How to use Timesheet Approvals

Timesheet Approvals reads the time your team already tracks in monday's native time-tracking column and turns it into weekly timesheets that a manager approves. It never changes the tracked time.

Before you start

• You need a monday.com account with at least one board that has a Time Tracking column. The app reads the entries in that column (who tracked, when, and how long).
• monday's API does not let any app create or edit time-tracking entries. Timesheet Approvals therefore only reads them. Corrections to tracked time are made in the column itself, as before.
• Everyone who should submit a timesheet needs access to the board. Approvers should be board owners or members you trust with that role.

1. Install the app

1. Open the monday.com marketplace and search for Timesheet Approvals, or use the install link from the listing.
2. Choose Install and confirm the permissions. The app asks to read boards and items (for the time-tracking entries, item names and the people column) and to read user names in your account so timesheets can show who tracked the time.
3. When asked, choose which workspaces the app may be used in. You can change this later under Admin, Apps.

2. Add the Timesheets view to a board

1. Open the board where time is tracked.
2. Choose the plus sign next to the existing view tabs at the top of the board, then Apps.
3. Pick Timesheets from Timesheet Approvals and choose Add to board.
4. The first time the view opens, the app asks you to authorise it for your account. This is a standard monday.com authorisation screen. The token it issues is stored encrypted in monday code secure storage and is used only to read the board and store approval states.

3. Pick the time-tracking column and week start

1. In the Timesheets view, open Settings (the gear icon in the top right of the view).
2. Under Time-tracking column, pick the column to read. Boards with more than one time-tracking column show all of them. Only one column per board is read at a time.
3. Under Week starts on, choose Monday or Sunday. This decides which seven days make one timesheet.
4. Under Approvers, choose who may approve timesheets on this board. If you leave this empty, board owners are approvers.
5. Choose Save. The settings are stored per board.

4. Submit a week

The view shows a grid: one row per person, one column per day of the selected week, and the total per row. Each cell sums the tracked seconds for that person and day across all items on the board. Use the arrows at the top to move between weeks.

1. Pick the week you want to submit.
2. Check your row. If something is wrong, fix it in the time-tracking column on the item, then come back. The grid reads the column again when you reload the view.
3. Choose Submit week on your row. The state changes from Open to Submitted and your approver sees it in their list.

Submitting does not lock the time-tracking column. It tells your approver the week is ready and records the current totals.

5. Approve or reject a week

1. As an approver, open the Timesheets view and choose the filter Submitted, or open the Pending approvals widget on a dashboard.
2. Open a submitted row to see the entries behind each day: item, start and end time, duration.
3. Choose Approve to approve the week. The app stores a snapshot of every entry in that week (item, entry, user, seconds) so that later changes can be detected.
4. Choose Reject to send it back. Write a short reason. The state goes back to Open and the person sees your reason on their row.

6. Handle changes made after approval

Because the time-tracking column stays editable in monday, someone can change an entry after the week was approved. The app compares the current column with the approved snapshot every time the view loads.

• A week with a difference is marked Deviation and the changed cells are highlighted. Open the row to see what changed: added, removed or changed entries, with old and new durations.
• Choose Re-approve to accept the new figures. A new snapshot replaces the old one.
• Choose Reopen to send the week back to the person for an explanation. This clears the approval.

7. Mark entries billable

1. Open a row to see its entries.
2. Tick Billable on each entry that should be invoiced. You can also tick the header to mark all entries for the item.
3. Billable flags are stored by the app and are included in the CSV export. They do not change anything on the board.

8. Export CSV

1. Choose Export in the Timesheets view.
2. Pick a date range and whether to include only approved weeks, and whether to include only billable entries.
3. Choose Download CSV. The file has one line per entry with: date, user, item, group, seconds, hours, billable, week state, approver and approval time. Times are in your monday account's time zone.

9. Uninstall and data deletion

1. Go to Admin, Apps, find Timesheet Approvals and choose Uninstall.
2. The app's stored data for your account (approval states, billable flags, snapshots, board settings and the authorisation token) is deleted automatically within 10 days. Your tracked time is unaffected because it lives in your board, not in the app.
3. To delete sooner, email support@aldorock.com.

Need help?

See the support page. Legal texts: privacy policy and terms of service.