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Tracking and Approving Time Reports

Status och attest · Steg-för-steg-guide
Modul: Timeplan Bas
Tillvalsmodul: Storkundsmodul
För attesterande administratörer
Uppdaterad 2026-11-12 10:50
Short answer

Select the correct pay period on the Approve Time Reports page, review the employee’s days, and handle any errors before approving. If the employee needs to correct a submitted report, you can send it back. If you have the optional Large Customer Module, you can first use the Approval Status page to see where there are older errors and items not yet approved. Further down in the guide are the steps for those approving in the app.

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Before you begin

Find out which pay period you need to handle and which employees you are responsible for. You need both access to their work assignments and the right to approve them. Being able to read a report does not always mean you have permission to approve it. If the employee has several work assignments during the period, the permissions must be checked for the entire period, not just for the work assignment where the employee appears.

Time reports can only be approved once the pay period has ended. A locked period can be read, but you cannot approve or send back reports there. The Large Customer Module is required for the overview on the Approval Status page, not as an extra requirement for the actual approval on the Approve Time Reports page. If you lack the overview, you can go straight to the section about Timeplan Admin.

To approve in the app, your employee account must be linked to your administrator account, and both app access and administrator permissions must be correctly set. The link does not automatically grant you the right to approve all employees. Ask the person managing the Administrators page to check the settings if the function is missing. A changed account link is refreshed the next time you log in to the app.

Only approve once the data has been reviewed

In some cases, you can approve even if the employee has not submitted their time report. Timeplan will then ask for extra confirmation. Check why the report is missing and that the days are correct before proceeding. Such an approval does not replace the employee’s own review of the period.

