Submitting and reviewing timesheets

Submitting your time

From Timesheets → Submit, pick a project and a period (This week, Last week, This month, or a custom range) — every eligible entry in that project and period is submitted together, not one at a time. Before you confirm, Springtrack shows you who it's going to: your Owner/Admins, or the client directly if the project is set to client approval and you're submitting as an Owner or Admin yourself. You can add an optional note, visible to whoever reviews it.

Once submitted, those entries lock — you can't edit or delete them until they're decided. A locked entry shows "Submitted for approval — awaiting review" instead of the usual edit controls.

While you wait

The Awaiting approval panel above the submit form lists your own outstanding submissions, each showing the stage it's at (Awaiting review internally, or Awaiting client) and how long ago it was submitted. From here you can:

• Resend notice — nudge whoever's holding it up. You can do this while it's awaiting internal review; once it's moved on to the client, only an Owner or Admin can nudge from here.
• Withdraw — pull it back to editable, unreviewed. You can withdraw your own submission while it's still awaiting internal review; once any part of it has reached the client, only an Owner or Admin can withdraw it. Nothing can be withdrawn once any part has already been approved or rejected.

If something's rejected

A rejected entry unlocks automatically and shows "Rejected — edit and resubmit," along with the reviewer's note explaining what to fix. Make your changes and submit it again through the normal flow — rejected entries are picked up the next time you submit that project and period.

Reviewing timesheets (Owner/Admin)

From Timesheets → Approvals, submissions are grouped by project, then by submitter. Use the Project and Person filters to narrow the list, and switch between three tabs:

• Pending — anything needing attention: awaiting your review, awaiting the client, or recently rejected.
• Unsubmitted — tracked time on approval-gated projects that hasn't been submitted yet, as a nudge list (who, project, date range, total hours — no action buttons here, it's informational).
• Approved — what's been fully approved recently.

Each submitter's group shows the period covered, when it was submitted, any note they left, and a quick utilisation chart for context. Tick individual entries or use Select all, then Approve or Reject — a note is optional when approving, but required when rejecting, so the submitter knows what to fix.

If a project requires client approval, approving internally doesn't finish the job — it moves the submission on to the client (who gets a portal link) rather than closing it out. Owner-only projects can only be decided by an Owner, not an Admin.

Decided items stay visible for 7 days so you can double check a recent call, then drop off the list.