Review timesheets and Change Requests

Review employee working hours, approve or reject timesheets, and process corrections through Change Requests. This guide also covers reapproval, reports, workload assignment, and common record problems.

Who can use this?

Managers and HR Admins review timesheets in Salesforce, the Employee Hub, or the mobile app. Employees submit Change Requests in the Employee Hub.

Before you begin

• Employees have an active workload and time-tracking access.
• Approvers have the assigned role and permissions for the relevant employees.

Review a timesheet in Salesforce

1. In Salesforce, open the App Launcher (⋮⋮ grid icon), and select Timesheets.

2. Use list filters to narrow the timesheets by Status, Employee, Date Range, or department and team.

   

3. Open a timesheet.

   

4. Review the employee, period, total hours, daily breakdown, breaks, overtime, cost centers, and notes.

5. Compare anomalies, such as excessive hours or missing breaks, with the expected schedule.

6. To approve the record, click Approve. flair notifies the employee.

7. To return the record, click Reject, and enter the correction required. flair sends the feedback to the employee for resubmission.

Approve multiple timesheets

1. In the Timesheets list, select the timesheets.
2. If available, click Bulk Approve.
3. Confirm the approval. flair notifies the selected employees.

Review a timesheet in the Employee Hub

1. Sign in to the Employee Hub with your Manager access.
2. Open Time Management or Timesheets.
3. Select an employee's pending timesheet.
4. Review the entries for the period.
5. Click Approve or Reject.
6. If you reject the timesheet, enter a comment. flair updates the status and notifies the employee.

Review in the mobile app

1. In the flair mobile app, open Approvals or Timesheets.
2. Open a timesheet.
3. Approve or reject it.

Submit a Change Request

A Change Request keeps an audit trail when an employee corrects a submitted time entry.

1. In the Employee Hub, open the time entry.
2. Click Request Change.
3. Change the start time, end time, break duration, cost center, or date.
4. In Reason for the change, explain the correction.
5. Submit the request. The assigned approver receives it.

You can also use a Change Request to add a forgotten entry.

Review a Change Request

Review in Salesforce

1. In Salesforce, open the App Launcher (⋮⋮ grid icon), and select Change Requests.
2. Open a pending request.
3. Compare the original entry, requested values, employee reason, and effect on total hours.
4. Approve or reject the request.
5. If you reject it, enter a reason.

Review in the Employee Hub

1. In the Employee Hub, open Approvals or Change Requests.
2. Open a pending request.
3. Compare the original and requested values.
4. Approve or reject the request, and add an optional comment.

The audit trail records the original author and submission, requester, changed values, decision, approver, and decision time.

Reapprove a changed timesheet

flair changes an approved timesheet to Pending Reapproval when an administrator edits an approved entry, an approved Change Request modifies it, or someone adjusts its hours or calculations.

1. Open the Pending Reapproval timesheet from the notification.
2. Review the highlighted difference, original values, author, and reason.
3. Check whether the change affects payroll or compliance.
4. Approve or reject the modified timesheet.
5. If the change affects payroll, notify the payroll team.

Assign another timesheet approver

By default, flair routes timesheets to the employee's direct manager. The direct manager comes from the Parent Position on Company Structure and appears in the employee record's Contract section.

1. In the flair HR app, open the employee record.
2. Open Staff & Docs → Additional Managers.
3. Add the manager.
4. Grant Time Entries Approval. The additional manager receives weekly timesheets with the direct manager.

Configure timesheet rules

Administrators can configure these timesheet behaviors:

Group	Available rules
Approval workflow	One approver, multiple approval levels, or automatic approval after a configured period.
Submission	Deadlines, reminders, and escalation for missed deadlines.
Locked periods	Locks for approved or payroll periods and administrator-controlled unlocking.
Notifications	Pending, approved, and rejected timesheets; Change Requests; deadlines; and reapproval.

Enforce a minimum rest period

1. In HR Admin, open Time Frameworks.
2. Select the Time Framework.
3. In Minimum Rest Period, enter the continuous rest required after clock-out.
4. Optional: Configure a longer break in a rolling window, such as 36h within 7 days.
5. Click Save. The rule applies to employees assigned to the Time Framework.