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Follow up what remains
Find the right companyOpen Status → Approval Status and select the company you want to follow up. #### Details - If you have access to several companies, you can use Show all companies to get a combined overview. If you have access to only one company, its work assignments open directly instead. You will not always see the same initial view as a colleague with different permissions. - Each company's figures are calculated from the company's own open, editable period up to and including yesterday. The interval above the common company list does not necessarily show the earliest start date among the companies. Therefore, check the current company’s period before comparing figures between companies; a shared heading does not mean all rows cover the same number of days. - Today's registrations and temporary employments are not included in this summary. An empty figure therefore does not mean that all time reports in the company are complete. Use the overview to find where to start and then review the reports for the correct pay period.
Start with the oldest eventsCompare Oldest error and Oldest unapproved, and start where something has been waiting the longest. #### Details - Error count shows how many days with errors exist among employees. If two employees have errors on the same date, it counts as two, while several errors for the same employee on the same day count as one. Unapproved counts things still to be handled, including messages requiring confirmation. The same employee and day can thus contribute multiple times to that figure. Do not interpret the number as a count of people or complete time reports. - Dates help you discover things that have been left unresolved. A date is marked in red if it is more than three days before the summary’s end date. This is a prioritisation aid, not a notice that newer events can be left unattended. - In the company detail view, you can deselect Show all work assignments to hide assignments without remaining errors or unapproved events. Empty number fields correspond to zero. This display choice does not change the time reports, and assignments outside your access are not included in the totals. - Timeplan remembers the choices Show all companies and Show all work assignments for ten days. If the list looks different next time, check these selections before searching for a missing work assignment.
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When approving in Timeplan Admin
Select pay periodOpen the Approve Time Reports page via the toolbar icon Time reports awaiting approval and select the period you are to review. #### Details - The page shows a maximum of twelve pay periods. Timeplan normally selects the earliest open period from those in the list, not necessarily the most recent month. Always check the period’s dates before you start working. Not all future periods are shown directly, and a padlock symbol indicates that the period is locked. - With Hide processed time reports you can focus on what remains. This filter hides reports that are approved or do not require administrator approval. An automatically submitted report that still requires approval remains visible. Submission and approval are two different things. - Employees are grouped by a work assignment from employment contracts during the period. The group shows where the employee is placed in the list but does not alone determine who may approve. Timeplan also considers approval responsibility and the relevant work assignments during the period. - The number of remaining reports on this page applies to employees whose reports need approval. This is not the same measure as Unapproved on the Approval Status page. Do not try to match the two numbers by approving reports you have not yet reviewed.
Review the employee’s daysOpen the employee row and compare the worked time, overtime or extra hours, absence and time balance for each day. #### Details - When you open the row, the period’s days appear under the employee. Start with the totals and then move on to days that deviate from what you expect. This helps you understand the reason behind a balance before deciding on the whole period. - Read comments related to the period or individual days. Manual balances may be shown in separate columns, and values can refer to time, money, or quantity. Therefore, do not compare numbers only; also verify what the column represents. A comment can explain why a value was added. - If you have access to the Punches and Balances page, you can open a day there to investigate the data more closely. Closing that page refreshes the affected day and the period summary. Review the result again if you made a correction; do not rely on totals shown before the change. - If the link to the day is missing, ask an administrator with appropriate access for help. Approval rights and access to the detail page are separate permissions. You should not approve a questionable deviation just because you cannot open the details yourself.
Handle what blocks approvalIf the status refers to the Action list, open it and find which event needs to be addressed before the report can be approved. #### Details - On the Approve Time Reports page, both errors in the data and awaiting approval of individual days can block approval of the period. Follow the event to the right page, resolve the cause, then return to the report. A period approval is not a substitute for correcting incorrect times or resolving an outstanding item. - The link to the Action List page only works if you have access. Otherwise, the text appears without a useful link. Ask a competent administrator for help and leave the report until the cause has been investigated. - Waiting for period end means you cannot yet approve the period. Waiting for time report means the employee’s submission is missing. These situations require different actions: wait for period end in the first, follow up why the report was not submitted in the second. - If a locked period shows Not approved, you cannot solve it by approving directly on this page. Refer the matter to the person responsible for the pay period. The locking and missing approval must be handled according to your procedures before work can continue.
Choose the right decisionSelect Approve when the data is correct. Select Send back when a submitted report needs correction by the employee. #### Details - A submitted report can be approved when the period and your permissions allow it. If the employee needs to change something, you can instead send the report back. When asked Do you want to send the time report back to the employee?, select Yes to return it or No to cancel. The employee needs to resubmit the report after return. Follow up on the correction before approving the new version. - When the report has not been submitted or has been sent back, Approve requires extra confirmation. Do not continue by mistake. If you are waiting for the employee’s own review of the period, abort and ask them to complete the report first. - For an already approved report, use Undo approval if the approval needs to be revoked. This decision must also be confirmed. The report’s status is recalculated based on the data; it is not the same as sending a submitted report back. - If the status is Data has changed, approve again, you need to review the changed data before selecting Approve. This page does not offer Send back directly for that status. The app has somewhat different action choices, so start from the page you are actually working on. - A visible button is not in itself an indication you have the right to perform the action. If an action is denied, permissions need to be checked. Do not try to bypass restrictions by using another route to the same decision.
