw submission) to go back to draft and change something. After that you submit the week again.
The statuses
- Concept (Draft): not yet submitted. You can log and edit.
- Ingediend (Submitted): waiting for review. The week is locked for everyone, including administrators.
- Goedgekeurd (Approved): the hours are final and locked.
- Teruggestuurd (Returned): the approver asks for a correction. You see the explanation in the Urenstaat block, adjust your hours and click Week opnieuw indienen (Resubmit week). This is also possible if the week has already passed.
- Heropend (Reopened): an approved week has been released for a correction. Every change is recorded in the history of the timesheet. After that you submit again.
Reviewing timesheets
Approvers find submitted weeks under Urenregistratie → Goedkeuringen (Time tracking → Approvals). The page is visible if the procedure is on and you have something to review. For each timesheet the list shows the employee, the week, expected and logged hours, the difference, the check and the status. You can filter by status, employee, team and period.
- Click a row or Bekijken (View). You see the deviations, the hours per day, the breakdown per project, all entries and the history.
- Click Goedkeuren (Approve), or enter an explanation and click Terugsturen (Return). When returning, the explanation is required.
With Selectie goedkeuren (Approve selection) you approve several timesheets in one go. Only timesheets without deviations are then approved; timesheets with a warning or error remain for an individual review.
You release an approved timesheet with Heropenen voor correctie (Reopen for correction). A reason is required.
Who can do what
- The approver is the person set for the employee, otherwise the approver of the team. If nobody has been assigned, the owners and everyone with the Urenstaten van alle medewerkers goedkeuren of terugsturen (Approve or return timesheets of all employees) permission do the review.
- You cannot approve your own timesheet. Only an owner can.
- Reopening can be done by an owner or someone with the Goedgekeurde urenstaten heropenen voor correctie (Reopen approved timesheets for correction) permission, and only if reopening is allowed in the company settings.
Notifications and reminders
- On submission the assigned approver gets a message. If there is none, the message goes to everyone who may review all timesheets.
- On approval, return and reopening the employee gets a message, and on return and reopening it includes the explanation.
- Every Friday at 15:00 everyone who may log hours gets a reminder to fill in the hours of that week. This is separate from the approval procedure.
- If Automatische herinneringen (Automatic reminders) is on, then on Monday at 09:00 everyone gets a message who has not yet submitted the previous week while hours were expected or logged.
Notifications arrive in Beamcore and by email. You set your preference per type of notification under Mijn account → Notificaties (My account → Notifications). Returned and reopened weeks are also listed under Mijn acties (My actions).