How to use bulk actions on the timesheet

How to use bulk actions on the timesheet#

For: Manager You’ll need: A timesheet with rows you want to process together.

You’ll select many rows at once and confirm, undo-confirmation, approve, or unapprove them in a single click. Selections persist across pages and reloads, so you can build up a batch over a few visits before acting on it.

Select the rows#

  1. In the sidebar, go to Planning → Management → Timesheet.

  2. Filter the list to the rows you want to act on — see How to view and filter the timesheet.

  3. Tick the checkbox at the start of each row. To select more at once, open the ‘Select scope’ menu (▾) in the header and choose ‘Select this page’ or ‘Select all pages’.

‘Select all pages’ takes every row the current filter matches, on every page — the count reads ‘All’, and the bulk action then processes all of those rows, not only the ones on screen. Each row still gets its own checks, so rows that can’t change are skipped with their reason. Check the filter before you act.

Tip

Selections are stored in your browser (localStorage), so they survive reloads, paging, and tab switches. To start over, click the × icon next to the selection count — it’s titled ‘Clear selection’ — or choose ‘Select none’ in the ‘Select scope’ menu.

Run a bulk action#

With at least one row selected, the action bar above the table shows the bulk buttons:

  • Click ‘Confirm’ to confirm every selected row — same effect as How to confirm a time entry, applied row by row. In dual-approval mode the button reads ‘Confirm on behalf’ for managers; in ‘Automatic’ mode it isn’t there. Rows whose clock-out was closed automatically are skipped with “Verify or correct automatic clock-outs individually.”

  • Click ‘Approve’ to approve every selected row — same effect as How to approve a time entry.

  • Open the ‘Undo’ dropdown for the reversals:

    • ‘Undo confirmation’ withdraws the selected rows’ confirmations (How to undo a confirmation) after a prompt: “Withdraw confirmations? Recorded punches stay; manually entered and schedule-filled hours and breaks are removed.” It only touches rows that are confirmed and not yet approved. In dual-approval mode it reads ‘Undo confirmation on behalf’ for managers; in ‘Automatic’ mode it isn’t offered.

    • ‘Unapprove’ reverses the selected rows’ approval (How to unapprove a time entry). To record why, type it in the ‘Reason for unapproving (optional)’ field in the action bar first — the reason goes on every row you unapprove.

‘Confirm’ and ‘Undo confirmation’ need the right to confirm hours; ‘Approve’, ‘Unapprove’ and the reason field need the right to approve.

Each row is processed on its own, so one row that can’t change never holds up the others. A message counts the rows that changed — for example “12 timesheets approved.” — and one warning per reason counts the rows that were skipped, for example “3 skipped: Waiting on person confirmation.” A row that’s already done is skipped with its own reason — “Timesheet was already approved.” for ‘Approve’, “Timesheet was already confirmed.” for ‘Confirm’ when a person has confirmed it. Any other row the action had nothing to do on is skipped with the reason “No eligible change.”

Verify it worked#

Each processed row shows its new status badge. The selection clears once the action has run — including the skipped rows, so check the warnings for their reasons.

Locked rows#

Already-approved rows are locked. ‘Approve’ skips them with “Timesheet was already approved.”, ‘Confirm’ with “Timesheet was already confirmed.” (or “No eligible change.” on an approved row no person confirmed), ‘Undo confirmation’ with “No eligible change.”, and ‘Unapprove’ is the one bulk action that works on them. See What a locked row looks like on the timesheet.