If an employee clocks in too early, flair shows the remaining rest and blocks the clock-in. Later clock-ins that day and manually added entries are unaffected.

Report on timesheets

Available reports include the following data:

Report	Data
Hours worked by employee	Total hours for each employee in a period.
Overtime	Overtime by employee or department.
Approval status	Timesheets awaiting approval.
Cost center breakdown	Hours grouped by cost center.
Attendance trends	Patterns in clock-in and clock-out times.
Compliance	Adherence to working-time rules.

You can export timesheets to CSV, Excel, PDF, a payroll integration, or another accounting and reporting system.

Print a Working Time Report

1. In Salesforce, open the App Launcher (⋮⋮ grid icon), and select Employees.
2. Open the employee record.
3. Click Working Time Report.
4. Select the period.
5. Print the report.

Create a Workload Template

Workloads define expected hours and schedules for time tracking and absence allowance calculations.

1. In the flair HR app, open Attendance → Workload Templates.
2. Click New Workload Template.
3. Enter a name, such as Full-Time Office Worker.
4. Select whether to count hours by week or month.
5. Select the first day of the week and the Time Framework.
6. In Skip Time Tracking, choose whether the workload tracks time.
7. For a fixed weekly workload, enter each day's hours, start and end times, and break length.
8. For a flexible workload, enter the hours per working day.
9. Save the template.

Assign a workload

The Workloads list shows every workload record for each employee, not only the most recent one.

1. In the flair HR app, open Attendance → Workloads.

2. In the workload filter, select Active Workloads (default), Expired Workloads, Future Workloads, No Workloads, or All Workloads.

3. Optional: Select Show records with errors to list workloads with a calculation issue, employees with no active workload assigned, and terminated employees who still have an active workload.

   

4. Select the employees. A warning icon identifies employees without a workload.

5. Click Assign Workload Template.

6. Select the template.

7. In Start Date, enter the employee's contract start date for an established flair setup.

8. When migrating to flair and calculating vacation from the start of the year, enter January 1 instead.

9. Optional: Enter an End Date.

10. Click Assign. The workload applies for the selected dates.

Create a flexible workload

1. In the flair HR app, open the employee record.

2. Open Time And Workload.

3. Click Add New Workload, or click Add From Template.

   

4. Enter the name and start date.

5. Select a weekly or monthly workload type.

6. Change Workload Model from Fixed to Flexible.

7. Confirm FTE: use 100% for full-time or the applicable proportion for part-time work.

8. For fully flexible work, keep the Monday-to-Friday Availability Template, and adjust daily hours to reach the weekly total.

9. For a rotating schedule, click Add New Week, and configure each week.

10. Click Save. The employee's calendar displays the flexible workload.

Enter actual working hours in the workload calendar when the employee's days change. This keeps vacation and sick-day calculations accurate.

note

For absence management, configure the accrual policy with Prorate based on FTE percentage in Workload Proration Type. See Configure accrual and proration.

Recalculate workloads and timesheets

Recalculate after a deleted timesheet, workload change, incorrect absence balance, or another discrepancy between scheduled and actual hours.

1. In the flair HR app, click Attendance.

   

2. Click Workloads.

   

3. Select the workloads.

   

4. Click the flash icon.

   

5. Click Recalculate. flair recalculates the workloads and related timesheets in the background.

   

   

6. After processing finishes, click Refresh to display the updated records.

   

Troubleshooting

Time entries or timesheets are missing

An employee can submit a manual entry for a missed clock-in or clock-out. To retrieve missing records in Salesforce:

1. Open Attendance → Workloads.
2. Select the employee.
3. Click the flash icon.
4. Select Redistribute Time Entries. flair starts an Apex Job that retrieves and displays missing Time Entries.

Time entries overlap

• Review the flagged entries, and remove or correct the duplicate.

A time entry exceeds the maximum hours

• Review the submission alert, confirm whether the overtime is authorized, and correct an error or approve valid time.

A required break is missing

• Review the flagged break, document a valid exception, or correct the time entry.

Related articles

• Track your time
• Time balance
• Configure time tracking
• Configure accrual policies