Approve Time Entries on Mobile

Approving Time Entries with the ClickTime Mobile Application lets managers and approvers review, approve, and reject employee timesheets from their phones. This article explains who can approve timesheets on mobile, how to use the Approvals and Timesheets pages, and what to expect from notifications and status changes.

Where to find it: Install ClickTime Mobile from the App Store or Google Play. Open the app, sign in, then use the main menu to access Approvals and Timesheets.

Jump to:
Who can approve on mobile
Accessing Approvals on mobile
Reviewing timesheets
Approving or rejecting timesheets
What employees see after approval or rejection
Using the Timesheets page
Email notifications and links
Mobile limitations for approvals

Who can approve on mobile

You can only approve timesheets in ClickTime Mobile if your user has been set up as a timesheet approver in your company settings.

• You must be listed as an Approver for one or more people on the web version of ClickTime.
• If your organization uses Project Approvals, you may see timesheets that require both Project and Timesheet approval. Which timesheets appear on mobile depends on your permissions and configuration.
• If you do not see the Approvals option in the menu, or no timesheets appear, check with your ClickTime Administrator.

Accessing Approvals on mobile

After signing in to the ClickTime Mobile app:

1. Open the main menu by tapping the menu icon in the top corner.

   

2. Tap Approvals.

The Approvals screen shows timesheets that are waiting for you to review.

Reviewing timesheets

The Approvals page organizes timesheets that require your attention. Depending on your configuration, you may see timesheets for employees you approve directly or timesheets that are routed to you as a Project or secondary approver.

From the Approvals list, you can:

• See which employee submitted the timesheet.
• See the date range of the timesheet.
• See the total number of hours submitted.
• See the current status, such as Pending or Waiting for Approval.

Tap a timesheet in the list to open the details view.

In the details view you can scroll through the days and review:

• Daily totals for each day in the period.
• Individual time entries including Client, Project, Task, and hours.
• Any notes the employee has added to the timesheet or individual entries.

If you want to exit without taking action, tap the X icon to return to the Approvals list.

Approving or rejecting timesheets

Once you have reviewed the entries on a timesheet, you can approve or reject directly from the mobile app.

Approve a timesheet

1. Open the timesheet from the Approvals list.
2. Review the daily and weekly totals and any notes.
3. (Optional) Add a note to the timesheet if you want to document your approval or any context for payroll or the employee.

4. Tap Approve Timesheet.

   

After you approve, the timesheet status changes to Approved. The employee will see this status on their own Timesheets screen, and any configured notification emails will be sent.

Reject a timesheet

1. Open the timesheet from the Approvals list.
2. Review the entries to identify what needs to change (for example, missing hours or incorrect coding).
3. Tap Reject.
4. Enter a brief comment explaining what the employee should fix. Clear comments reduce back and forth and help the employee resubmit correctly.

5. Confirm that you want to reject the timesheet.

   

The timesheet moves back to the employee as Rejected. They can edit the time entries, make corrections, and resubmit for approval.

What employees see after approval or rejection

Employees can use the Timesheets page in the mobile app to see the status of their timesheets.

• Open tab – Timesheets that have not been submitted yet, including those that were rejected and sent back for changes.
• Pending tab – Timesheets that have been submitted and are waiting for approval.
• Approved tab – Timesheets that have been fully approved.

When you reject a timesheet, the employee will see it in their Open tab with an indication that it was rejected. They can tap More to see who rejected it, when, and the comments that were added.

When you approve a timesheet, the employee will see it in the Approved tab along with any notes you entered.

Using the Timesheets page as an approver

Even if you are an approver, the Timesheets page on mobile is focused on your own timesheets.

Use the main menu to open Timesheets when you want to:

• Confirm that you have submitted your own timesheet for the period.
• Review which of your timesheets are still Open, Pending, or Approved.
• Undo submission on your own Pending timesheet if you need to make changes.

To review or act on other people’s timesheets, always use the Approvals page instead.
 

Email notifications and links

When employees submit timesheets, ClickTime can send email notifications to the configured approvers. These emails often include links to review or approve the timesheet.

When you tap links in actionable emails (such as approval requests or rejection notifications) on your phone:

• If you have ClickTime Mobile installed and are signed in, the app opens directly so you can review the item.
• If you do not have the app installed, your mobile browser may open the web version instead.

This behavior is the same for timesheet approvals, time off requests, and some expense workflows.

Mobile limitations for approvals

The ClickTime Mobile app is designed for quick review and approval, but some advanced actions still require the web application.

• You cannot configure who approves timesheets from the mobile app. Approvers must be set up on the web version of ClickTime.
• Project Approvals and other advanced workflows may show differently on mobile. In some cases, you may need to complete final approvals on the web.
• You cannot make bulk changes to time entries from the Approvals screen. If a timesheet has many issues, it is often faster to reject it and ask the employee to update it.
• Timesheet submission and approval are not available while you are offline. You must be online to submit and approve timesheets.

For more detail on mobile limitations, error messages, and behavior, see Time Entry with the ClickTime Mobile Application and the dedicated Mobile Error Messages and Known Issues article.