Revoke an approval if necessaryUse Undo approval in Timeplan Admin or Undo approved time report in the app only after you have checked the consequences for the report. > [!WARNING] > Revoking can change the data > When you revoke an approval, punches, certain full-day deviations and manual balances related to the time report may be removed. A new approval does not necessarily restore these items. Check the consequences below before confirming, and review the data again afterwards. #### Details - The action applies to the selected employee and the entire pay period, including first and last day. It is not limited to the work assignment you see in the list or to tasks you previously approved. - Punches created by administrator approval of the time report are removed. This can include clock-ins and clock-outs as well as punches for breaks or changing work assignments, even if any of these have later been deactivated. Regular manual punches added by an administrator, terminal punches and punches created by the employee’s submission are not affected by this removal. - Manual balances created from the time report data are also removed, whether created when the employee submitted the report or when the administrator approved it. The reported data remains, but that is not the same as their values still being included in balances. Regular manual balance corrections added by an administrator on the Punches and Balances page are not removed by this rule. - Certain full-day deviations may also be cleared. This applies when the recorded full-day deviation replaces both full- and partial-day deviations and is not marked as changed by the employee. Additionally, it must match a reported absence at the start or end of a working shift. The deviation code must be the same and the absence time correspond to the day’s total shift time minus registered breaks. - The absence matching is done for the entire period, not just the same day. Even a full-day deviation separately added by an administrator can be affected if conditions match. Check affected days’ absences after revocation; do not assume a manually entered full-day deviation is always protected. - The employee’s existing submission, reported absences, extra work, manual balance entries and day comments are retained. Scheduled work shifts also remain. Distinguish these retained items from punches, full-day deviations and balances Timeplan has created based on the report. Also check any day approvals after recalculation; do not assume these are unchanged if balance data has changed. - Timeplan requests recalculation after revocation. Wait until it is complete and review both entries and balances before making a new decision. Neither recalculation nor a new approval is in itself proof that all removed items have been restored. - Approve on the Approve Time Reports page in Timeplan Admin does not by itself recreate the removed report data. In the app, there is a path that recreates them when the employee has not submitted the report or when the administrator sends changes from the calendar at approval. If the employee’s submission remains and no calendar days have changed, the app’s approval does not perform this recreation. - When items are recreated, the report’s remaining data is used together with current work shifts and rules, not a backup of the old result. Absence and extra work are converted for days with Deviation Reporting in the app, and reported manual balances require a work assignment and the set account. Do not make extra changes solely to try to restore anything. If data is missing, the person responsible for payroll must assist in deciding how to handle it.
Check the results in Timeplan AdminCheck that the correct employee and pay period have the status corresponding with your decision. #### Details - After approval, it shows who approved the report and when. After you have sent it back, the report will again wait for the employee’s submission. Read the status instead of relying only on colour or a checkmark. - A faded marking can mean the report does not require administrator approval. This is not the same as having been reviewed and approved by an administrator. Check the setting Administrator approval in each contract if you need to know why employees are handled differently. - If the row disappears after approval, it may be because of Hide processed time reports. Deselect the filter and select the same pay period to check the report again. This display choice does not remove the report. - Continue with the next report and then follow up older errors on the Approval Status page, if you use it. The overview events and period reports must be checked separately; a completed report list does not guarantee all older events are handled.
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When approving in the app
Select period and reportOpen Approve time reports in the app, select the correct pay period, and open the employee’s report if available there. #### Details - The app shows up to twelve pay periods. Check the dates here too because the default selected period is normally the earliest open period in the list. Reports are grouped by work assignment. If you have access to several companies, the company name helps distinguish the groups. - To approve a report in the app, at least one of the employee’s valid contracts during the period must use Deviation Reporting in the app. If the employee has multiple contracts, not all need that setting. Merely having app access is not sufficient. - A single manual punch added by an administrator during the pay period and still in use can require approval of the entire period in Timeplan Admin. This also applies to a new punch added as a replacement for a previous one. An inactive punch or a punch outside the period does not cause the same restriction. Do not change correct punches to make the report available in the app; use Timeplan Admin if the data requires it. - There are errors that cannot be corrected in the app and The time report cannot be approved in the app mean you need to proceed in Timeplan Admin. Locked periods, errors and permissions still apply there. Switching to Timeplan Admin does not automatically remove the cause requiring handling. - The app and Timeplan Admin do not always show the same blocking status. Error messages and confirmations not yet acknowledged can block approval in the app. In Timeplan Admin, pending approval of individual days can also block period approval. Review the data on the page where you make the decision.
Review days in the appGo through the calendar days and check deviations and comments before deciding whether the report can be approved. > [!WARNING] > Changes in the calendar are not saved until you approve > If you change a day and select OK in the day view, the change is initially only in the open calendar. It is saved in Timeplan when you approve the report. Do not leave the calendar thinking the day’s OK alone has saved the correction. #### Details - Start by reading what the employee has reported and verify days that deviate from the plan. If something needs correction, decide whether you will make the correction or the employee should get the report back to review. An administrator’s approval must be based on data you can stand behind. - You may need to review and correct an already submitted report. Changes you make as an administrator do not count as the employee’s own reporting. This also applies to data created when you approve a period that the employee has not submitted. - An already approved report is read-only in the calendar. If you need to correct it, select Undo approved time report first and confirm revocation. Then reopen the report and review the data before making corrections. A new approval is needed after revocation, even if the contract normally requires approval only once. - If you try to leave the calendar with unsaved changes, you will be asked You have unsaved changes. Are you sure you want to close? Select Continue editing if you want to continue correcting. Select Close without saving to discard changes only in the calendar. - If you are not ready to approve the entire report, do not use approval just to save an unfinished correction. Choose how to handle the report and get help in Timeplan Admin if needed before deciding.
Choose the correct decision in the appSelect Approve time report when review is complete, or Send back time report if the employee needs to work further on the report. #### Details - Send back time report may appear for a submitted report and for one requiring reapproval. This differs from the action choices on the Approve Time Reports page in Timeplan Admin. Always check the report’s status and intended action. - An already approved report cannot be sent back directly. Use Undo approved time report first to revoke the approval and then check the new status. Revocation and potential return are two separate decisions, both requiring confirmation. - If the employee has not submitted the report, the app asks for extra confirmation before approval. Cancel if the employee should complete their data first. If you approve anyway, you must have reviewed the entire period yourself. - You cannot approve while the period is ongoing, locked or read-only to you. If an action is missing, check those conditions and the report’s status rather than assuming the button should be there because another employee’s report could be handled.
Check the results in the appWait until Processing... disappears and check the updated status for the correct employee and period. #### Details - Confirm the report was approved or sent back as intended before leaving the calendar. If you made corrections, also check that the new data forms the basis for approval. - A green marking shows administrator approval. A faded marking can mean the report is submitted and does not require administrator approval or does not require approval. Always read the text accompanying the marking. - If the report no longer appears, Hide processed time reports may be active. Deselect this to see processed reports again. An automatically submitted report still needing your approval is not counted as completed just because it has been submitted.
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Check the results

