Field Promax

Approving Timecards

Review submitted timecards, approve or reject individual entries, edit time records, and use bulk actions to streamline the approval process before payroll.

Before you start:

  • You must have an Administrator role to approve timecards.
  • Service providers must have submitted their timecards for the period you want to review.

How to Access

Navigate to Time Cards from the main menu. The timecard view displays all entries with their current approval status. Use the Pending Approval button or filter to see only entries awaiting your review.

Approval Statuses

Each timecard entry has one of the following statuses:

  • Draft — the entry has been created but not yet submitted for approval.
  • Submitted / Pending — the service provider has sent the entry for review.
  • Approved — an administrator has confirmed the entry is accurate.
  • Rejected — the entry was sent back for correction.

Review Individual Entries

  1. On the Time Cards page, filter the view to the desired Date Range, Service Provider, or Work Group.
  2. Locate a timecard entry with a Pending status.
  3. Click on the entry to open its details. Review the clock-in time, clock-out time, job code, associated work order, GPS location, and notes.
  4. If the entry is correct, click Approve.
  5. If the entry needs correction, click Reject and add a note explaining what needs to change.

Result: Approved entries are locked and ready for payroll export. Rejected entries are returned to the service provider for revision.

Edit Timecard Entries

Administrators can modify timecard entries directly when a correction is needed:

  1. Click the Edit icon on any timecard row.
  2. In the edit modal, update the Clock In time, Clock Out time, Job Code, or Notes as needed.
  3. Click Save to apply the changes.

Editing is available for entries in any status, but it is most commonly used for entries that were submitted with errors.

Bulk Approve Timecards

  1. On the Time Cards page, filter the view to show the timecard entries you want to approve.
  2. Click the Pending Approval button to open the bulk approval modal.
  3. Review the list of pending entries. Each row shows the service provider, date, hours, and job code.
  4. Select all entries or pick specific ones using the checkboxes.
  5. Click Approve Selected to approve the entire batch at once.

Result: All selected entries move to Approved status simultaneously, saving you from approving each one individually.

Important: Once a timecard entry is approved and exported to payroll, any further edits may require re-exporting the data. Review entries carefully before approving.

Send Back for Revision

If a timecard entry has incorrect hours, a wrong job code, or missing information, you can send it back:

  1. Open the timecard entry details.
  2. Click Reject or Send Back.
  3. Enter a reason for the rejection so the service provider knows what to correct.
  4. Click Confirm.

Result: The entry status changes to Rejected. The service provider receives a notification and can edit and resubmit the entry.

View Timecard History

Click the History icon on any timecard row to see a log of all changes made to that entry, including who edited it, what was changed, and when. This audit trail helps resolve disputes and ensures accountability.

Tip: Set a weekly approval cadence (for example, every Monday morning) to review and approve the previous week's timecards. A consistent schedule prevents a backlog of pending entries and keeps payroll processing on track.

Next Steps