Managing Timesheet Approvals in Keka PSA

Efficient timesheet management is key to maintaining project progress. Keka PSA offers powerful tools to streamline timesheet submission, review, and approval, helping administrators maintain productivity across all projects. This guide will cover how to manage timesheet approvals, explore advanced functionalities, and understand special handling for empty timesheets.

Accessing Timesheet Approvals

1. Navigation: Start by accessing the Project section and selecting the Approvals tab. In the Timesheet Approvals area, you'll see a dedicated section for Pending Approvals, organized by Approver and Project for easy access.

   
   
   
   

2. By Approver: This section shows pending timesheets needing attention from specific approvers. It aids follow-up and ensures all approvals are obtained on time.

3. By Project: This section provides an overview of projects with pending timesheets, helping admins quickly identify projects requiring immediate action.

Each section also includes an "Approvals Pending" column, showing the number of pending timesheets, allowing for rapid identification and resolution of approval bottlenecks.

Detailed Timesheet Review and Batch Actions

For deeper insights into each timesheet:

• Open Detailed View: Click on the number of pending approvals to see a detailed view of each timesheet.
• Batch Actions: Select multiple timesheets to perform batch actions, including approve or reject, to enhance efficiency. Timesheets can also be organized by task or date for better navigation.
  
  
  
  
• Quick Approval: Use the Actions column icons to quickly approve or reject individual timesheets with a single click.
  
  
  
  

For additional efficiency, admins can select approvers or projects to Remind, Approve, or Reject all relevant timesheets in one step. 

Timesheet data can be downloaded in PDF or Excel format for record-keeping.

Approvals via My Team and Handling Empty Timesheets

Approvers can also manage timesheets in My Team by navigating to Timesheets > Approvals, streamlining timesheet management directly from the team dashboard.

Handling Empty Timesheets

Employees may submit empty timesheets if they’re on leave or have no hours logged due to approved absences. In such cases:

• Empty Timesheet Approval: Employees may occasionally submit empty timesheets if they are on leave or have taken authorized time off. In such cases, administrators have the option to approve these empty submissions, as they correspond with the approved absence. There may also be instances where employees forget to log their work hours or had no tasks to complete during that time. Regardless of the reason, you can efficiently manage these submissions in the Empty Timesheet Approvals section. Managers have the option to conveniently approve timesheets directly from their inbox.
• Select the employee entries and click Approve or Reject based on your decision.
  
  
  
  
• Archive Tab: Approved timesheets move to the Archive tab, where approvers can choose to act on the entire period or specific entries within it.
  
  
  
  
• The overall status of the timesheet period will only be marked as approved or rejected once all time entries have been addressed.
  
  

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