How to Validate a Timesheet
Overview
When a team member submits their timesheet, it lands in your queue for review. Your job is to validate it — confirming the hours look correct before they move on to final approval.
Validation is not the same as final approval. You are the first checkpoint in the review chain. After you validate, the timesheet moves automatically to the manager's queue.
This article covers how to find submitted timesheets, how to validate them, and when to use the comment option.
This action requires supervisor-level access. The validation queue and validate buttons described here are only available to users with supervisor permissions.
--[Image: Timesheet validation list showing the Submitted and Validated tabs]--
How to Access the Validation Queue
From the sidebar, tap Timesheet → Other. This opens the list of timesheets submitted by your team members that are waiting for your review.
Status Tabs
| Tab | What it shows |
|---|---|
| Submitted | Timesheets waiting for your validation |
| Validated | Timesheets you have already acted on |
Use the search bar at the top to filter by team member name. You can also filter by date using the date picker.
Reading a Timesheet Before Validating
Tap View on any entry to open the daily breakdown. This shows the same day-by-day card layout as your own timesheet — punch times, total hours, regular hours, and overtime hours for each day worked.
From the day card's ⋮ menu, you can tap View Activity to see the full punch event log for that day — the exact times and notes recorded during the shift.
--[Image: Daily breakdown of a team member's timesheet showing day cards and punch times]--
Supervisors cannot edit timesheet entries. If you spot an error in the punch times, you cannot correct it yourself. The editing capability is only available to managers. Flag the issue in your validation comment and let the manager handle the correction on their end.
How to Validate
Find the timesheet to validate
From the Submitted tab, find the team member's entry and tap View to review their hours.
Choose your validation action
At the bottom of the screen, two buttons appear:
- Validate — confirms the hours look correct. No comment required.
- Validate & Comment — validates the hours and lets you attach a note for the manager reviewing next.
Validation confirmed
The timesheet moves to the manager's approval queue automatically. The entry moves from the Submitted tab to the Validated tab in your list.
--[Image: Bottom of the screen showing the Validate and Validate & Comment buttons stacked]--
When to Use Validate & Comment
Use Validate & Comment when the hours are acceptable but you want to flag something for the manager — for example, a note explaining an unusual shift, a late start with a valid reason, or context that does not affect the hours but is worth documenting.
The comment is visible to the manager in their approval view and becomes part of the permanent timesheet record.
Timesheet Statuses in Your Queue
| Status display | What it means |
|---|---|
| Ready to validate | Newly submitted — awaiting your action |
| Resubmitted by Technician (yellow badge) | The manager previously rejected this timesheet. The team member corrected it and resubmitted. Review it again and validate. |
| Validated (gray) | Already acted on — no further action needed from you |
Note: When a timesheet shows the "Resubmitted" badge, it means the manager already reviewed it once and sent it back. Validate it again to return it to the manager's queue for final approval.
Things to Know
You cannot reject a timesheet. Your role in the approval chain is to validate — not to approve or deny. If you have concerns about the hours, use Validate & Comment to leave a note for the manager, who has the authority to deny if needed.
Validation moves the timesheet forward automatically. You do not need to notify anyone. Once you validate, the manager receives a notification and the timesheet appears in their approval queue.