Verify the correct pay period is selected, blocking events have been managed, and reports have correct status. If someone corrected or recalculated data after approval, wait for calculation to complete and check the report again. What happens to approval depends on contract setting Administrator approval:

  • With Required once, a previous approval usually remains after a change or recalculation. This does not mean a new error can be left unaddressed; blocking events still require handling.
  • With Required after changes too, changed or recalculated balance data may require new approval. This can apply even if the period’s totals look the same as before. If status Data has changed, approve again is shown, review data before approving again. A pure text change not affecting or recalculating balances does not trigger that status.
  • If multiple contracts apply during the period, Required after changes too takes precedence over Required once, which takes precedence over Not required. Check all relevant contracts if approval needs differ from expectation.
  • Choosing Undo approval yourself is a separate decision. Approval is revoked, and new administrator approval is needed even with Required once. The employee’s existing submission is retained; revocation does not send the report back. If the submission is missing, the report will instead show Waiting for time report.
Check a report whose balance data has disappeared

If the entire period’s balance data has been removed, a previous approval may remain even if the contract requires approval after changes. Do not rely solely on the Approved marking. Ask the person responsible for payroll data to investigate before proceeding with the period.

When work continues to payroll, remaining problems may be noticed in the check of the Pay Periods page. The error report there can show, for example, missing submissions or approvals. It does not replace the review of time reports. Also be aware that the error report can include work assignments outside your usual access; handle the content according to your procedures and do not share it without checking the recipient’s right to view the data.

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Frequently asked questions
Why don’t I see the employee?Check the pay period, Hide processed time reports and your access to the employee’s work assignments. Permissions must cover the relevant assignments during the period. The Approval Status page also has different selections than the approval list itself: it does not include today’s registrations or temporary employments. Ask the administrator for help if the employee is still missing.
Why do the numbers differ between pages?
Why can I approve in Timeplan Admin but not in the app?The app can only handle certain reports. Among other things, a valid contract during the period must use deviation reporting in the app. If an administrator has added a manual punch during the period still in use, you may need to approve in Timeplan Admin. Proceed there and review the data. The same requirements for correct period, permissions and data apply.
Why did the report disappear after approval?When Hide processed time reports is enabled, processed reports are hidden from the list. Deselect this and open the same pay period if you want to check the report again. The report has not been deleted.