Administration Hour Approval & Management
Where an administration hours entry has been entered and requires approval, this is typically done by their manager (eg. anyone whom has access to edit the persons profile).
If approval is required (eg. based on a persons permissions profile, as pictured above), admin hour entries which are entered will be marked as 'Unapproved', and be shown in the todo lists of managers of those groups for approval.
Additionally, some users can be given access to approve and/or manage these entries (see administration hours for more information on this).
Site admins can configure if people should be notified as admin-hour entries are approved, changed or removed.
The following other options are also available;
Restrict editing hours to those with "manage" admin hour permissions
Normally those whom can edit a persons record can also manage their admin hours. This option limits this, meaning those whom can manage a persons profile doesn’t have access to edit/manage the admin hours as well - they would need specific permissions to do this.Restrict approval/managing hours to users whom are part of the group, or 1 above.
If your organisation uses groups, some users might have permissions applied to all sub-groups (eg. Australia and all states & regional areas, if you’ve your organisation is setup based on locations)which are part of a group-structure (eg. the entire organisation, or a certain segment of the organisation & all sub-groups).
This option limits the permissions applied only to those groups a user is actually part of, rather than all groups they simply have access to.
Eg. a user might be assigned to ‘Victoria’, (with permissions cascading to all sub-groups, including ‘Melbourne’, ‘East Victoria’, and the following groups within ‘Melbourne’; ‘East Melbourne’, ‘CBD’.
Normally, they might have permissions to approve any admin-hour entries within any group in Victoria.
With this setting turned on, the list of groups the user can approve hours is limited to ‘Victoria’ (being the group they’re actually part of), as well as ‘Melbourne’, ‘East Victoria’ (being 1 group down).
This allows an organisations managers to only see a limited list of people they directly manage, rather than each and every person within the entire state (due to their permissions giving them that level of access).
Approving Admin Hours
Where approval is needed, this will be listed in the todo list of those people with access to manage admin hours, with options to approve of decline entries, and can also be done by clicking ‘View all’ in the todo list to show all entries pending approval.
Unapproved entries can also be viewed by clicking ‘View all’ (above), or via the ‘Other reports’ link in the ‘Hours’ menu.
Notifications
When enabled in the settings for admin hours, a notification will be sent when another person’s entry is updated (eg. approved/declined, or changed).