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Procedure for regulatory review

Overview

The approval workflow for line managers introduces an approval mechanism for monthly time recording summaries in TimeCatch.

Employees can submit their monthly summary for review. If a line manager has been assigned, the summary is sent to the line manager for approval before the final monthly close.

If no line manager is assigned, the monthly closing process remains unchanged and the employee can close the month directly.

1. Assigning a line manager

Add ‘Select a line manager’

A new field for selecting a line manager will be available under:

  • ‘Employee Details’ page
  • ‘Group Details’ page

Administrators can use this field to assign an employee as a line manager.

Only the company/super administrator can assign or change the supervisor.

‘Employee Details’ page

Navigation:

TimeCatch → Employees → Select employee → Overview

A new drop-down field:

‘Line manager’ is displayed.

timecatc-super-1.png

Functionality

  • The administrator can select any employee from the employee list.
  • The selection is saved automatically.
  • No additional saving is required.
  • The assigned supervisor becomes active immediately.

Removing a supervisor assignment

To remove an assigned line manager:

  • Open the ‘Supervisor’ drop-down menu.
  • Select ‘None’.
  • The supervisor assignment is automatically removed.

2. Assign a group supervisor

Path:

TimeCatch → Staff → Group

There is also a ‘Supervisor’ field available for groups.

How it works

  • The administrator can assign a supervisor to a group.
  • All staff members within the group can accept the assignment of the supervisor.
  • The selection of the supervisor is saved automatically.

time-super-2.png

If no supervisor is selected (Supervisor = None), employees in this group do not require approval from a supervisor.

3. Approval process for the month-end closing

Scenario 1: No supervisor assigned

Procedure:

Employee
   |
   |
Submit / Close Month
   |
   |
Month Closed

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The current behaviour remains unchanged.

Scenario 2: Supervisor assigned

Procedure:

Employee
   |
   |
Submit Month
   |
   |
Supervisor Review Request Created
   |
   |
Supervisor Reviews
   |
   |
Approve
   |
   |
Month Closed

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‘Review Summary’ tab

New ‘Review’ tab

A new tab is added to the ‘Summary’ page.

Location:

TimeCatch → Balance

View for managers

Managers can view the following:

  • Employee’s name
  • Month
  • Target working hours
  • Actual hours worked
  • Balance
  • Overtime
  • Holiday
  • Approval status

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Only requests from employees assigned to this manager are displayed.

If a manager has pending requests and the company/owner removes the manager, all pending requests remain visible on the company/owner’s ‘Review’ tab and can be finalised once reviewed.

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4. Email notification settings for managers

New ‘Manager Settings’ tab

Location:

TimeCatch → Settings

New tab: Supervisor

Supervisor list

This page displays all available supervisors.

Each supervisor’s row contains:

Field Description
Supervisor’s name Employee assigned to this supervisor
Email notification Enable/disable emails
Email address Supervisor’s email address


time-super-6.png

Enable notifications

Checkbox: Receive email notifications

If enabled: The manager will receive emails regarding pending review requests.

Disable notifications

If disabled:

  • No emails will be sent.
  • Pending requests remain available in the portal.

5. Rules for email notifications

Email notifications are only sent if:

Conditions:

✔ A manager has been assigned
✔ The notification tick box is ticked
✔ There are pending requests for the monthly review

When a request is made to a line manager, an email is sent only once at the end of the day.


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