Workflow Lifecycle

The workflow lifecycle is designed to guide timesheet requests through clearly defined stages, ensuring consistency and accountability:

In Progress: Once submitted, the timesheet enters the approval process. Assigned approvers or groups review the request and take necessary actions.
Approved: The timesheet request is approved by all required approvers .
Rejected: The timesheet request is denied during the review process, typically with a reason provided for rejection.
Withdrawn (Optional): The timesheet request is voluntarily withdrawn by the creator,manager or administrator

Timesheet Hub provides highly flexible workflows, enabling organizations to design approval processes that match their internal policies. For instance, a workflow can be configured to require approval from both the project manager and the second-line manager if submitted hours exceed 40. Each workflow can include multiple approvers and can be structured as Sequential, Parallel, or a combination of both. This flexibility ensures that even complex approval paths can be handled smoothly.

Projects

Projects are the core structure for organizing work in Timesheet Hub. Each project can optionally be linked to a client when this feature is enabled in General Settings.

Every project has a single Project Manager responsible for overseeing tasks, reviewing team members’ timesheets, and maintaining project details.

Project visibility is configurable and can be set to:

All users — visible across the organization,
Specific users — restricted to selected individuals,
Specific teams — limited to designated groups.

Projects can include one or more tasks and subtasks, enabling work to be broken down for accurate tracking and reporting.

Timesheet Setup Templates

Timesheet Templates allow administrators to design flexible and tailored timesheet structures that meet the unique needs of different departments. Each template can define its own reporting periods, entry modes, custom fields, workflows, and validation rules, making it possible to standardize processes while still accommodating diverse working styles. This ensures that timesheet management remains consistent, accurate, and aligned with organizational policies across the entire company.

User Roles

Timesheet Hub uses role-based access control to assign permissions and responsibilities, ensuring each user interacts with the system according to their designated role. Roles are designed to reflect common organizational structures and can be adapted to fit both small and large teams. In smaller organizations, the Manager and Project Manager roles can be combined to simplify operations, while in larger organizations, the app allows these roles to be distinguished, providing greater clarity, flexibility, and more precise control over project and team management.

The app includes five predefined user roles:

Regular User: Can submit time-off requests, view their own approvals, and track the status of their requests.
Manager: Has all the capabilities of a Regular User, plus oversees requests from assigned subordinates and can approve or reject submissions.
Project Manager: Can edit projects to which they are assigned (for example, add or modify tasks) , review timesheets of team members working on those projects and approve it, if approval workflow is configured for project manager(s).
Viewer: Has read-only access to specific reports, without editing or approval privileges.
Administrator: Maintains full control over settings, permissions, time-off types, and workflows. Responsible for configuring and managing the app to align with organizational needs.

Each role has a predefined permission schema that determines access and visibility within the app, particularly in the left navigation menu.

However, these roles are not rigid. The app administrator has full control to customize permissions as needed (e.g. under Administration → Settings → Report Permissions tab), enabling a tailored experience that aligns with your organization’s specific requirements. This flexibility ensures that roles can evolve with your processes, maintaining both security and efficiency.