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How to Review and Approve Timesheets

How to view, filter, approve, and download timesheets submitted by your team in XMP.

Overview

Once your team starts submitting timesheets from the mobile app, you can review everything from the Timesheets area on the web. This gives you a clear weekly or monthly view of who has submitted, who hasn't, and lets you approve entries, set pay rates, and download reports — all from one place.

Accessing Timesheets

Go to Main Menu → Time Sheets. You can switch between a weekly or monthly view depending on how you prefer to review.

Understanding the Status Indicators

Each row in the timesheet view represents a team member, with coloured status bubbles for each day of the week (Monday through Sunday). These work like a traffic light system:

  • Submitted — the engineer has submitted their timesheet for that day
  • Pending — the engineer was scheduled but hasn't submitted yet
  • Partial — the engineer had multiple jobs that day and has only submitted a timesheet for some of them

This makes it easy to spot missing timesheets at a glance without chasing people individually.

Filtering by Staff

Use the staff name filter to search for a specific team member. This is useful if you're responsible for a particular group — for example, reviewing timesheets for apprentices only.

Approving a Timesheet

  1. Click on a team member's timesheet entry for the week
  2. Review the submitted details — you'll see the job, times, and any notes the engineer added
  3. Use "Quick Approve" to move the entry from Submitted to Approved
  4. Set the entry against the correct project (this may already be filled in if the engineer was scheduled against a job)
  5. Choose the rate type — single time, double time, or as appropriate
  6. Add any notes if needed
  7. Click "Sign Off" to finalise the approval

Downloading Timesheets

To export timesheet data, click "Download Timesheet Week". The download includes all timesheet entries for the selected week, showing job details, approved hours, and statuses. This is useful for passing hours on to payroll or sharing with a client.

Next Steps