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[Supervisor] How to Approve Employee's Leave Application/ Timesheet/ Expense Claim in Workstem One App?
[Supervisor] How to Approve Employee's Leave Application/ Timesheet/ Expense Claim in Workstem One App?

This article mainly introduced how to approve employee's leave application on Workstem One App.

Workstem CS avatar
Written by Workstem CS
Updated over a week ago

I. Approval for Leave Application

Step 1

Enter Workstem One App home page, click [Leave Approval] to view "Pending leave" and how many direct subordinate are on leave today and how many are on leave this week, and you can also [View all leave].

Step 2

Click [View all leave] in, you can see all leave forms (approved, rejected, approval).

Note ⚠️ :

  1. The documents with red dots in the approval state mean that they need your approval

  2. Documents in approval status but without red dots represent:

    • You may have approved it, but someone else needs to approve it too.

    • Currently, others are in the process of approval, not your turn yet to approve.

Step 3

Click the request for leave to be approved, enter the details page, click "✅" or "❌" to approve, and add reasons for approval (fill in comments).

If a large number of applications need to be approved, you can use the Batch Approval function in the upper right corner. Click the dot before your name (check ☑️)

  • Select the employee, then click the green box "✅", batch consent

  • Select the employee, then click the red box "❌", batch disagree

Note ⚠️ : the batch approval page can only see the overview of the request for leave, not the details of the request for leave. If you need to read the details before you can approve the leave, you need to operate one by one

Other functions:

1. Check the process: here you can see the process of document approval (for example, this document has other employees, you can see the status of others' approval).

2. Fill in comments: You can fill in approval reasons or comments on this leave form. Comments can be made multiple times, and once a comment cannot be deleted, the information about your comment can be seen by applicants and other employees.

3. Leave calendar: You can see when and what kind of leave the employee is taking. By default, the system displays the calendar of the current month. To view other months, click the left and right arrows to switch months.

4. Screening the leave form: click the "Screening" button in the upper right corner to screen the type of leave and the status of the leave form, and quickly view the required documents. Through this function, you can help you more targeted approval, but also facilitate statistical analysis of employee leave data.

II . Approval for Timesheet

Step 1

Log in to the Workstem One App, click on the [Timesheet Approval] on the homepage.

Step 2

Click into the timesheets waiting for approval and check the details page. You can also add comments.

If there are many pending timesheet requests, you can use [Bulk Approve] to finish all approvals in one go.

Tip ⚠️:

The [Bulk Approval] page only shows a quick overview of the timesheet requests without the details.

Quick Explanation of Other Functions:

  1. Check Workflow: You can check the approval status of a specific timesheet (e.g. If there are other approvers of the timesheet request, you can see their response and and notes).

  2. Check Shift*: You can look up the related shift and clock-in/out information on the date of that timesheet request. If it's an OT timesheet, you can check the actual shift and clock-in/out information of the employee on that day for verification purposes.

  3. Comments: You can add your comments on the timesheet here (e.g. approval reason, notes, or suggestions). You can add multiple comments but those comments cannot be deleted. Both the employee who applied for that timesheet and other approvers will be able to see your comment.

  4. Other Timesheets: You can check if the employee also submitted other timesheet requests for that day.

  5. Screening Timesheet: If you want to quickly filter based on type and status of the timesheet, you can tap on the [Filter] button on the upper right hand corner. You can also clear the filters by clicking on the [Reset] button.

III. Approval for Expense Claim

Step 1

Log in to Workstem One App [Home] and select [Approve Expense Claims Application] from "Manager" menu.

Step 2

Click the "Pending" expense claims application and select "√" or "×" to approve or deny the application. If you want to [Check Workflow] and leave [Comments], select it at the bottom of the page.

Step 3

Return to the [Home] page and click [More] > Apply - [Approve Expense Claims Application], you can view the approval status of expense claims.

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