Review, approve, or send back timecards
The Timecards page is where managers review each technician's hours for the current pay period and approve them for payroll, or send a timecard back for changes.
Before you start: Time cards must be turned on for your business, and your role needs the timecard-manage permission. See Set up Time & Pay for timecards.
Find a technician's timecard
The left pane lists every technician with time in the current pay period — Technician, Hours, Flags, and Status columns. Flags call out overtime (an "OT" pill with the hours) and any manual or corrected entries; a technician with neither shows "clean." Use the arrows beside the period label to step to an earlier or later pay period; there's no limit on how far back you can go.
A technician who has been deactivated still appears here — their last period has to be reviewed and approved like anyone else's — but their avatar turns gray and their name reads Name (Deactivated) so you can tell at a glance that they've left.
Click a technician to open their full timecard on the right: each day shows its clocked and manual entries, with the time range, duration, and how the entry was recorded — Clocked, Edited (a correction to a clocked entry), or Manual. Times display in your business's timezone.
Approve or send back
A timecard can be approved or sent back once a technician has submitted it (status Submitted). Open it and:
Click Approve to accept the hours as they stand.
Click Send back and enter a note describing what needs to change; the technician sees your note and can edit their entries again.
Anyone with the timecard-manage permission can approve any timecard in the queue, including their own.
Approval freezes an immutable payroll revision: its entries, paid hours, regular/overtime split, travel treatment, and the payroll policy used for the calculation no longer change. If late clock activity or a Time & Pay setting change would produce a different result, the original approval stays visible and the card is flagged Needs reapproval. Payroll remains not ready to export until a manager opens the card, clicks Send back for reapproval, and approves the corrected card as a new revision.
A card approved during the rollout without a usable immutable revision is also marked Needs reapproval and must go through that same send-back and approval flow. Essential does not rewrite an earlier approval during deployment.
Open clocks in the card's payroll workweeks must be closed before the card can be approved.
Statuses
Open — the technician hasn't submitted this period yet.
Submitted — waiting on manager review.
Approved — accepted; included in payroll reporting.
Sent back — returned to the technician with a note; they can edit and resubmit.
Where to find it: Click Timecards in the left navigation.
Related guides
Last updated
Was this helpful?