Overview
This guide walks you through how to set up and manage a structured approval workflow by configuring approval settings within the Admin Dashboard.
It also covers how to:
Assign designated approvers to specific teams
Monitor and access outstanding timesheet approvals
Manually change a week’s timesheet status to “Submitted” to trigger approval
Ensure a smooth and consistent approval process across your organisation
By implementing these settings, you can maintain accuracy, accountability, and efficiency in time tracking and approvals.
💡Important Notes
Ensure that all team members submit and finalise their timesheets regularly to avoid delays in approvals.
Timely submissions help streamline the approval process and maintain accurate project tracking.
Approvers should review timesheets consistently to keep workflows up to date.
Step-by-Step Guide
Step 1: Access Staff Timesheets
Navigate to the Time module
Click the Staff dropdown option
Select a staff member from the list
Note:
Admin users can view all staff:
If you are an Admin, you have full visibility. This means you can see and access everyone’s timesheets across the entire organisation.
Team-based approvers will only see their assigned team.
If you are a Team Approver (e.g., Manager or Team Lead), you will only see timesheets for the specific team you are assigned to—not the whole company.
Step 2: Approve Timesheets Manually
Open a staff member’s timesheet
Note: When you click on a staff member’s name, you will be automatically redirected to their timesheet, where you can review and manage their logged time.
🎥 Need Help Setting This Up?
For a step-by-step walkthrough of configuring timesheet approval settings, please refer to the video guide below:
Review the logged hours
Click Approve when ready
This method is ideal for quick, individual approvals.
Step 3: Set Up a Formal Approval Workflow
To streamline approvals, you can configure approval settings:
Click your profile initials
Go to Settings
Scroll to Fundamental Data
Select Approval Settings
Under Timesheets, click Configure
🎥 Need Help Setting This Up?
For a step-by-step walkthrough of configuring timesheet approval settings, please refer to the video guide below:
This video demonstrates how to navigate to the Approval Settings, configure approvers, and understand how the approval workflow is applied within Drums.
Step 4: Assign Approvers
Choose who can approve timesheets (e.g., team leads or managers)
Define approval rules based on:
Team roles (e.g., Manager, Director)
Team membership
Example: A team manager can be assigned to approve timesheets for all members within their team.
Step 5: Set Override Permissions (Optional)
You can allow additional roles (e.g., Admins) to override approvals:
Useful when an approver is unavailable
Ensures approvals are not delayed
🎥 Video Guide: Setting Override Permissions:
For a step-by-step walkthrough on how to configure override permissions, please refer to the video below:
This guide demonstrates how to assign backup approvers and ensure continuity in your approval workflow.
💡 Tip
Assign at least one backup approver (such as an Admin or Manager) to prevent bottlenecks, especially during leave periods or high-volume approval cycles.
Note In this figure, this means that a user assigned with a Manager role within a specific team is responsible for approving timesheets for members of that same team.
To better understand this:
Navigate to the Teams section
Select a team (for example, a specific department or project team)
Assign a user with a Manager role within that team
🎥 Video Guide: Assigning a Manager Role
For a step-by-step walkthrough on assigning a Manager role within a team, please refer to the video guide below:
Once configured, any team member who submits (finalises) their timesheet will require approval from the assigned Manager of that team.
Step 6: Understand the Approval Trigger
Note: No further action is required, as the override permissions and Manager role assignment have already been configured.
Once a staff member:
Changes their timesheet status from Draft to Finalised
➡️ An approval request is automatically triggered
Approvers receive:
An in-app notification
An email notification
💡 Notes: Before continuing, ensure the weekly timesheet is set to Finalised. Follow the guide below to complete this process.
Step 1: Click the "Time"
Step 2: Select "Staff"
Step 3: Select a staff member from the list
Step 4: Click the Finalised
Step 5: Once you click “Finalised,” a pop-up notification will appear showing that approval is required (Approval Notification) . See the screenshots below for reference.
Step 6: To check if a timesheet is subject to approval, click the Drum logo on the left-hand side and navigate to Approvals. Please refer to the screenshot below.
Step 7: Access Approval Requests
Go to the Approvals section in the dashboard
View all pending approvals
Note: To re-route you to this feature, you need to click the " Approvals" section in the Dashboard
Click a request to open the timesheet
💡 Helpful Notes
Timesheets must be finalised before approvals are triggered
Approvers receive in-app and email notifications
Visibility is permission-based:
Admins can view all staff
Team approvers can view assigned teams only
Approval requests are accessible via the Approvals dashboard
Closed items will automatically reopen if a new response is received
💡 Best Practices
Encourage staff to finalise timesheets weekly or fortnightly
Assign backup approvers to avoid delays
Regularly review approvals to maintain accurate reporting
Use team-based roles for structured approval workflows
FAQ's- Frequently Ask Questions Trouble Shooting
Why can’t I see the Approvals section?
This is usually due to permission settings.
Ensure you have timesheet approval permissions assigned
If unsure, contact your system administrator to review your access level
Why is the timesheet not triggering an approval request?
Please make sure the timesheet is set to Finalised.
Approval workflows are only triggered once the status changes from Draft to Finalised
Why can’t I see a specific staff member’s timesheet?
Visibility depends on your role:
Admins can view all staff
Team-based approvers can only view members within their assigned team
What happens if the assigned approver is unavailable?
If override permissions are configured:
An Admin or backup approver can step in and approve the timesheet
If not configured:
Approval may be delayed until the assigned approver becomes available
Can a timesheet be edited after it is finalised?
Typically, once a timesheet is Finalised, it is locked for approval.
Any changes may require reverting the status or contacting an Admin (depending on system settings)
Why am I not receiving approval notifications?
Check the following:
Your notification settings within DRUM
Your email inbox and spam/junk folder
Confirm that you are assigned as an approver
What happens after a timesheet is approved?
The system records the approver’s name and approval date
The timesheet is marked as approved for tracking and reporting purposes
💡 Still Need Help?
If you’re experiencing issues not covered above, please reach out to your system administrator or support team for further assistance.